On-Site Physical Inspection Services RFP Reissue 7.1~1.docx

Illinois Housing Development Authority Request for Proposal On-Site Physical Inspection Services- Asset Management REISSUE

26-551HDA-FINAN-B-53116

SCOPE OF WORK

A.1. OVERVIEW AND PURPOSE

The Illinois Housing Development Authority (“IHDA”) is soliciting proposals from qualified Vendors to provide physical inspection services for multifamily affordable housing developments within IHDA’s portfolio. The purpose of these inspections is to assess and monitor compliance with Internal Revenue Code Section 42, applicable Regulatory Agreements, and other program-specific requirements.

Inspections shall be conducted in accordance with all federal, state, and local regulations, including HUD’s National Standards for the Physical Inspection of Real Estate (“NSPIRE”), to evaluate the physical condition, health and safety compliance, and overall regulatory adherence of developments participating in IHDA-administered programs. IHDA anticipates multiple awards to ensure the availability of necessary personnel across the State.

IHDA brings to this engagement a well-established operational foundation, including defined inspection workflows, structured scheduling procedures, clear internal communication channels, and documented processes for coordination with property representatives. These systems provide the selected Vendor(s) with a ready framework for integration and a reliable infrastructure for partnership from the outset of the engagement.

The selected Vendor(s) will assist IHDA by coordinating inspections with property representatives, conducting required on‑site assessments, documenting deficiencies, verifying corrective actions, and providing timely and accurate reporting through IHDA-designated systems. These services are intended to expand IHDA’s inspection capacity and ensure ongoing compliance across its statewide affordable housing portfolio.

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT

The desired outcomes of this engagement are to ensure IHDA’s multifamily housing portfolio remains in decent, safe, and sanitary condition while complying with all applicable federal, state, and program-specific physical standards. IHDA seeks to establish contracts for Physical Inspection Services to support statewide compliance monitoring across its multifamily affordable housing portfolio, which includes family, senior, supportive, and scattered-site properties across urban, suburban, and rural locations. IHDA may award contracts to one or more Vendors to ensure sufficient inspection capacity and statewide geographic coverage (one vendor per region). Vendors are encouraged to submit proposals for the full statewide portfolio or for designated regions as defined in Section B.1. Selected Vendor(s) will receive regular inspection assignments throughout the contract term, with renewal options available subject to performance and IHDA’s operational needs. IHDA aims to achieve the following objectives through this procurement:

1) Regulatory Compliance

a. Ensure compliance with all applicable federal, state, and local regulations, including NSPIRE, and comply with the procedures of any relevant oversight agency, including IHDA, HUD, and United States Department of Agriculture Rural Development (“USDA RD”).

b. Verify that IHDA-financed developments meet all physical condition requirements associated with loans, grants, tax credits, and other funding sources.

2) Comprehensive Portfolio Coverage

a. Provide statewide inspection coverage across IHDA’s multifamily portfolio, including family, senior, supportive, and scattered-site properties.

b. Ensure inspection frequency and sample selection requirements are completed in accordance with regulatory requirements and IHDA’s risk-based protocols.

3) Accurate Reporting and Documentation

a. Deliver consistent, thorough, and well-documented inspection reports identifying deficiencies, risk areas, and required cure periods.

b. Submit timely and accurate inspection data into IHDA-designated systems to support compliance monitoring and portfolio-wide risk assessment.

4) Operational Efficiency

a. Expand IHDA’s inspection capacity to reduce or prevent inspection backlogs, consistent with the capacity goals outlined in Section B.2, Volumes and Quantities.

b. Support efficient scheduling, communication, and timely completion of inspections within established deadlines.

5) Risk Identification and Mitigation

a. Through the inspection process, identify physical conditions and deficiencies in accordance with applicable inspection standards that may impact resident health and safety, property conditions, or IHDA’s financial interests.

b. Support proactive corrective action and long-term capital planning through timely and accurate documentation of property conditions and deficiencies.

6) Quality Assurance and Continuous Improvement

a. IHDA’s physical inspection program operates under HUD’s NSPIRE standards. These standards define how inspections are conducted, how deficiencies are classified, and how quickly issues must be addressed. All vendor performance expectations under this contract are aligned with and required to meet those standards.

b. Quality is measured at every stage of the inspection process; from the moment a property is notified through the closeout of the inspection in IHDA’s systems. Vendors are expected to meet the following requirements at each stage:

i. Notification and Scheduling: Property notification must occur within the timeframe established in IHDA’s scheduling procedures prior to the inspection date.

ii. Inspection Execution: All inspections must be conducted using InspectCheck. Each deficiency must be documented separately and supported by photographic evidence, consistent with NSPIRE requirements.

iii. Health and Safety Findings: When life-threatening or severe deficiencies are identified, a Health and Safety Report must be issued to the property at the close of each inspection. Remediation must be confirmed within 24 hours per NSPIRE protocol.

iv. Report Submissions: All inspection reports must be complete; every required field populated, all deficiency documentation and photos attached and submitted within two business days of the site visit.

v. System Closeout: All inspection activity must be entered into Monday.com before an inspection is considered final. No inspection is closed until all system entries are complete and accurate.

c. IHDA will monitor performance throughout the contract term through regular system reviews in Monday.com, periodic report audits, and scheduled check-ins with the vendor. Vendors must be available for assignment scheduling sessions and must address any performance concerns raised by IHDA within the timeframe specified.

d. IHDA expects this to be a working relationship. As inspections are completed and experience builds, vendors are expected to bring forward observations that can improve our processes, forms, and reporting protocols.

Note: Property owners are responsible for correcting identified deficiencies within the timeframe stated in the deficiency notification. Neither IHDA staff nor the contractor is responsible for performing corrective repairs.

A.3. SCHEDULE

*These are tentative and subject to change

A.4. TERM

A.4.1.1. TERM OF THIS CONTRACT: The contract resulting from this procurement will have an initial term commencing upon the last dated signature of the Parties for a two (2) year initial contract term. In no event will the total term of the contract, including the initial term, any renewal terms, and any extensions, exceed ten (10) years. Vendor shall not commence billable work in furtherance of the contract prior to final execution of the contract except when permitted pursuant to 30 ILCS 500/20-80.

A.4.1.2. RENEWAL: Subject to the maximum total term identified above, the State has the option to renew for the following term(s):

· Renewal #1: Four (4) Years

· Renewal #2: Four (4) Years

A.4.1.2.1. Pricing for the renewal term(s), or the formula for determining price, is in the Pricing section of this solicitation.

A.4.1.2.2. Any renewal of the resulting contract is subject to the same terms and conditions that apply to the initial term of the contract unless otherwise provided. The State may renew the contract for any or all of the option periods specified, may exercise any of the renewal options early, and may exercise more than one option at a time based on continuing need and favorable market conditions, when in the best interest of the State. The contract may neither renew automatically nor renew solely at the Vendor’s option.

Section B. CURRENT CONDITIONS

B.1. OVERVIEW & BACKGROUND

IHDA’s portfolio currently comprises 110,823 units across 1,966 properties and is expanding throughout the State of Illinois. Annually, this contract is based on the sample size for the physical inspection oversight of approximately 730 developments and units selected based upon regulatory requirements. These are rental housing developments that largely consist of multifamily properties with a few single-family properties. They include scattered site developments. The populations served include families, seniors, and individuals with special needs.

Physical inspections are performed to verify the quality, safety, and sanitation of properties, following the National Standards for the Physical Inspection of Real Estate (NSPIRE). IHDA is responsible for overseeing low-income housing properties within its portfolio to ensure compliance with Internal Revenue Code §42 requirements and the terms of the Regulatory Agreement.

IHDA’s Inspection Team conducts on-site inspections to evaluate physical conditions and identify potential risks in the following areas:

· Site and grounds

· Building exteriors

· Building Systems

· Communal areas

· Individual dwelling units

The Regions are defined as follows:

A. Region 1: Jo-Daviess, Stephenson, Winnebago, Boone, McHenry, Carroll, Ogle Dekalb, Kane, Whiteside, Lee, Kane, Kendall, Rock Island, Henry, Bureau, LaSalle, Grundy, Mercer, Stark, Marshall B. Region 2: Lake, Cook, DuPage, Will and Joliet C. Region 3: Cook (City of Chicago) D. Region 4: Henderson, Warren, Knox, Peoria, Woodford, Hancock, McDonough, Fulton, Pekin, Mason, Adams, Brown, Cass, Pike, Scott, Morgan, Pike, Greene, Calhoun, Jersey, Macoupin, and Montgomery E. Region 5: Logan, Menard, Macon, Sangamon, Christine F. Region 6: Kankakee, Livingston, Iroquois, McLean, Ford, Dewitt, Piatt, Champaign, Vermillion, Shelby, Moultrie, Douglas, Coles, Clark, Edgar, Cumberland, Clark G. Region 7: Madison, Bond, Fayette, Effingham, Jasper, Crawford, St. Clair, Clinton, Marion, Clay, Richland, Lawrence, Wabash, Edward, Wayne, Jefferson, Washington, Hamilton, White, Perry, Franklin, Saline, Galtian, Hardin, Pope, Massac, Pulaski, Alexander, Union, Johnson, Williamson, Johnson, Randolph, Monroe H. Map of the Regions shown below:

B.2. AREAS OF CONCERN/CHALLENGES

1. High Volume and Geographic Dispersion

a. IHDA’s portfolio currently comprises 110,823 units across 1,966 properties.

b. The portfolio includes urban and rural locations, scattered sites, and property types including senior housing, family housing, and supportive housing developments, requiring flexible scheduling, efficient geographic routing, and consistent service delivery across diverse community contacts.

2. Scheduling Coordination

a. Inspections require advanced coordination with property owners, management agents, and residents. Vendors must operate within IHDA’s established procedures governing scheduling requests, rescheduling protocols, and fail status determinations.

b. Logistical factors that may affect scheduling include geographic distance between inspection sites, workload distribution across the portfolio, property availability and site staff coordination, and organizational constraints such as holidays or prior inspection reporting timelines. Vendors must demonstrate flexibility and proactive communication in these areas.

c. Access issues that begin as logistical challenges may escalate to compliance concerns if inspections cannot be completed within required timeframes; vendors must account for this risk in their operational planning.

3. Limited Internal Staffing Capacity

a. IHDA’s internal inspection staff are dedicated to ongoing compliance monitoring across a large and complex statewide portfolio. Supplemental vendor capacity is sought to expand throughput, ensure timely inspection completion, and maintain program responsiveness across all portfolio segments.

4. Data Management and Reporting Integration

a. Vendors will be required to enter all inspection activity into IHDA’s designated systems, including DMS, InspectCheck, and Monday.com, from the first day of independent deployment. Accuracy, completeness, and timeliness of data entry are non-negotiable performance expectations.

b. IHDA will provide structured onboarding training covering systems access, workflow expectations, and documentation standards prior to the vendor conducting independent inspections.

c. Current systems are actively being enhanced, and vendors must demonstrate adaptability to evolving data entry or submission formats as updates are implemented.

5. Consistency and Quality Assurance

a. Maintaining consistent inspection outcomes and documentation standards across multiple inspectors, programs, and property types is a core expectation of this engagement.

b. Vendors must demonstrate robust quality control processes, inspector calibration practices, and staff training mechanisms through proposal submissions, mandatory pre-deployment onboarding, and ongoing performance monitoring conducted by IHDA throughout the contract term.

6. Inspection Frequency and Risk-Based Scheduling

a. IHDA’s portfolio includes developments with multiple funding sources. Under NSPIRE standards, inspection frequency is determined by prior inspection scores, with higher-scoring developments eligible for triennial inspections and lower-scoring or noncompliant developments subject to more frequent inspection cycles. IHDA assigns inspections in accordance with NSPIRE frequency requirements and portfolio compliance status.

b. Vendors must be familiar with NSPIRE inspection standards and prepared to execute inspections at frequencies determined by IHDA. Program-specific requirements and applicable sample sizes will be provided with each inspection assignment.

Section C. PROPOSAL REQUIREMENTS Only Electronic Submissions through BidBuy of Offers will be Accepted

C.1. REQUIRED DOCUMENTS TO COMPLETE AND SUBMIT

The Offeror shall submit the listed documents in BidBuy under the Attachments tab in the appropriate “Required Attachments” spaces.

· Vendor Disclosure or IPG Active Registered Vendor Disclosure

· Technical response

· Offer to the State of Illinois

· Commitment to Diversity Answer Sheet

· BEP Utilization Plan Blank documents may be found on the Chief Procurement Officer for General Service’s website at https://cpo-general.illinois.gov/solicitation-and-contract-templates.html and on the BidBuy posting under “File Attachments:”. Business Enterprise Program/Veterans Small Business Program Utilization Plan may be downloaded from the Commission on Equity and Inclusion’s website at https://cei.illinois.gov/purchasing-entity-resources/compliance.html.

Failure to submit Vendor Disclosure or IPG Active Registered Vendor Disclosure, as applicable, and the Utilization Plan(s), as applicable, with the Offer submitted in BidBuy shall render the Offer non-responsive.

Offerors are required to submit their response to the State’s solicitation through BidBuy. Any information sent to the State outside of BidBuy, for example by US Mail, FedEx, UPS, e-mail, or hand delivery, will neither be accepted nor considered. Offeror submissions will only be considered if they are received through BidBuy and on or before the time and date indicated as the “Bid Opening Date” on the BidBuy posting. Any required attachments must be submitted via BidBuy.

Price entries on the Items tab will be locked automatically upon submission of the quote. Entering cost, pricing or discount information in the Alternate Description may result in disqualification. If the agency requires pricing to be submitted in an attachment, Offeror shall upload pricing under the “Required Documents” section on the Attachments tab and check the box “Does the attachment contain any pricing, cost or discount information?”. Failure to check this box allows your pricing to be viewed when bids are opened and will result in disqualification of your offer. NOTE: Do not check “Does the attachment contain any pricing, cost or discount information” if the attachment does NOT include pricing, cost, or discount information.

Documents shall be submitted in an electronic format that is accessible and readable using Microsoft Office suite software or Adobe Reader. Corrupted files shall not be considered. It is the Offeror’s responsibility to check that files are accessible and legible after uploading.

The Offeror is solely responsible for ensuring timely submission of their electronic solicitation response. Failure to allow adequate time prior to the Bid Opening Date to complete and submit a response to a solicitation, particularly in the event technical support assistance from the State is required, places the Offeror and their offer or response at risk of not being accepted.

The State encourages the Offeror to ensure that their BidBuy account is up-to-date. It is recommended that you access your BidBuy account prior to the solicitation due date and time to make sure that your company’s information is up-to-date and your password is current. Files may be uploaded at any time prior to submission.

File size may impact the uploading and downloading speed and may lead to browser time-outs, resulting in failed upload/download attempts. Please consider this dependency when attaching very large documents.

OFFEROR INSTRUCTIONS TO SUBMIT IN BIDBUY

Create Quote:

Note: any pricing entered in the Unit Cost of the Items Tab will be locked until after Technical Evaluations take place. Do not enter cost, pricing, or any discount information in the Alternate Description field. Entering cost, pricing or discount information in the Alternate Description may result in disqualification.

Note: If taking any exceptions to Standard Terms and Conditions an offeror must submit a redline version of the Standard Terms and Conditions with their proposal.

: “Upload” (next to each required attachment) : “Choose File” Note: If a pricing document is required, mark the box next to the question, “Does this attachment contain any pricing, cost, or discount information?”

Failure to mark this box when attaching a pricing document will result in disqualification.

Check this box ONLY if a separate pricing document is required.

Do NOT check this box for any other required quote attachment such as the Technical Proposal, Vendor Disclosure / IPG Active Registered Vendor Disclosure, or Utilization Plan(s), or Offer.

Offerors may also view the “Request for Proposal (RFP) Vendor Submission Instructions Video found at https://cpo-general.illinois.gov/vendor-resources.html

C.2. DUE DATE AND TIME FOR SUBMISSION OF OFFERS

Each solicitation contains the Offer due date and time, appearing as the “Bid Opening Date:” on the BidBuy posting. Offeror shall submit Offers in BidBuy, and the State shall open Offers electronically in BidBuy on the “Bid Opening Date”. The Offer must remain firm for 180 days from opening.

C.3. CONFLICT BETWEEN INFORMATION IN ELECTRONIC DOCUMENTS AND ON BIDBUY

If the State provides information in electronic documents (i.e., the RFP and other attachments) that is different or in conflict with the information the State provides on BidBuy, then the information in electronic documents is presumed to represent the State’s intent. If the Offeror provides information in electronic documents that is different or in conflict with the information the Offeror provides in BidBuy through their Seller Account, then the information in electronic documents shall represent the Offeror’s intended submission.

C.4. PUBLISHED PROCUREMENT INFORMATION

The State publishes procurement information, including solicitations, awards, and amendments, on the Chief Procurement Officer for General Services’ Illinois Procurement Bulletin, known as the Bulletin or BidBuy (https://www.bidbuy.illinois.gov/bso/). Procurement information may not be available in any other form or location. Offeror is responsible for monitoring BidBuy. The State will not be held responsible if Offeror fails to receive the optional e-mail notice of future amendments to the solicitation.

C.5. INFORMATION CONTACT

The individual listed in the “Info Contact:” field on the BidBuy posting shall be the single point of contact for this solicitation. Unless otherwise directed, Offeror should only communicate with the Information Contact. The State/Agency shall not be held responsible for information provided by or to any other person.

Suspected errors should be immediately reported to the Information Contact. Do not discuss, directly or indirectly, the solicitation or any Offer with any State officer or employee other than the Information Contact.

C.6. OFFEROR QUESTIONS AND AGENCY RESPONSE

All questions, other than questions raised at the Pre-Submission Conference, pertaining to this solicitation must be submitted in writing to the Information Contact no later than 5:00 pm CST, July 13, 2026. Questions received and Agency responses may be posted as a Bid Amendment to the original solicitation on BidBuy; only these posted answers to questions shall be binding on the State. Offeror is responsible for monitoring BidBuy and BidBuy email notifications.

C.7. PRE-SUBMISSION CONFERENCE

The Agency may conduct a Mandatory or Non-Mandatory Pre-Submission Conference, listed in the “Pre-Bid Conference:” field of the BidBuy posting. Please refer to BidBuy for this information.

If attendance is mandatory, Offeror (current contractor included) will be disqualified and considered non-responsive if Offeror does not attend, is not on time, leaves early, or fails to sign the attendance sheet. Offeror must allow adequate time to accommodate security screenings at the site.

C.8. SMALL BUSINESS SET-ASIDE

In the Bulletin posting, if “Yes” is shown to the question “Is this a Small Business Set-Aside Procurement?”, then Offeror must be registered by the Illinois Small Business Set-Aside Program at the time Offers are due for the Offer to be evaluated. For requirements on qualifying Offeror’s business in the Small Business Set-Aside Program, please go to the Chief Procurement Office for General Service’s website at https://cpo-general.illinois.gov/sell-2-illinois.html .

C.9. BUSINESS ENTERPRISE FOR MINORITIES, WOMEN, AND PERSONS WITH DISABILITIES ACT PARTICIPATION AND UTILIZATION PLAN

The BidBuy posting indicates whether this solicitation contains a goal to include businesses owned and controlled by minorities, women, and persons with disabilities. If this solicitation contains a goal, then failure to complete and submit a Utilization Plan, including documentation demonstrating good faith efforts when requesting a waiver, shall render the Offer non-responsive. 30 ILCS 575/4(e). All questions regarding the subcontracting goal must be directed to the Information Contact indicated in BidBuy no later than 5:00 pm CST, July 17th, 2026.

The NIGP codes used to set the BEP goal are: 918-31, 918-25, 918-19 BEP Goal: 8% Go to https://cei.illinois.gov/vendor-resources/get-bep-certified.html for complete requirements for BEP certification. Go to State of Illinois Commission on Equity and Inclusion at https://supplierdiversitymanagementportal.illinois.gov/home.aspx to search for certified BEP vendors.

C.10. SECURITY

Bid/Performance Bond: N/A. If a bond is required, Offeror must submit the Bid Bond with your offer or Performance Bond to the Information Contact within ten (10) days after contract execution. The bond must be from a surety licensed to do business in Illinois. An irrevocable letter of credit is an acceptable substitute. The form of security must be acceptable to the State.

C.11. TERMS AND CONDITIONS

Standard Terms and Conditions will become a part of any resulting contract. To view the Standard Terms and Conditions, please go to https://cpo-general.illinois.gov/solicitation-and-contract-templates.html.

Section D. EVALUATION PROCEDURES

D.1. EVALUATION PROCESS

The State assesses each Offer for Responsibility (E.10) and Responsiveness. The State considers the information provided and the quality of that information when assessing Offers. If the State finds a failure or deficiency, the State may reject the Offer or reflect the failure or deficiency in the assessment.

There are three scored parts to each proposal – technical, commitment to diversity, and pricing. Each part of the proposal is evaluated and ranked independently of the other parts of the proposal. The results of the evaluation of all three parts shall be used in ranking the proposals.

The State may award to the most responsive and responsible offeror whose offer best meets the specified criteria.

D.2. RESPONSIVENESS

A responsive offeror is one who submits an offer that conforms in all material respects to the Request for Proposal and includes all required forms.

D.2.1.1. The State will determine whether the Offeror complied with the instructions for submitting offers. Except for late submissions, and other requirements that by law must be part of the submission, the State may require that an Offeror correct deficiencies as a condition of further evaluation.

D.2.1.2. Subcontractor Disclosure: If the Offer includes any subcontractors, then Offeror shall complete the Subcontractor Disclosure section of the Offer to the State of Illinois.

D.2.1.3. If completing IPG Active Registered Vendor Disclosure, then responsiveness may include and may not be limited to:

· Active Illinois Procurement Gateway registration # with expiration date

· Certifications timely to this solicitation

· Disclosure of lobbyists for Offeror and parent entity(ies)

· Disclosure of pending and current contracts

D.2.1.4. If completing Vendor Disclosure, required parts may include and may not be limited to:

D.2.1.5. The State will determine whether the Offer meets the stated Technical requirements. Minor differences or deviations that have negligible impact on the price or suitability of the supply or service to meet the State’s needs may be accepted or corrections allowed. If no offeror meets a particular Technical requirement, the State may waive that requirement.

D.2.1.6. When the specification calls for “Brand Name or Equal,” the brand name product is acceptable. Other products will be considered with proof that the other product meets stated specifications and is equivalent to the brand product in terms of quality, performance, and desired characteristics.

D.3. EVALUATION METHODOLOGY

The Technical Requirements are described in Sections F.1, F.2., and F.3. The State evaluates the Technical Requirements without consideration of price.

D.3.1.1. Total Number of Points Available for Technical Requirements is: 100

D.3.1.2. Offeror shall complete and return Sections F.1, F.2., and F.3.

D.3.1.3. Relative Weight in Point Format

D.4. COMMITMENT TO DIVERSITY ELEMENTS

Sections 20-15 and 35-30 of the Illinois Procurement Code (30 ILCS 500/) require offerors to be evaluated on their commitment to diversity. The points available for Commitment to Diversity are described in Section F.4. and are equivalent to 20% of the Technical Requirements points. The State evaluates Commitment to Diversity without consideration of price.

D.4.1.1. The total number of points for Commitment to Diversity is 20.

D.4.1.2. Offeror shall complete and return Section F.4 Commitment to Diversity

D.4.1.3. Commitment to Diversity Categories: The percentages at the end of each section reflect the weighted distribution of points available identified in D.4.1.

Commitment to Diversity Categories

Category 1 – BEP Compliance - Whether the Offeror meets the set goal for contracting or subcontracting with businesses owned by women, minorities, or persons with disabilities or completed a Good Faith Effort Waiver for this procurement. 5%

Category 2 – Subcontracting/Contracting with any WMD businesses (not limited to BEP vendors) - Whether the Offeror has contracted/subcontracted within the prior calendar year with businesses owned by women, minorities, or persons with disabilities. 10%

Category 3 – Diversity, Equity and Inclusion (DEI) Spend – Offeror’s percentage of business, education and/or community spend from prior calendar year gross revenue that involves businesses owned by women, minorities and/or persons with disabilities. The assisted businesses are not required to be certified in the Illinois Business Enterprise Program. 20%

Category 4 – DEI Time - Offeror’s hours spent in the prior calendar year on promoting DEI in the workplace, the community, education institutes, or supporting businesses owned by women, minorities, or persons with disabilities. The assisted business is not required to be certified in the Illinois Business Enterprise Program. The success or failure of each event does not impact the points achieved. The event may be voluntary or paid time. 20%

Category 5 – DEI Policies - The vendor has provided a written copy/screenshot of their current written workforce diversity, equity, and inclusion (“DEI”) policy. The policy provided must be actionable plans, not overarching concepts around DEI. 10%

Category 6 – Diversity in Staffing - % of individuals on governing board and/ or Senior executives who identify as women, minorities or person with disabilities. 10% % of individuals in management /supervisor positions who identify as women, minorities or person with disabilities. 13% % of total staff who identify as women, minorities or person with disabilities. 12%

D.5. PRICE

The State opens Price proposals after evaluating all Technical and Commitment to Diversity proposals.

If the State does not consider the price to be fair and reasonable and negotiations fail to meet an acceptable price, the State reserves the right to cancel the award and take appropriate action to meet the needs of the State. The State determines whether the price is fair and reasonable by considering the offer, including the offeror's qualifications, the offeror's reputation, all price proposals submitted, other known prices, the project budget, and other relevant factors.

D.5.1.1. The total number of points for Price is 24.

D.5.1.2. The State will determine Price points using the following formula:

Maximum Price Points X (Lowest Price/Offeror’s Price) = Total Price Points

D.6. MAXIMUM AVAILABLE POINTS

The maximum number of points is 100 (Technical) + 20 (Commitment to Diversity) + 24 (Price) = 144 maximum available points.

Section E. ADMINISTRATIVE REQUIREMENTS

E.1. GOVERNING LAW AND FORUM

Illinois law and rules govern this solicitation and any resulting contract. Offeror must bring any action relating to this solicitation or any resulting contract in the appropriate court in Illinois. This document contains statutory references designated with “ILCS”. To view the full text, go to https://ilga.gov/Legislation/ILCS/Chapters . The Illinois Procurement Code (30 ILCS 500) and the Standard Procurement Rules (44 ILL. ADM. CODE PART 1) are applicable to this solicitation. To view them respectively, go to and Illinois General Assembly - ADMINISTRATIVE CODE.

E.2. PUBLIC RECORDS AND REQUESTS FOR CONFIDENTIAL TREATMENT

Offers become the property of the State. All offers will be open to the public under the Illinois Freedom of Information Act (FOIA) (5 ILCS 140) and other applicable laws and rules, unless Offeror requests in its Offer that the State treat certain information as confidential. A request for confidential treatment will not supersede the State’s legal obligations under FOIA. The State will not honor requests to keep entire Offers confidential. Offerors must show the specific grounds in FOIA or other law or rule that support confidential treatment. Regardless, the State will disclose the successful Offeror’s name, the substance of the Offer, and the price.

If Offeror requests confidential treatment, Offeror must submit additional copy/copies (see Instructions for Submission of Offers in Section C.) of the Offer with proposed confidential information redacted. This redacted copy must tell the general nature of the material removed and shall retain as much of the Offer as possible. In a separate attachment, Offeror shall supply a listing of the provisions identified by section number for which it seeks confidential treatment and identify the statutory basis or bases under Illinois law, including a detailed justification for exempting the information from public disclosure.

Offeror will hold harmless and indemnify the State for all costs or damages associated with the State defending Offeror’s request for confidential treatment. Offeror agrees that the State may copy the Offer to facilitate evaluation, or to respond to requests for public records. Offeror warrants that such copying will not violate the rights of any third party.

E.3. MINORITY CONTRACTOR INITIATIVE

The State requires a fee of $15 to cover expenses related to the administration of the Minority Contractor Opportunity Initiative. Any offeror awarded a contract of $1,000 or more under Section 20-10, 20-15, 20-25 or 20-30 of the Illinois Procurement Code (30 ILCS 500) is required to pay a fee of $15. The Comptroller shall deduct the fee from the first check issued to the Vendor under the contract and deposit the fee in the Comptroller’s Administrative Fund. 15 ILCS 405/23.9.

E.4. FEDERAL FUNDS

The resulting contract may be partially or totally funded with Federal funds. Upon notice of intent to award, the percentage of supplies and/or services involved that are Federally funded and the dollar amount of such Federal funds will be disclosed.

E.5. EMPLOYMENT TAX CREDIT

Offerors who hire qualified veterans and certain ex-offenders may be eligible for tax credits. 30 ILCS 500/45-67 and 45-70. Please contact the Illinois Department of Revenue (217-524-4772) for information about tax credits [35 ILCS 5/216, 5/217].

E.6. RESERVATIONS

Offeror must read and understand the solicitation and tailor the Offer and all activities to ensure compliance. The State reserves the right to amend the solicitation, reject any or all offers, award by item/services, group of items/services, or grand total, and waive minor defects. The State may request a clarification, inspect Offeror’s premises, interview staff, request a presentation, or otherwise verify the contents of the Offer, including information about subcontractors and suppliers. The State may request Best & Final Offers when appropriate. The State will make all decisions on compliance, evaluation, and terms and conditions, and shall make decisions in the best interests of the State and in accordance with the Illinois Procurement Code, rules and other applicable State and Federal statutes and regulations. This competitive process may require that Offeror provide additional information and otherwise cooperate with the State. If an offeror does not comply with requests for information and cooperate, the State may reject the offer as non-responsive to the solicitation. Submitting an offer does not entitle Offeror to an award or a contract. Posting a vendor’s name in a Bulletin notice does not entitle the vendor to a contract. The State is not responsible for and will not pay any costs associated with the preparation and submission of any offer.

Awarded Offeror(s) shall not commence and will not be paid for any billable work undertaken prior to the date all parties execute the contract, unless approved in writing in advance by the State Purchasing Officer or the Chief Procurement Officer (or designee).

E.7. AWARD

The State is not obligated to award a contract pursuant to this solicitation. If the State issues an award, the award will be made to the responsive and responsible offeror (s) whose offer best meets the specified criteria unless otherwise permitted by the Illinois Procurement Code and Illinois Administrative Code. The State reserves the right to issue multiple awards across the state (by region) to ensure availability of personnel. However, if the State does not consider the price to be fair and reasonable and negotiations fail to meet an acceptable price, then the State reserves the right to cancel the award and take appropriate action to meet the needs of the State. The State will determine whether the price is fair and reasonable by considering the offer, including the offeror's qualifications, the offeror's reputation, all prices submitted, other known prices, the project budget and other relevant factors. The State will post a notice to the Bulletin identifying the apparent most responsive and responsible offeror(s).

E.8. INVOICING ADDRESS

As stated in F.1.11, the awarded Vendor shall invoice at the completion of the contract unless invoicing is tied in the contract to milestones, deliverables, or other invoicing requirements agreed to in the contract. The Bulletin posting contains the “Bill-to Address:” where invoices should be sent.

Vendor shall not bill for any taxes unless accompanied by proof that the State is subject to the tax. If necessary, Vendor may request the applicable Agency’s Illinois tax exemption number and Federal tax exemption information.

E.9. PROTEST REVIEW OFFICE

Offeror may submit a written protest to the Protest Review Office following the requirements of the Standard Procurement Rules. 44 ILL. ADM. CODE 1.5550. For protests related to specifications, the Protest Review Office must physically receive the protest no later than fourteen (14) days after the solicitation or related addendum was posted to the Bulletin. For protests related to rejection of individual proposals or awards, the protest must be received by close of business no later than fourteen (14) days after the protesting party knows or should have known of the facts giving rise to the protest. The Protest Review Office’s information is as follows:

Chief Procurement Office Attn: Protest Review Office Email: cpogs.pro@illinois.gov

E.10. RESPONSIBILITY

A responsible Offeror is one who has the capability in all respects to perform fully the contract requirements and who has the integrity and reliability that will assure good faith performance. The State determines whether the Offeror is a “responsible” offeror; an offeror with whom the State can or should do business. For example, the State may consider the following:

E.10.1.1. A “prohibited bidder” includes any person assisting an employee of the State of Illinois by reviewing, drafting, directing, or preparing any invitation for bids, a request for proposal, or request of information, or providing similar assistance unless such assistance was part of a publicly issued opportunity to review drafts of all or part of these documents. For purposes of this section, an employee of the State of Illinois means one who, by the nature of his or her duties, has the authority to participate personally and substantially in the decision to award a State contract. No person or business shall submit specifications to a State agency unless requested to do so by an employee of the State. No person or business that contracts with a State agency to write specifications for a particular procurement need shall submit a bid or proposal or receive a contract for that procurement need.

Nothing herein is intended to prohibit a vendor from bidding or offering to supply developing technology, supplies or services after providing the State with a demonstration of the developing technology, supplies, or services; provided the subject of the demonstration to the State represents industry trends and innovation and is not specifically designed to meet the State's needs. Nothing herein is intended to prohibit a person or business from submitting a bid or offer or entering into a contract if the person or business: (i) initiates a communication with an employee to provide general information about products, services, or industry best practices and, if applicable, that communication is documented in accordance with Section 50-39 of the Illinois Procurement Code or (ii) responds to a communication initiated by an employee of the State for the purposes of providing information to evaluate new products, trends, services, or technologies.

E.10.1.2. Other factors that the State may use to evaluate to determine responsibility include, but are not limited to: political contributions, certifications, conflict of interest, financial disclosures, taxpayer identification number, past performance in business or industry, references (including those found outside the Offer), compliance with applicable laws, financial responsibility, insurability, effective equal opportunity compliance, payment of prevailing wages if required by law, capacity to produce or sources of supply, and the ability to provide required maintenance service or other matters relating to the offeror’s ability to deliver in the quality and quantity within the time and price as specified in this solicitation.

E.10.1.3. Awarded offerors must always have financial resources sufficient, in the opinion of the State, to ensure performance of the contract and must provide proof upon request. The State may require a performance bond if, in the opinion of the State, it ensures performance of the contract. The State may terminate the contract, consistent with the termination for cause provision of the contract, if the vendor lacks the financial resources to perform under the contract.

E.10.1.4. The State may require that an offeror correct any deficiencies as a condition of further evaluation.

E.11. BidBuy Terminology and Guidance: BidBuy is an online e-procurement system. There may be some difference between the procurement terminology used in this solicitation and the terms used in BidBuy. Please learn more about BidBuy by accessing the online resources found here:

https://pathway2procurement.illinois.gov/bidbuy.html

Section F. PROPOSAL FORMS Offeror must complete and return:

· The following three (3) tables include: Contract Requirements (Section F.1), and Technical Requirements: Mandatory Requirements with Evidence (Section F.2), and Proposed Technical Solution (Section F.3)

· Commitment to Diversity (Section F.4)

· Offer to the State of Illinois Please read and follow each instruction carefully.

F.1. CONTRACT REQUIREMENTS

Please read each contract requirement carefully in F.1. These contract requirements shall be included in any contract resulting from this solicitation.

Please use the exact table format below to mark “Agree” to the requirements.

CONTRACT REQUIREMENTS

F.1.1. Inspection Standards and Regulatory Compliance Physical inspections conducted by the Vendor must adhere to all applicable federal, state, and local regulations, including NSPIRE standards, and comply with the procedures of any relevant oversight agency, including IHDA, HUD, and USDA Rural Development, as assigned. IHDA will provide the representative designated unit sample size.

☐ Agree

F.1.2. Regulatory Change Implementation The Vendor must implement updates to inspection procedures in response to federal, state, or local regulatory changes within the timeframe specified by IHDA. Updated procedures will be provided by IHDA in advance of the required implementation date.

☐ Agree

F.1.3. Insurance The Vendor shall, at all times during the term and any renewals maintain and be able to provide a Certificate of Insurance naming the Illinois Housing Development Authority (IHDA) and the State as additionally insured for all required bonds and insurance. Certificates may not be modified or canceled until at least thirty (30) days’ notice has been provided to IHDA or the State. Vendor shall provide: (a) General Commercial Liability occurrence form in amount of $1,000,000 per occurrence (Combined Single Limit Bodily Injury and Property Damage) and $2,000,000 Annual Aggregate; (b) Auto Liability, including Hired Auto and Non-owned Auto, (Combined Single Limit Bodily Injury and Property Damage) in amount of $1,000,000 per occurrence; and (c) Worker’s Compensation Insurance in amount required by law. Insurance shall not limit Vendor’s obligation to indemnify, defend, or settle any claims. The Vendor shall provide, upon award, evidence of umbrella liability coverage with minimum limits of $5,000,000 per occurrence and aggregate over underlying coverage. Additionally, the Vendor must also provide evidence, upon award, of employee theft or fidelity bond coverage.

☐ Agree

F.1.4. Equipment The Vendor is responsible for providing all hardware necessary to perform inspection services, including but not limited to computers and tablets. IHDA will provide software licenses for required inspection and data management systems. The Vendor must ensure all field personnel are equipped with functional technology meeting IHDA’s system requirements prior to commencing inspections.

☐ Agree

F.1.5. Apparel All Vendor personnel conducting inspections must present a professional appearance consistent with business attire. Field personnel must wear apparel displaying either the Vendor’s company branding or IHDA-provided branding. IHDA will provide branded apparel specifications; procurement and associated costs are the responsibility of the Vendor.

Casual attire: The Authority supports casual attire in the office on most workdays. Examples of casual attire includes, but is not limited to, jeans, casual slacks, skirts, and dresses; khakis; collared shirts and polos; and dress shoes. Jeans must be neat, clean, without holes, damage, or fray. Please note that business professional attire is required for all employees in the office on Board meeting days.

☐ Agree

F.1.6. Confidentiality and Data Security All data, records, photographs, and information collected or accessed by the Vendor in the performance of inspection services remains the sole property of IHDA. The Vendor must maintain the confidentiality of all resident, property, and portfolio data and may not use, share, or disclose such information for any purpose outside the scope of this Agreement. Upon termination or expiration of this agreement, the Vendor must return or destroy all IHDA data in accordance with IHDA’s direction.

☐ Agree

F.1.7. Inspection Season The Vendor must complete all assigned routine inspections within the primary inspection season, defined as March 1 through November 30. Additional inspection types, including but not limited to emergency, urgent, or ad hoc compliance inspections, may be assigned outside of the primary inspection season and must be completed within the timeframe specified by IHDA at the time of assignment.

☐ Agree

F.1.8. Inspection Scheduling and Notification The Vendor must schedule inspections with owner/agents via formal notification letter as provided by IHDA. This correspondence must be sent no more than fifteen (15) days prior to the planned inspection. The Vendor is responsible for collecting all specified documentation and utilizing it for inspection-related purposes. Any extension requests or scheduling concerns must be forwarded to the IHDA contract manager no less than seven (7) days prior to the planned inspection, or as soon as practicable if received after this deadline. IHDA will provide guidance on scheduling resolution.

☐ Agree

F.1.9. Inspection Site Arrival and Access The Vendor must…