P24005 Tenant.Employee Surveys RFP.doc

REQUEST FOR PROPOSALS (RFP) No. P24005, Tenant & Employee Satisfaction Surveys

HomeFront

(A Public Housing Authority, formerly Housing Authority of Billings)

REQUEST FOR PROPOSALS (RFP)

No. P24005 Tenant & Employee Satisfaction Surveys

Table of Contents [Table No. 1]

INTRODUCTION

HomeFront (hereinafter also “the Agency”) is a public entity that was formed in 1973 to provide federally subsidized housing and housing assistance to low-income families, within the City of Billings, MT. HomeFront is headed by a CEO/Executive Director and is governed by a 7-person board of commissioners and is subject to the requirements of Title 24 of the Code of Federal Regulations (hereinafter, “CFR”) and HomeFront’s procurement policy. Though brought into existence by a referendum of the City of Billings, it is a separate entity from the City.

Currently, HomeFront owns and/or manages: (a) 7 developments totaling 216 units of HUD Public Housing, 35 HOME program units, 62 LIHTC units, and 18 Affordable housing units. HomeFront currently has approximately 30 employees.

In keeping with its mandate to provide efficient and effective services, HomeFront is now soliciting proposals from qualified, licensed, and insured entities to provide the above noted services to HomeFront. All proposals submitted in response to this solicitation must conform to all the requirements and specifications outlined within this document and any designated attachments in its entirety.

RFP INFORMATION AT A GLANCE

[Table No. 2]

AGENCY CONTACT PERSON

(NOTE: Unless otherwise specified, any reference herein to “Contracting Officer” or “(CO)” shall be a reference to Mr. Starr.)

Jessica Moorhead, Director of Operations/Procurement Telephone: (406)237-1940 E-mail: jessicam@homefrontmt.org

TDD/TTY: 711

2. Click on the “Login” button in the upper right side.

3. Follow the listed directions to register.

4. 4. If you have any problems in accessing or registering on the www.bidnetdirect.com//homefront, please call customer support at (800) 835-4603.

2415 1st Avenue North Billings, MT 59101. The sealed “hard copy” proposal documentation must be received in-hand and time-stamped by HomeFront by no later than 12:00 PM MT on this date).

1.0 THE AGENCY’S RESERVATION OF RIGHTS. The Agency reserves the right to:

1.1 Right to Reject, Waive, or Terminate the RFP. Reject any or all proposals, to waive any informality in the RFP process, or to terminate the RFP process at any time, if deemed by the Agency to be in its best interests.

1.2 Right to Not Award. Not award a contract pursuant to this RFP.

1.3 Right to Terminate. Terminate a contract awarded pursuant to this RFP, at any time for its convenience upon 10 days written notice to the Contractor(s).

1.4 Right to Determine Time and Location. Determine the days, hours, and locations that the successful proposer (hereinafter, “Contractor”) shall provide the services called for in this RFP.

1.5 Right to Retain Proposals. Retain all proposals submitted and not permit withdrawal for a period of 60 days subsequent to the deadline for receiving proposals without the written consent of the Agency Contracting Officer (CO).

1.6 Right to Negotiate. Negotiate the fees proposed by the proposer entity.

1.7 Right to Reject Any Proposal. Reject and not consider any proposal or proposer that does not meet the requirements of this RFP, including but not necessarily limited to incomplete proposals and/or proposers offering alternate or non-requested services.

1.8 No Obligation to Compensate. Have no obligation to compensate any proposer for any costs incurred in responding to this RFP.

1.9 Right to Prohibit. At any time during the RFP or contract process, prohibit any further participation by a proposer or reject any proposal submitted that does not conform to any of the requirements detailed herein. By accessing BidNet Direct and by downloading this document, each prospective proposer is thereby agreeing to abide by all terms and conditions listed within this document and within BidNet Direct, and further agrees that he/she will inform the CO in writing within 5 days of the discovery of any item listed herein or of any item that is issued thereafter by the Agency that he/she feels needs to be addressed. Failure to abide by this time-frame shall relieve the Agency, but not the prospective or actual proposer, of any responsibility pertaining to such issue.

1.10 Right to Reject – Obtaining Competitive Solicitation Documents. BidNet Direct is the only official and appropriate venue to obtain the competitive solicitation documents (and any other information pertaining to the competitive solicitation such as addenda). Accordingly, by submitting a response to this competitive solicitation the respondent thereby affirms that he/she obtained all information on BidNet Direct. Any other group such as a proposal depository that informs potential respondents of the availability of such competitive solicitations are hereby instructed to not distribute these documents to any such potential respondents, but to instruct the potential respondents to visit BidNet Direct to obtain the documents. The Agency will reject without consideration any response submitted from a firm that has not obtained the documents from BidNet Direct.

2.0 SCOPE OF WORK/TECHNICAL SPECIFICATIONS. The Agency is seeking proposals from qualified and licensed firms/individuals (a.k.a., “the proposer”) to provide the Agency with the following detailed services:

2.1 Pertaining to Tenant Satisfaction Surveys.

2.1.1 Types of Services/Duties. The selected firm shall perform all the duties and responsibilities normally associated with the Survey function (including scheduling, notification, quality control, and reporting). The Agency may require of the successful proposer at any time during the ensuing contract period any one or more of the individual services utilizing tasks listed below:

2.1.1.1 Tenant Living Conditions, Amenities and Asset Manager responsiveness;

2.1.1.2 Maintenance Responsiveness and Services;

2.1.1.3 Tenancy Process;

2.1.1.4 Agency Customer Service and Responsiveness;

2.1.1.5 Additional items as idenitfied 2.1.1.6 Survey results will be made available within one month of completion. The selected firm will provide reports/results indicating the survey results for each property. Such reports must be made available to Agency as necessary via electronic or paper format.

2.1.1.7 Any reports/results submitted via electronic media by the selected firm pertaining to the preceding Section 2.1.1.6 herein must be accompanied by signatures appropriate and/or required for the results. Appropriate and required signatures will be determined by the Agency.

2.1.1.8 Provide guidance on survey design, data analysis, and feedback to help improve overall tenant experience.

2.1.1.9 Provide all correspondence either written or otherwise on behalf of the Agency for survey conduction.

2.1.1.10 Provide support to handle communication between the Agency, and tenants in relation to the survey and/or results.

2.1.2 General Requirements.

2.1.2.1 Required Equipment, Hardware, and Software. The selected firm shall be responsible for providing the following items and all other ancillary equipment necessary to provide for the specified services and reports:

2.1.2.1.1 Mobile computing devices with internet connectivity and digital photography capabilities.

2.1.2.1.2 Any transportation necessary for the contractor to provide the services.

2.1.2.1.3 Any other equipment required by the contractor to conduct the survey and provide the reports, including, but not limited to: test equipment; cell phones; office supplies; etc.

2.1.2.2 Media. The contractor must be capable of providing all reports and accompanying documentation (pictures, signatures, etc.) required by the Agency in the following formats:

2.1.2.2.1 Secure searchable, sortable, and printable results, selected firm website;

2.1.2.2.2 Secure internet connection between Agency and selected firm;

2.1.2.2.3 E-mail;

2.1.2.2.4 Mobile Data storage drives such as flash drives.

2.1.2.3 Delivery. The Selected Firm shall download/provide the survey reports/results within one month of survey completion and deliver via internet connection to the Agency.

2.1.2.4 Contractor's On-site Personnel. The contractor shall perform criminal history checks and drug screening tests on all contractor personnel that perform work (either on-site or off-site) for the Agency, and, if the Agency so requests, the contractor shall provide the Agency such results. Such persons whose criminal history check discloses a misdemeanor or felony involving moral turpitude or harm to persons or property or any sexual offenses will not be employed to perform work under the ensuing contract. Such tests and screening shall be performed at the sole expense of the contractor. Agency reserves the right to request the removal of any contractor personnel from performing services for the Agency.

2.1.2.5 Contractor's Staff Identification. The contractor's staff shall, at all times, wear identification clothing and contractor ID when conducting on-site services for the Agency.

2.1 Pertaining to Employee Satisfaction Survey.

2.1.2 Types of Services/Duties. The selected firm shall perform all the duties and responsibilities normally associated with the Survey function (including scheduling, notification, quality control, and reporting). The Agency may require of the successful proposer at any time during the ensuing contract period any one or more of the individual services utilizing tasks listed below:

2.1.2.3 Employee working conditions

2.1.2.4 Agency Collaboration, communication and company leadership

2.1.2.5 Company Culture

2.1.2.6 Employee Retention

2.1.2.7 Actionable data for Agency use to make any modifications quickly

2.1.2.8 Customizable survey that best suites the Agency’s needs

2.2 Previous/Current Contractor(s). The Agency’s has not used or identified a Contractor for these services.

3.0

PROPOSAL FORMAT.

3.1 Tabbed Proposal Submittal. The Agency intends to retain the successful proposer pursuant to a “Best Value” basis, not a “Low Proposal” basis (“Best Value,” in that the Agency will, as detailed within the following Section 4.0, consider factors other than just cost in making the award decision). Therefore, so that the Agency can properly evaluate the offers received, all proposals submitted in response to this RFP must be formatted in accordance with the sequence noted following. Each category must be separated by numbered index dividers (which number extends so that each tab can be located without opening the proposal) and labeled with the corresponding tab reference also noted below. None of the proposed services may conflict with any requirement the Agency has published herein or has issued by addendum.

[Table No. 3]

(1)

RFP Section (2)

Tab No.

(3)

Description

3.1.4.1

As detailed within Section 4.1, Evaluation Factor No. 1, herein, the PROPOSED COSTS submitted by the proposer.

3.1.4.2

As detailed within Section 4.1, Evaluation Factor No. 2, herein, the proposer’s DEMONSTRATED UNDERSTANDING of the AGENCY’S REQUIREMENTS.

3.1.4.3

As detailed within Section 4.1, Evaluation Factor No. 3, herein, the QUALITY of the TECHNICAL APPROACH and the SERVICES PROPOSED.

3.1.4.4

As detailed within Section 4.1, Evaluation Factor No. 4, herein, the proposer’s TECHNICAL CAPABILITIES (in terms of personnel) and the MANAGEMENT PLAN (including the ability to provide the services detailed herein in a timely manner).

3.1.4.5

As detailed within Section 4.1, Evaluation Factor No. 5, herein, the proposer’s DEMONSTRATED RELEVANT EXPERIENCE in performing similar work and the proposer’s DEMONSTRATED SUCCESSFUL PAST PERFORMANCE (including meeting costs, schedules, and performance requirements) of contract work substantially similar to that required by this solicitation as verified by reference checks or other means. (NOTE: The Agency will place particular emphasis on the proposer’s above described EXPERIENCE and PAST PERFORMANCE with Public Housing and HUD-related work).

3.1.4.6

As detailed within Section 4.1, Evaluation Factor No. 6, herein, the OVERALL QUALITY, ORGANIZATION, and PROFESSIONAL APPEARANCE of the PROPOSAL SUBMITTED, based upon the opinion of the evaluators.

3.1.4.7

If appropriate, how staff are retained, screened, trained, and monitored.

3.1.4.8

The proposed quality assurance program.

3.1.4.9

An explanation and copies of forms that will be used and reports that will be submitted and the method of such reports (i.e., written; fax; Internet; etc.).

3.1.4.10

A complete description of the products and services that the firm provides.

3.1.6.1

The client’s name;

3.1.6.2

The client’s contact name;

3.1.6.3

The client’s telephone number and email address;

3.1.6.4

A brief narrative description and scope of the service(s) and the dates the services were provided, including a brief narrative description of those specific services including scope; size; cost; principal elements and special features.

3.2 Entry of Proposed Fees.

3.2.1 The proposed fees shall be submitted by the proposer and received by the Agency, where provided for within BidNet Direct only. Do not submit, enter, or refer to any fees or costs within the 9-tab “hard copy” proposal submittal detailed within the preceding Section 3.0 herein—any proposer that does so may, at the Agency’s discretion, be rejected without further consideration. Please be aware that there is not a charge by Bidnet Direct to the proposers for entering any of these costs on-line.

3.2.2 Unless otherwise stated, the proposed fees are all-inclusive of all related costs that the successful proposer will incur to provide the noted services, including, but not limited to: employee wages and benefits; clerical support; overhead; profit; licensing; insurance; materials; supplies; tools; equipment; long distance telephone calls; document copying not specifically otherwise agreed to by the Agency; etc.

[Table No. 4] (1)

RFP

Section (2)

Pricing Item No.

(3)

Qty (4)

U/M (5)

Description

Each

Each

3.3 Additional Information Pertaining to the Pricing Items.

3.3.1 Quantities. All quantities entered by the Agency herein and within the corresponding Pricing Items listed on BidNet Direct are for calculating purposes only. As may be further detailed herein, the Agency does not guarantee any minimum or maximum amount of work as a result of any award ensuing from this RFP, as the Agency anticipates that the ensuing contract will be a Requirements Contract, in that the Agency shall retain one Contractor only and shall retain the right to order from that Contractor (successful proposer) any quantity of services the Agency requires. Please note the immediate following exception to the aforementioned “Requirements Contract” language.

3.3.1.1 Exception to 3.3.1. The Agency retains the right to, at any time during the ensuing contract period(s), complete award to more than one contractor if the Agency determines that such is in its best interests. If such occurs, the ensuing contract(s) awards shall become an Indefinite Quantities Contract (IQC), and the following clause shall apply:

3.3.1.1.1 Guaranteed Contract Minimum Amount and Not-to-exceed Maximum Amount. As may be further detailed herein, most specifically within the preceding Section 3.3.1.1, if the ensuing contract becomes an Indefinite Quantities Contract (IQC), which, pursuant to HUD regulation, requires the Agency to award to each responsive and responsible contractor a Guaranteed Contract Minimum Amount (GCMA) and a Not-to-exceed Maximum Contract Amount (NMCA) of work, those required minimum and maximum contract levels are: (a) GCMA: $2,000; (b) NMCA: $200,000 (each shall be annual amounts).

3.3.2 IMPORTANT NOTICE!!! Entry of Costs. Proposers must submit, where provided within Bidnet Direct, a cost for each and every Pricing Item detailed within the preceding Table No. 4 herein. BidNet Direct will automatically perform all required extended calculations. Any proposer that chooses to not enter a realistic cost for any or all the Pricing Items may be automatically deemed nonresponsive and his/her proposal will, in such case, NOT be considered. Accordingly, be sure to enter a proposed cost for each and every one of the Pricing Items listed to within the preceding Table No. 4 herein!

3.3.2.1 Realistic Cost for Pricing Items. Each proposer is strongly encouraged to enter where provided within BidNet Direct a realistic hourly cost for the Pricing Item. For instance, if the Contractor enters $1.00 per hour for the hourly Pricing Item (proposers typically do so in an effort to improve their position in regards to Evaluation Factor No. 1, as detailed within Table No. 4 herein), then the $1.00 per hour is what the Contractor will charge the Agency for any additional work that the Agency may retain the Contractor to provide if the Agency deems such retention is in the Agency's best interests to do so. Accordingly, it is the Agency's opinion that it is very much in the best interests of the proposer to propose a realistic hourly fee for this Pricing Item. If, despite this warning, the Contractor proposes an hourly fee that the Agency deems is not realistic, then the Agency reserves the right to require the Contractor to, at contract execution, present a cash bond in a suitable amount (i.e., $5,000.00) to ensure that the Contractor will fulfill his/her obligation in this matter.

3.3.2.2 Review the Entry of Proposed Fees. The Agency strongly recommends that each proposer, after entry of these proposed fees within BidNet Direct, print the receipt provided and review the entry to ensure that the proposer has entered the proposed fees correctly and as the proposer intended to meet the requirements herein (BidNet Direct will allow the proposer to immediately re-enter BidNet Direct at any time prior to the posted deadline to correct any such entry). The proposer will NOT be able to correct this entry after the posted deadline has expired, which means that the Agency will utilize such entry, correct or incorrect, to assign the points pertaining to Evaluation Factor No. 1 listed within the following Table No. 6 herein.

3.3.2.3 Determination of the Calculated Costs. After a proposer has entered where provided for within BidNet Direct his/her proposed unit costs for the Pricing Items, BidNet Direct will automatically multiply the proposed unit costs by the listed quantities. The total sum of all the Pricing Line Items shall be the Total Calculated Cost that the Agency will utilize to determine the points awarded for Evaluation Factor No. 1 detailed within the following Table No. 6 herein.

3.3.2.4 No Negotiation of Proposed Fees after the Submittal Deadline. The Agency WILL NOT, after the submittal deadline, negotiate an increase to any unit costs or fees proposed prior to the submittal deadline; accordingly, proposers are strongly cautioned to submit a realistic price for the Pricing Item identified within the preceding Table 4 herein.

3.3.2.5 No Deposit/No Retainer. The Agency will NOT pay any deposits or retainer fees as a result of award of the ensuing contract (such is not allowed per relevant HUD regulation). This means that the Agency will pay the successful proposer(s) for actual services provided only. Pertaining to services provided relating to the hourly Pricing Items, the Contractor will be required to submit a full back-up detail of all hours worked, listed by no more than the “15-minute” standard.

3.3.2.6 Assumption. Pertaining to the Pricing Items, it shall be the Agency’s assumption that, pertaining to the services listed, each proposer has, within the preceding Tables No. 4 and No. 4a herein:

3.3.2.6.1 Based his/her proposed pricing for Pricing Items No. 1-5 upon the proposed rates submitted by the proposer for Pricing Item No. 6; and,

3.3.2.6.2 Based his/her proposed pricing for Pricing Items No. 7-11 upon the proposed rates submitted by the proposer for Pricing Item No. 12; and,

3.3.2.6.3 Based his/her proposed pricing for Pricing Items No. 13 upon the proposed rates submitted by the proposer for Pricing Item No. 14; and,

3.3.2.6.4 Based his/her proposed pricing for Pricing Item No. 15 upon the proposed rates submitted by the proposer for Pricing Item No. 16; and,

3.3.2.6.5 By submitting a proposal in response to this RFP, the proposer (including the successful proposer) automatically agrees that such is accurate. Accordingly, the Agency may use such assumption, if necessary, to do any lump-sum proposal breakdown calculation that may be needed after the proposal deadline, including during the ensuing contract period(s).

3.3.3 Potential Escalation of Rates. At the discretion of the CO, at the end of the second one-year contract period (and at the end of any ensuing extended contract period), there may be an escalation of rates allowed for the 3rd, 4th and 5th contract year periods in the same amount of any escalation that occurs pertaining to the corresponding or most similar State of Montana Prevailing Wage Rates ("most similar," as determined by and at the sole discretion of the Agency). For example, if, at the end of the 2nd contract period the listed prevailing wage rates increase 5% as compared with the listed rates on the date of contract execution, then the Contractor will, at the CO’s discretion, be entitled to a 5% increase in the rates that he/she submitted in response to this RFP. Similarly, for ensuing years, the end-date of the previous contract period shall be the base-line date to determine the previous listed rate.

3.3.3.1 Notification Must Be Received From the Contractor. The Contractor must notify the CO, in writing, of such desired escalation at least 60 days prior to the end of the noted contract period(s). Such escalations may occur no more than once in any 12-month period without the express written consent of the CO.

3.3.3.2 Right to Reject. As stated within the preceding Section 3.3.3 herein, the Agency reserves the right to reject any such request for an increase in fees if the Agency feels doing so is in its best interests. Similarly, the Contractor has the right to terminate services if the Agency rejects the request for an increase. This will occur in the following manner (procedure):

3.3.3.2.1 Step No. 1. The Contractor submits his/her written request for an increase, accompanied by the required documentation, to the Agency CO within the required 60-day period (please see the preceding Section 3.3.3.1 herein);

3.3.3.2.2 Step No. 2. The Agency considers the requested increase and, within 10 days of receipt of such, issues a written response to the Contractor as to if the request is approved or rejected;

3.3.3.2.3 Step No. 3. If rejected and the Contractor wishes to, as a result, cease providing the services to the Agency, the Contractor has 10 days from the receipt of the written notice of rejection to deliver to the Agency CO a written notice that he/she is hereby invoking his/her right to discontinue the services within 120 days of the date this notice was delivered to the Agency (the specific date 120-days hence shall be written within the notice);

3.3.3.2.4 Step No. 4. The Agency will then endeavor to ensure that the Agency makes other arrangements to replace the Contractor (i.e., contract with another firm; do the services in-house; etc.) as the Contractor for the applicable services; further, if such other arrangements are completed by the Agency prior to the aforementioned 120-day date, the Agency shall retain the right to deliver to the Contractor, a 10-day written notice to cease services (meaning, the 120-day period is a maximum additional contract period that the Agency may, at its discretion, shorten with such written notice).

3.3.4 Overtime. Pursuant to the Contract Work Hours and Safety Standards Act, overtime shall not be less than time and one-half for hours worked in excess of 40 hours per week. The Agency shall consider regular-time to be Monday-Friday (excluding holidays), 8:00am – 5:00pm. Accordingly, the Agency will pay a rate of 1.5 of the listed hourly rates for any work the Agency requires the Contractor to perform specifically during non-regular-time hours (the Agency shall NOT be responsible to pay the Contractor for any work that the Contractor CHOOSES to work during non-regular-time hours, only such hours that the Agency gives prior approval for).

3.3.4.1 The Agency shall NOT be responsible to pay the Contractor for any work that the Contractor CHOOSES to work during non-regular-time hours; meaning, if the necessity for the work “after hours” is due to the Contractor’s lack of staffing or if such work is to support any of the work the Agency expects that such work will be provided during normal work hours. The exception to this shall be if a “non-normal” action by the Agency or an “Act of God” causes the Contractor to work “after hours” to solve the problem, then aforementioned over-time rule shall apply. All such overtime work must be pre-approved in writing by the Agency.

3.3.5 Prior Agency Approval Required. Please note that the successful proposer shall NOT conduct any additional work without the prior written authorization of the Agency representative (via delivery of a Task Order, which may take the form of an email). Failure to abide by this directive shall release the Agency of any obligation to pay the successful proposer for any work conducted without the noted prior written authorization.

3.4 Proposal Submission. All pricing must be entered where provided within BidNet Direct and all “hard-copy” proposals must be submitted and time-stamped received in the designated Agency office by no later than the submittal deadline stated herein (or within any ensuing addendum). A total of 1 original signature copy (marked “ORIGINAL”) and 2 exact copies (each of the 3 separate proposal submittals shall have a cover and extending tabs) of the “hard copy” proposal submittal, shall be placed unfolded in a sealed package and addressed to:

HomeFront Attention: Jessica Moorhead, Director of Operations/Procurement 2415 First Avenue North, Billings, MT 59101 3.4.1 Labeling Proposal Package. The package exterior must clearly denote the above noted RFP number and must have the proposer’s name and return address.

3.4.2 Submission Conditions. DO NOT FOLD OR MAKE ANY ADDITIONAL MARKS, NOTATIONS, OR REQUIREMENTS ON THE DOCUMENTS TO BE SUBMITTED! Proposers are not allowed to change any requirements or forms contained herein, either by making or entering onto these documents or the documents submitted any revisions or additions; and if any such additional marks, notations or requirements are entered on any of the documents that are submitted to the Agency by the proposer, such may invalidate that proposal. If, after accepting such a proposal, the Agency decides that any such entry has not changed the intent of the proposal that the Agency intended to receive, the Agency may accept the proposal and the proposal shall be considered by the Agency as if those additional marks, notations, or requirements were not entered on such. By accessing BidNet Direct, registering, and downloading these documents, each prospective proposer that does so is thereby agreeing to confirm all notices that the Agency delivers to him/her as instructed, and by submitting a proposal, the proposer is thereby agreeing to abide by all terms and conditions published herein and by addendum pertaining to this RFP.

3.4.3 Submission Responsibilities. It shall be the responsibility of each proposer to be aware of and to abide by all dates, times, conditions, requirements, and specifications set forth within all applicable documents issued by the Agency, including the RFP document, the documents listed within the following Section 3.8 herein, and any addenda and required attachments submitted by the proposer. By virtue of completing, signing, and submitting the completed documents, the proposer is stating his/her agreement to comply with all conditions and requirements set forth within those documents. Written notice from the proposer not authorized in writing by the CO to exclude any of the Agency requirements contained within the documents may cause that proposer to not be considered for award.

3.5 Proposer’s Responsibilities — Contact with the Agency. It is the responsibility of the proposer to address all communication and correspondence pertaining to this RFP process to the CO only. Proposers must not make inquiry or communicate with any other Agency staff member or official (including members of the Board of Commissioners) pertaining to this RFP. Failure to abide by this requirement may be cause for the Agency to not consider a proposal submittal received from any proposer who may not have abided by this directive.

3.5.1 Addenda. All questions and requests for information must be addressed in writing to the CO. The CO will respond to all such inquiries in writing by addendum to all prospective proposers (i.e. firms or individuals that have obtained the RFP Documents). During the RFP solicitation process, the CO will NOT conduct any ex parte (a substantive conversation—”substantive” meaning, when decisions pertaining to the RFP are made—between the Agency and a prospective proposer when other prospective proposers are not present) conversations that may give one prospective proposer an advantage over other prospective proposers. This does not mean that prospective proposers may not call the CO—it simply means that, other than making replies to direct the prospective proposer where his/her answer has already been issued within the solicitation documents, the CO may not respond to the prospective proposer’s inquiries but will direct him/her to submit such inquiry in writing so that the CO may more fairly respond to all prospective proposers in writing by addendum.

3.6 Proposer’s Responsibilities — Equal Employment Opportunity and Supplier Diversity. Both the Contractor and the Agency have, pursuant to HUD regulation, certain responsibilities pertaining to the hiring and retention of personnel and subcontractors.

3.6.1 Within 2 CFR §200.321 it states:

3.6.1.1 Contracting with small and minority businesses, women's business enterprises, and labor surplus area firms.

3.6.1.2

(a) The Non-Federal entity must take all necessary affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus area firms are used when possible.

3.6.1.3

(2) Affirmative steps must include:

3.6.1.3.1

(1) Placing qualified small and minority businesses and women's business enterprises on solicitation lists;

3.6.1.3.2

(2) Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources;

3.6.1.3.3

(3) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority business, and women's business enterprises;

3.6.1.3.4

(4) Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority business, and women's business enterprises;

3.6.1.3.5

(5) Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and, 3.6.1.3.6

(6) Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (1) through (5) of this section.

3.6.2 Within HUD Procurement Handbook 7460.8 REV 2 it states:

3.6.2.1 Section 15.5.A, Required Efforts. Consistent with Presidential Orders 11625, 12138, and 12432, the [Agency] shall make every effort to ensure that small businesses, MBEs, WBEs, and labor surplus area businesses participate in [Agency] contracting.

3.6.2.2 Section 15.5.B, Goals. [The Agency] is encouraged to establish goals by which they can measure the effectiveness of their efforts in implementing programs in support of . . . contracting with disadvantaged firms. It is important to ensure that the means used to establish these goals do not have the effect of limiting competition and should not be used as mandatory set-aside or quota, except as may otherwise be expressly authorized in regulation or statute. Some localities have adopted minority contracting set-aside policies or geographic limitations, which may be in conflict with Federal requirements for full and open competition.

3.6.3 Within our Agency Procurement Policy it states that our Agency will:

3.6.3.1 Assistance to Small and Other Business, Required Efforts:

3.6.3.1.1 Including such firms, when qualified, on solicitation mailing lists;

3.6.3.1.2 Encouraging their participation through direct solicitation of proposals or proposals whenever they are potential sources;

3.6.3.1.3 Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by such firms;

3.6.3.1.4 Establishing delivery schedules, where the requirement permits, which encourage participation by such firms;

3.6.3.1.5 Using the services and assistance of the Small Business Administration, and the Minority Business Development Agency of the Department of Commerce;

3.6.3.1.6 Requiring prime contractors, when subcontracting is anticipated, to take the positive steps listed above.

3.7 Pre-proposal Conference. There is not a Pre-Proposal Conference scheduled as a part of this RFP.

3.8 Recap of Attachments. It is the responsibility of each proposer to verify that he/she has downloaded the following attachments pertaining to this RFP, which are hereby by reference included as a part of this RFP:

[Table No. 5]

(1)

RFP Section

Attachment (4)

Attachment Description

This RFP Document

4.0 PROPOSAL EVALUATION.

4.1 Evaluation Factors. The following factors will be utilized by the Agencyto evaluate each proposal submittal received; award of points for each listed factor will be based upon the documentation that the proposer submits within his/her proposal submittal and on-line (specifically, the pricing submitted on-line):

[Table No. 6] (1)

No.

(2)

Max Point Value (3)

Factor Type (4)

Factor Description

(Technical) The proposer’s DEMONSTRATED UNDERSTANDING of the AGENCY’S REQUIREMENT.

(Technical) The QUALITY of the DEMONSTRATED TECHNICAL APPROACH and the SERVICES PROPOSED.

(Technical) The proposer’s TECHNICAL CAPABILITIES (in terms of personnel) and the MANAGEMENT PLAN (including the ability to provide the services detailed herein in a timely manner).

(Technical) The proposer’s DEMONSTRATED RELEVANT EXPERIENCE in performing similar work and the proposer’s DEMONSTRATED SUCCESSFUL PAST PERFORMANCE (including meeting costs, schedules, and performance requirements) of contract work substantially similar to that required by this solicitation as verified by reference checks or other means. (NOTE: The Agency will place particular emphasis on the proposer’s above-described EXPERIENCE and PAST PERFORMANCE with Public Housing- and HUD-related work).

(Technical) The OVERALL QUALITY, ORGANIZATION, and PROFESSIONAL APPEARANCE of the PROPOSAL SUBMITTED, based upon the opinion of the evaluators.

100 points

Total Points (other than preference points)

*NOTE: Points will be awarded for each Subjective Factor by each of the appointed evaluation committee members based on his/her opinion after a thorough review of the information submitted by each proposer within his/her proposal.

4.2 Evaluation Method/Plan. The eventual award will occur based on the following detailed brief procedures.

4.2.1 Initial Evaluation for Responsiveness. Each proposal received will first be evaluated for responsiveness (i.e. meets the minimum of the requirements).

4.2.2 Evaluation Packet. An evaluation packet will be prepared for each evaluator, including the following documents:

4.2.2.1 Instructions to Evaluators;

4.2.2.2 Proposal Tabulation Form;

4.2.2.3 Written Narrative Form for each proposer;

4.2.2.4 Recap of each proposer’s responsiveness;

4.2.2.5 Copy of all pertinent RFP documents.

4.2.3 Evaluation Committee. The Agency anticipates that it will select a minimum of a three-person committee to evaluate each of the responsive “hard copy” proposals submitted in response to this RFP. PLEASE NOTE: No proposer shall be informed at any time during or after the RFP process as to the identity of any evaluation committee member. If, by chance, a proposer does become aware of the identity of such person(s), he/she SHALL NOT make any attempt to contact or discuss with such person anything related to this RFP. As detailed within Section 3.5 of this document, the designated CO is the only person at the Agency that the proposers shall contact pertaining to this RFP. Failure to abide by this requirement may (and most likely will) cause such proposer(s) to be eliminated from consideration for award.

4.2.4 Evaluation. The appointed evaluation committee, independent of the CO or any other person at the Agency, shall evaluate the responsive proposals submitted and award points pertaining to Evaluation Factors No. 1 through 5 (the “Subjective” Factors). Upon final completion of the proposal evaluation process, the evaluation committee will forward the completed evaluations to the CO.

4.2.4.1 Points Awarded Range. Pertaining to the Subjective Factors, please note the following range of points awarded (points pertaining to this RFP are shaded—please also see the Evaluation Factors detailed within the preceding Section 4.1):

[Table No. 7] Points Awarded Range

*Pursuant to Section 7.2.N.3 of HUD Procurement Handbook 7460.8 REV 2.

**Total available points to be awarded, including cost points, minus preference points.

4.2.5 Potential "Competitive Range" or “Best and Finals” Negotiations. The Agency reserves the right to, as detailed within Section 7.2.N through Section 7.2.R of HUD Procurement Handbook 7460.8 REV 2, conduct a “Best and Finals” Negotiation, which may include oral interviews, with all individual/firms deemed to be in the competitive range. Any individual/firm deemed not to be in the competitive range shall be notified of such in writing by the Agency in as timely a manner as possible, but in any case within no longer than 10 days after the beginning of such negotiations with the individual/firms deemed to be in the competitive range.

4.2.6 Determination of Top-ranked Proposer. Typically, the subjective points awarded by the evaluation committee will be combined with the objective points awarded by the CO to determine the final rankings, which is typically forwarded by the CO to the CEO/ED for approval. If the evaluation was performed to the satisfaction of the CEO/ED, the final rankings may be forwarded to the Housing Authority Board of Commissioners (BOC) at a scheduled meeting for approval. Contract negotiations may, at the Agency’s option, be conducted prior to or after the BOC approval.

4.2.6.1 Minimum Evaluation Results. To be considered to receive an award a proposer must receive a total calculated average of at least 70 points (of the 115 total possible points detailed within Section 4.1 herein).

4.2.6.2 Ties. In the case of a tie in points awarded, the award shall be decided as detailed within Section 6.12.C of HUD Procurement Handbook 7460.8 REV 2, by “drawing lots or other random means of selection.”

4.2.7 Notice of Results of Evaluation. If an award is completed, all proposers will receive by e-mail a Notice of Results of Evaluation. Such notice shall inform all proposers of:

4.2.7.1 Which proposer received the award;

4.2.7.2 Where each proposer placed in the process as a result of the evaluation of the proposals received;

4.2.7.3 The cost or financial offers received from each proposer;

4.2.7.4 Each proposer’s right to a debriefing and to protest.

4.2.8 Restrictions. All persons having familial (including in-laws) and/or employment relationships (past or current) with principals and/or employees of a proposer entity will be excluded from participation on the Agency evaluation committee. Similarly, all persons having ownership interest in and/or contract with a proposer entity will be excluded from participation on the Agency evaluation committee.

5.0

CONTRACT AWARD.

5.1 Contract Award Procedure. If a contract is awarded pursuant to this RFP, the following detailed procedures will be followed:

5.1.1 By completing, executing and submitting a proposal, the “proposer is thereby agreeing to abide by all terms and conditions pertaining to this RFP as issued by the Agency, either in hard copy or on BidNet Direct,” including the contract clauses already attached as Attachments G and G-1 through G-3, each attached hereto. Accordingly, the Agency has no responsibility to conduct after the submittal deadline any negotiations pertaining to the contract clauses already published.

5.2 Contract Conditions. The following provisions are considered mandatory conditions of any contract award made by the Agency pursuant to this RFP:

5.2.1 Contract Form. The Agency will not execute a contract on the Contractor’s form—contracts will only be executed on the Agency form (please see Sample Contract, Attachments G and G-1 through G-3 each attached hereto), and by submitting a proposal the Contractor agrees to do so (please note that the Agency reserves the right to amend this form as the Agency deems necessary). However, the Agency will during the RFP process (prior to the posted question deadline) consider any contract clauses that the proposer wishes to include therein and submits in writing a request for the Agency to do so; but the failure of the Agency to include such clauses does not give the Contractor the right to refuse to execute the Agency’s contract form. It is the responsibility of each prospective proposer to notify the Agency, in writing, prior to submitting a proposal, of any contract clause that he/she is not willing to include in the final executed contract and abide by.