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

26-551HDA-ASSET-B-50525

SCOPE OF WORK

A.1. OVERVIEW AND PURPOSE

The Illinois Housing Development Authority (“Authority” or “IHDA”) is requesting proposals from qualified Vendors to perform physical site inspection services for multifamily affordable housing developments within IHDA’s portfolio. The inspections are intended to ensure compliance with Internal Revenue Code §42, Regulatory Agreements, and program-specific regulations using HUD’s National Standards for the Physical Inspection of Real Estate (NSPIRE) or Uniform Physical Conditions Standards (UPCS). Inspections may also include follow-up or recurring activities as conditions warrant. Related services will support IHDA staff's current efforts to prevent or eliminate backlogs.

1. Scheduling and Notifications.

· Contact the owner agent to schedule an inspection at least fourteen (14) business days in advance and issue an official inspection notification letter. IHDA will provide contact information.

· Ensure inspections are completed on the date specified in the inspection scheduling letters.

· Respond to participants and owners regarding inspection scheduling concerns within two (2) business days.

2. Conduct Comprehensive Physical Inspections of Existing Multifamily Affordable Housing Developments.

· Inspect a representative sample of dwelling units, building interiors, and site exteriors in accordance with NSPIRE, UPCS standards, and/or applicable state or local codes and regulations specified by IHDA or related program requirements.

· These inspections may also include reviews of accessibility codes related to project funding.

· An overall assessment of the physical condition of the development is also necessary.

· The estimated workload involves 1,100 developments with approximately 12,000 units each year.

· All inspections must be completed by November 30th of each year of the contract.

3. Conduct Re-inspections of Units Previously Inspected to Verify if Violations or Deficiencies Have Been Adequately Corrected.

· The estimated workload includes 110 developments, totaling approximately 1,200 units each year.

· Assigned inspections must be finished by November 30th of every contract year.

4. Conduct Extended Use Period Inspections.

· Inspections of specific Low-Income Housing Tax Credit (LIHTC) projects that have completed the initial 15-year Compliance Period, as identified by IHDA, for overall condition.

· The estimated workload includes 30 developments annually.

5. Qualified Contract Inspections.

· A Qualified Contract is a provision in the IRS Section 42 - Low-Income Housing Tax Credit (LIHTC) program that allows Owners to exit the program after 15 years of compliance.

· Inspections are initiated when a Qualified Contract is filed with IHDA, typically covering 100% of the relevant affordable units.

· This includes a follow-up (second) inspection to confirm that identified non-compliance issues have been resolved.

· The estimated workload involves three (3) developments with approximately 40 units annually.

6. Resident Concern Inspections.

· Inspections may be required after a resident concern is filed and deemed justified based on specific circumstances.

· The scope of such an inspection will typically be limited to certain items within a unit, depending on the nature of the residents’ concern.

· The estimated workload involves 20 resident concern inspections per year.

7. Other Inspections as Determined by IHDA

8. Software

· All inspections will be conducted on tablets provided by the vendor, using IHDA’s inspection software, InspectCheck.

· InspectCheck licenses will be provided by IHDA.

9. Reporting

· Before leaving the site, if applicable immediately provide the owner agent with a Critical Violation report that identifies all life-threatening or severe issues requiring 24-hour correction for NSPIRE, and a 72-hour cure period for UPCS.

· Within three (3) business days after completing an inspection, submit a fully completed inspection report to IHDA via ShareFile, IHDA’s secure, confidential document delivery server. The report must include the inspected address, all examined areas, identified issues, and the allowable correction periods per NSPIRE and/or UPCS regulations. The report must also include a general property description and photographs.

· Document inspection results in IHDA’s system of record, Document Management System (DMS), and IHDA’s inspection software program, InspectCheck, within two (2) business days of completing the inspection.

· Email inspection reports to the owner agent within two (2) business days of receiving approval by IHDA and follow up on any necessary corrections.

10. Conduct Work Order Reviews.

· If an inspection identifies deficiencies, the contractor will request that the owner submit work orders confirming that the deficiencies have been addressed. All work orders must be submitted to IHDA via ShareFile, IHDA’s secure, confidential document delivery server. See Exhibit 7: Sample Inspection Results Letter

· The contractor must review all work orders to ensure that the deficiencies have been addressed within ten (10) business days of receipt from the owner.

· The estimated workload includes reviewing seventeen (17) work orders for every inspection conducted.

11. Retention and Archiving

· State always retains ownership of data.

12. Contractor Attire and Professional Appearance Requirements The Contractor shall ensure that all personnel performing inspections under this contract present a professional appearance consistent with IHDA’s expectations for representatives acting on its behalf. At a minimum, the Contractor shall:

· Wear Professional Attire - All inspectors must wear professional attire appropriate for inspections. Please see Exhibit 6: Employee Appearance Guidelines for further clarification.

· Wear IHDA-Approved Branded Clothing

· A company-branded polo shirt, or jacket identifying the Contractor’s organization.

· The company logo must be displayed on the outermost layer of clothing and remain visible throughout the inspection Clothing must be clean, neat, and clearly display the organization’s logo to ensure proper identification by residents and property management staff

· Cost of Attire - All expenses related to acquiring, maintaining, and replacing necessary attire shall be paid by the Contractor and must be included in the Offeror’s proposed price.

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT

The desired outcomes of this engagement are to ensure that IHDA’s multifamily housing portfolio is maintained in a decent, safe, and sanitary condition while meeting all federal, state, and program-specific physical standards. Through this procurement, IHDA seeks to achieve the following:

1. Regulatory Compliance

· Ensure full compliance with HUD’s National Standards for the Physical Inspection of Real Estate (NSPIRE), and/or Uniform Physical Conditions Standards (UPCS).

· Confirm that IHDA-financed developments meet physical condition standards required by funding sources, loans, grants, and tax credit agreements.

· Adapt to any regulatory changes at the federal and/or state level that impact compliance requirements.

2. Comprehensive Portfolio Coverage

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

· Ensure that inspection frequencies and sample selections meet regulatory requirements and IHDA’s internal risk-based protocols.

3. Accurate Reporting

· Deliver consistent, well-documented inspection reports identifying deficiencies, risk areas, and corrective actions.

· Support IHDA’s internal tracking by submitting timely, accurate data into IHDA systems to facilitate portfolio-wide risk assessment and compliance monitoring.

4. Operational Efficiency

· Increase IHDA’s in-house inspection capacity to eliminate or prevent inspection backlogs. The capacity goals are shown in B.2. Volumes and Quantities.

· Enable efficient scheduling, communication, and completion of inspections within established timelines.

5. Risk Identification and Mitigation

· Identify potential physical, environmental, or habitability risks that could impact residents, owners, or IHDA’s financial position.

· Provide IHDA with early warnings and recommendations for corrective actions and capital planning.

6. Quality Assurance and Continuous Improvement

· Maintain a high level of quality control in all inspections and documentation.

· Collaborate with IHDA to improve inspection protocols, forms, and reporting templates based on lessons learned and evolving federal guidance.

A.3. SCHEDULE

Below is a general timeline outlining the process steps with estimated dates for each step of the procurement process. All dates listed below are subject to change at the sole discretion of IHDA.

A.4. TERM

A.4.1. TERM OF THIS CONTRACT: The contract resulting from this procurement will have an initial term commencing upon the last dated signature of the Parties and for a two (2) year 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.4.2. 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.4.2.1. Pricing for the renewal term(s), or the formula for determining price, is in the Pricing section of this solicitation.

A.4.2.2. 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 110,254 units across 1,971 properties and is expanding throughout the State of Illinois. 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) or the Uniform Physical Condition Standards (UPCS) inspection protocol. 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

B.2. VOLUMES & QUANTITIES

B.3. AREAS OF CONCERN/CHALLENGES

1. High Volume and Geographic Dispersion

· IHDA oversees more than 1,800 properties and 100,000+ units statewide.

· The portfolio includes both urban and rural locations, scattered sites, senior and family housing, and supportive housing developments, which require flexible scheduling and logistics.

2. Evolving Federal Standards

· HUD’s transition from the Uniform Physical Conditions Standards (UPCS) to the National Standards for the Physical Inspection of Real Estate (NSPIRE) introduces new scoring, inspection, and reporting methodologies.

· IHDA’s portfolio includes properties subject to both standards during the transition period, requiring the vendor to maintain fluency in both NSPIRE and UPCS protocols.

3. Scheduling Coordination

· Inspections require coordination with property owners, management agents, and residents.

· Scheduling delays or limited site access may impact the timely completion of inspections. Vendors must demonstrate flexibility and proactive communication in these areas.

4. Limited Internal Staffing Capacity

· IHDA’s internal inspection staff are responsible for ongoing compliance monitoring, but workload fluctuations and statewide coverage create backlogs.

5. Data Management and Reporting Integration

· Vendors will be required to input inspection data into IHDA’s systems, DMS and InspectCheck, ensuring accuracy, completeness, and timeliness.

· Current systems are being enhanced, so vendors must be adaptable to evolving data entry or submission formats.

6. Consistency and Quality Assurance

· IHDA seeks to strengthen consistency in inspection outcomes and documentation across multiple inspectors and programs.

· Vendors must demonstrate strong quality control processes and staff training mechanisms to ensure reliable results.

7. Regulatory Overlap and Multiple Funding Layers

· Developments often have multiple funding sources (e.g., LIHTC, HOME, NHTF, Section 811, LTOS), each with unique inspection and reporting requirements.

· Vendors must understand and navigate these overlapping requirements to ensure that each inspection satisfies all applicable regulatory obligations.

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

· 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 4:00 P.M. CST, February 10th, 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 February 10th, 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. 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.2.2. 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.2.3. 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.2.4. If completing Vendor Disclosure, required parts may include and may not be limited to:

D.2.5. 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.2.6. 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.2., F.3., and F.5. The State evaluates the Technical Requirements without consideration of price.

D.3.1. Total Number of Points Available for Technical Requirements is: 200 D.3.2. Offeror shall complete and return Sections F.2., F.3.

D.3.3. 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. The total number of points for Commitment to Diversity is 20.

D.4.2. Offeror shall complete and return Section F.4 Commitment to Diversity

D.4.3. 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. The total number of points for Price is 44.

D.5.2. 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 200 (Technical) + 20 (Commitment to Diversity) + 44 (Price) = 264 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 whose offer best meets the specified criteria unless otherwise permitted by the Illinois Procurement Code and Illinois Administrative Code. 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.

E.8. INVOICING ADDRESS

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. 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.10.2. 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.10.3. 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.10.4. 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.

CONTRACT REQUIREMENTS

F.1.6. Before leaving the site, if applicable, the vendor must immediately provide the owner/agent with a Critical Violation report that identifies all life-threatening or severe issues requiring 24-hour correction for NSPIRE, and a 72-hour cure period for UPCS. (See Exhibit 4)

|_| Agree

By submitting an offer to this solicitation. The offeror agrees that will meet the contract requirements in Section F.1.

F.2. MANDATORY REQUIREMENTS WITH EVIDENCE

Please check “Met” to each of the mandatory requirements for the proposed solution. An Offeror that does not provide substantiating evidence for each requirement will be disqualified and the rest of the proposal will not be scored.

These Mandatory Requirements shall be included in any contract resulting from this solicitation.

Please provide substantiating evidence in your Proposed Technical Solution. Use the column on the right to indicate the section and page number where your evidence/response to each item may be found. The State will evaluate Offeror’s evidence/response to verify the mandatory requirement is met.

MANDATORY REQUIREMENTS WITH EVIDENCE

Proposal Section and Page Number

F.2.1. Experience

· Vendor must have a minimum of three (3) years of experience performing physical inspections of multifamily affordable housing developments for a governmental or quasi-governmental agency.

i. List of governmental or quasi-governmental agencies, including the length of contract and contact name/info of contract administrator

ii. Resumes of all key staff

iii. Personnel matrix listing each inspector and:

· NSPIRE or other Physical Inspection related certifications held

· Years of experience

· Number and types of inspections completed yearly

|_| Met

F.3. PROPOSED TECHNICAL SOLUTION – DESIRABLE ELEMENTS

The Authority will provide the inspection software, data entry templates, reporting formats, and compliance standards. The selected Contractor is expected to integrate seamlessly with IHDA’s established platforms and workflows while adding value through staffing, process management, quality assurance, and performance efficiency.

The proposed technical solutions should describe how the Offeror will enhance IHDA’s inspection program through disciplined execution and rigorous quality control. Use the column on the right to indicate the section and page number of your proposal where your response to each item may be found.

F.3.1. Inspection Workflow

· Please describe the proposed solution’s ability to:

· Submit completed…