QA Addendum On-Site Physical Inspection Services RFP Reissue.docx

Q&A Addendum: On-Site Physical Inspection Services RFP Reissue

1. The prior RFP included estimated volumes by inspection type, which does not appear to be replicated in the reissued RFP. We understand that the reissued RFP estimates approximately 730 developments annually, but it does not provide estimated unit counts or inspection volumes by inspection type. Can we rely on the prior RFP’s volume guidance to extrapolate estimated inspection types and unit counts based on the new total? If not, please confirm what volume assumptions we should use for pricing and staffing purposes. Comment by La Tonya James: @Myriam Weaver and @Dunni Cosey Gay, this Vendor question more than likely relates to Exhibit 2 (Inspection Procedures), which was removed from the reissued RFP. Since we can't amend the RFP at this stage, recommended response directs vendors to price/staff based on the total 730 developments annually, with no breakdown by inspection type. This keeps us consistent with the Exhibit 2 removal decision. Please advise if this approach aligns with your suggested direction. Comment by Myriam Weaver: @La Tonya James agree with response. Comment by La Tonya James: Thank you, @Myriam Weaver. @Sophia Pastore, please note our corresponding response in red font. Comment by Dunni Cosey Gay: i agree @La Tonya James Comment by La Tonya James: Thank you, @Dunni Cosey Gay!

IHDA is not able to provide estimated unit counts or inspection volumes broken out by inspection type for this reissued RFP. Vendors should not rely on the prior RFP's volume guidance, as that estimate reflected a different program structure and is no longer applicable.

For pricing and staffing purposes, vendors should base their proposals on the total estimated volume of approximately 730 developments annually, as stated in the reissued RFP. IHDA will not be issuing an addendum or amendment providing further breakdown of this figure.

2. Is it IHDA’s intent to receive a single per-unit price applicable to all inspection types within each Region and contract term? The prior RFP allowed more specific pricing by inspection type. Section F.5.1, Format of Pricing, indicates that pricing must be submitted in the Items Tab in BidBuy, which appears to allow variation only by Region and by Initial/Renewal term. Please confirm whether we may submit different pricing by inspection type, or whether one per-unit cost must apply across all inspection types for each Region and each term.

Please only submit pricing through the items tab and do not submit a separate document with a breakdown of pricing by inspection type.

3. The NIGP codes identified for BEP goal-setting are 918-31, 918-25, and 918-19. These codes appear to align more closely with construction/buildings consulting than inspection services. In the prior issuance, these codes did not produce a suitable pool of BEP-certified subcontractors capable of performing a Commercially Useful Function (CUF) for NSPIRE physical inspections. Would IHDA consider issuing a routine NIGP code revision or addendum to inspection-specific codes, including 968-47 (Inspection Services, Construction Type) and 961-45 (Inspection and Certification Services), to expand the pool of potentially qualified subcontractors? If IHDA believes the existing 918 codes remain relevant, please confirm whether those codes should be retained in addition to the inspection-specific codes.

CEI has recently decided that if a subcontractor is BEP certified and performing a commercially useful function of the contract, then they do not need to be certified in the NIGP code(s) used for the solicitation. Vendors may select a BEP certified subcontractor to help achieve the BEP goal as long as they justify in the UPlan where in the scope of services, they intend to utilize the subcontractor.

4. If the NIGP codes are not revised, will we be required to contact all BEP-certified businesses previously identified under the current 918 codes again, including firms that previously confirmed they do not perform NSPIRE inspections? Or may we rely on documented prior outreach and supplement only with newly identified vendors, if applicable?

As this is a separate solicitation, this requires new documentation of outreach. Please be sure to document all interactions with the subcontractors to ensure proper steps have been taken.

If a waiver is sought, the vendor will still need to perform and document outreach to all subcontractors under the NIGP codes selected for this solicitation.

5. Please confirm the applicable deadline for written vendor questions. Section A.3 states that vendor questions are due by 5:00 pm CST on 7/17/2026, while Section C.6 states that questions must be submitted by 5:00 pm CST on July 13, 2026. Will IHDA accept written questions through 5:00 pm CST on 7/17/2026?

IHDA will accept questions to be addressed in the Q&A Addendum through 5:00 pm CST 7/17/2026.

6. Section E.8 references “F.1.11” as the section containing invoicing information. However, F.1.11 does not appear to address invoicing. Please confirm whether this reference should instead be to Section F.1.19.

Section E.8 should reference Section “F.1.19.”

7. Given the monthly reconciliation reporting requirement and its connection to invoice authorization for the corresponding reporting period, please confirm whether monthly invoicing is acceptable.

Yes, monthly invoices are acceptable and align with the monthly reconciliation report referenced in F.1.19.

8. If a Region is awarded, will contractor be awarded all inspections or will IHDA do some?

As cited in B.2 Areas of Concern/Challenges, IHDA seeks supplemental vendor support. IHDA’s internal inspection staff will remain engaged with ongoing compliance monitoring and will work collaboratively with the vendor to ensure program responsiveness across all portfolio segments and regions.

9. Can we rely on the old RFP for the anticipated volume of work orders, etc? Comment by La Tonya James: @Myriam Weaver, @Dunni Cosey Gay, @Nicole Merced, please note my response and provide feedback if needed. Comment by Nicole Merced: @La Tonya James should we remain consistent when responding to questions regarding volume of work? This response provides more context than the response to Q1. Comment by La Tonya James: @Nicole Merced, while I sought to highlight language in the RFP, this section has been reduced.

IHDA is not able to provide estimated unit counts or inspection volumes broken out by inspection type for this reissued RFP. Vendors should not rely on the prior RFP's volume guidance, as that estimate reflected a different program structure and is no longer applicable.

Regarding work order volume specifically, Section F.1.18 (Work Order Review) outlines the process vendors will follow: reviewing all work orders submitted by the owner/agent to confirm deficiencies were corrected per IHDA's work order standards, following up directly with the owner/agent if no response is received ten business days prior to the correction deadline, and escalating extension requests or unconfirmed corrections to the IHDA contract manager.

10. Are the subcontractors also required to be NSPIRE certified? Comment by La Tonya James: @Myriam Weaver, @Dunni Cosey Gay, AND @Nicole Merced, please note my response and provide feedback if needed.

Yes. This requirement applies to all inspection staff performing work on IHDA developments, including subcontractors.

Section F.3.1 (Transition and Operational Readiness) requires the Vendor to ensure all inspection staff are trained and certified prior to commencing work.

Section F.2.2 (Employee Experience/Certifications) further specifies that all inspectors assigned to IHDA developments must hold applicable, current industry certifications prior to performing inspection activities. Vendors may identify physical inspectors who are in the process of obtaining required certifications, provided documentation of completion is submitted to IHDA before inspection work begins.

These requirements apply regardless of whether the inspector is a direct employee or a subcontractor.

11. If a vendor submits pricing for multiple Regions but is awarded only a subset, will the 8% BEP goal be calculated against the value of the Regions actually awarded? May a vendor propose different BEP subcontractors or utilization percentages for different Regions?

Entire contract as a whole, but the vendor will determine what subcontractors can perform those parts of the contract as long as the total of the BEP goal is met.

12. Section F.1.17 requires the completed report to be submitted to the owner/agent within five business days of the inspection. Is prior IHDA review or approval required before the vendor sends the report to the owner/agent, or would the vendor transmit the report directly once its internal QA review and system entries are complete? Comment by La Tonya James: @Myriam Weaver, @Dunni Cosey Gay, AND @Nicole Merced, please note my response and provide feedback if needed.

Prior IHDA review or approval is not required before the Vendor sends the completed report to the owner/agent. Per Section F.1.17 (Inspection Report Submission), the Vendor must submit the completed inspection report to the owner/agent within five (5) business days of completing the inspection. Once the Vendor's internal QA review and system entries are complete, the Vendor may transmit the report directly to the owner/agent within that five-day window.

Separately, and consistent with the RFP's Consistency and Quality Assurance requirements, IHDA will conduct its own QC review of the report following the Vendor's internal review and submission. This IHDA-level review is a distinct step from the Vendor's own quality control process and does not sit between the Vendor's internal review and the report going to the owner/agent.

13. What kind of documentation are you looking for regarding qualified vendors across the different regions?

Please refer to F.1.3. and F.2.2. for documentation expected regarding qualification of the vendor(s).

14. For the pricing structure, are you looking for a single per unit price per region across all inspection types? Or can we submit a price sheet with inspection type breakdowns?

Please refer to Q2 response.

15. The reissued RFP is not broken down by volume assumptions per region. Can we refer back to the previous RFP for this volume assumption and scale it to a new estimate?

Refer to Q1 response.

16. Would we receive all inspection in a region we are awarded or will IHDA still be conducting some inspections?

Refer to Q8 response.

17. Will subcontractors also be required to be NSPIRE certified?

Refer to Q10 response.

18. For subcontracting outside the BEP goal, how does that apply to cover zones our company is not in?

It is at the discretion of the vendor to decide how they would like to utilize subcontractors for regions outside their service area.

19. Can you provide feedback on our proposals if we submit before the bid opening date?

No, IHDA cannot provide feedback on proposals submitted prior to the bid opening date.

20. Can we submit the bid prior to the due date?

Yes. However, no proposals will be reviewed until after the bid opening date.

21. As this is a reissued RFP, will I need to reach out to the same subcontractors that I reached out to previously?

Please refer to Q4 response.

22. As this is being awarded in regions, how will the 8% BEP goal be applied? Based on the whole contract or on the value of the regions awarded? How can will be broken out?

Please refer to Q11 response.

23. The NIGP codes listed on solicitation seem to point toward construction consulting services rather than inspection work. Would the agency consider adding inspection specific codes to expand the subcontractor pool?

Please refer to Q3 response.

24. Can you put TBD for sub-contractors on the U-Plan?

No, that would determine the U-Plan to be incomplete and may deem the vendor non-responsive.

25. Regarding the regional coordination aspect of the RFP- The document mentions the ability to collaborate with certified vendors in various regions. Could you clarify if the RFP allows us to submit a list of regional, BEP-certified and/or NSPIRE certified subcontractors and outline how we should coordinate with them post-award? Since INSPIRE inspections are fairly new to the industry & PHAs, we want to ensure a clear plan for how we’ll manage and align these regional efforts. I’d appreciate any guidance on the documentation or approval steps you require.

Any subcontractors that will be used to help meet the BEP goal, need to be identified upon submission of the proposal in the Utilization Plan. Any subcontractors that are not contributing to the BEP goal, can be identified during contract negotiations with the awarded vendor. A list is not necessary for submission.

26. I have a question regarding the diversity and inclusion form. I answered "yes" to meeting the BEP set-aside with my business; however, the form also requests information on subcontractors and their participation in diversity initiatives. Since my business already fully meets the BEP requirements, do I need to fulfill additional subcontracting percentages, or is it sufficient that the BEP goal is met within my own operations? I just want to ensure I’m aligned with the expectations. I appreciate your guidance and clarification.

A vendor may self-fulfill the BEP goal if they are registered under the appropriate NIGP codes for this solicitation. If the vendor self-fulfills the BEP goal, then the subcontractor percentages in the following steps of the UPlan are not necessary.

27. As I review the portfolio for the upcoming RFP, I noticed that IHDA’s total portfolio spans 110,823 units across 1,966 properties. To better plan and coordinate, could you provide a breakdown of how many property communities fall within each of the seven regions? I would greatly appreciate a regional count by community so I can align my scheduling and resource planning more effectively.

Please find the requested breakdown for each of the 15 regions representing AM’s footprint through the State of IL. Note: this is a larger subset than originally requested by the vendor and provides greater insight into our full portfolio.

image1.png