RFP #: AM-27-03

Description: Restoration and Remediation Services

Release Date: 7/7/2026

Submittal Deadline: 8/6/2026

Learn more About Us at sdhc.org https://sdhc.org/

SUMMARY STATEMENT

The San Diego Housing Commission (the Commission) is soliciting proposals from businesses (herein after referred to as Proposer(s)) to provide restoration and remediation services. The Commission is seeking to increase the capacity of its existing restoration and remediation service contractors within the City of San Diego (“City”), in particular to expand its ability to maintain the condition(s) of its permanent and affordable housing properties to ensure a safe, and healthy environment for the community and community members. A full description of the requested service requirements is set forth in the Scope of Services section of this Request for Proposals

(RFP).

A. RFP ATTACHMENTS

The following items are attached as separate documents to this RFP:

1. Proposal Submittal Documents

2. Sample Contract

3. SDHC Insurance Requirements Guide

B. IMPORTANT INFORMATION AND DUE DATES

Events Information/Due Dates Term of Contract One (1) year plus Four (4) one-year options.

Pre-Proposal Conference 7/16/2026 at 11:00 AM via MS Teams Requests for Interpretation 5 business days prior to proposal due date HUD Section 3 Regulations Proposer must begin contacting the Commission’s certified

Section 3 Business Concerns no later than 7/17/2026 Proposal Due 8/6/2026

C. PRE-PROPOSAL CONFERENCE

A non-mandatory pre-proposal conference will be held on 7/16/2026 at 11:00 AM (Pacific Time) via Microsoft Teams Meeting.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/247140881322179?p=svyzsx1TfkUjtPYjJT

Meeting ID: 247 140 881 322 179 Passcode: oe95VC6J

Need help? | System reference

Dial in by phone +1 619-614-6098,,238475587# United States, Chula Vista

Find a local number Phone conference ID: 238 475 587#

For organizers: Meeting options | Reset dial-in PIN https://teams.microsoft.com/meet/247140881322179?p=svyzsx1TfkUjtPYjJT https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDQ3NzZhNWQtZDQwNC00ZDY3LTlhNzMtYWNmMjQ5ZWEyYmRm%40thread.v2/0?context=%7b%22Tid%22%3a%220a1bf8fc-4183-43c8-a0e4-05f47a6914c9%22%2c%22Oid%22%3a%2214d40ea6-c87c-4685-be36-616cb54b278f%22%7d tel:+16196146098,,238475587 https://dialin.teams.cloud.microsoft/1917b9b1-ac46-41f6-8883-e2ba3815990a?id=238475587 https://teams.microsoft.com/meetingOptions/?organizerId=14d40ea6-c87c-4685-be36-616cb54b278f&tenantId=0a1bf8fc-4183-43c8-a0e4-05f47a6914c9&threadId=19_meeting_ZDQ3NzZhNWQtZDQwNC00ZDY3LTlhNzMtYWNmMjQ5ZWEyYmRm@thread.v2&messageId=0&language=en-US https://dialin.teams.cloud.microsoft/usp/pstnconferencing

D. REQUESTS FOR INTERPRETATION AND CLARIFICATION

Requests for interpretation will be issued in the form of a written addendum to all prospective proposers and will become part of the RFP. No questions will be answered on the day of the proposal due date.

All requests for clarification of specifications or questions related to this RFP, if any, must be directed to PlanetBids via Q/A Tab. Clarifications will only be made in writing by the Contracting Officer.

E. EXCEPTIONS TO RFP AND/OR SAMPLE CONTRACT

Proposer is expected to read and understand all terms and conditions of this RFP and the sample contract included in this invitation, and by the act of submitting a proposal, agrees to their terms and conditions. If Proposer takes any exception(s) to any portion of the RFP and/or the sample contract, the specific portion to which exception(s) is/are taken must be specifically identified and explained. Any such exceptions must be submitted by Proposer in their proposal as separate attachment entitled “Exceptions to RFP/Sample Contract”. Failure to specifically identify and submit in writing any exceptions to the RFP and/or sample contract within the proposal will be deemed a waiver of any objection. Any exceptions made to the RFP and/or sample contract terms, conditions, provisions, etc. will be considered during the proposal evaluation process.

F. CONFLICT OF INTERTEST OR PENDING LITIGATION

Proposer must, in their submitted “Letter of Introduction”, describe any arrangements, formal or informal, that Proposer has with any other party that might interfere with Proposer's ability to provide independent and unbiased advice and assistance under this RFP. Describe any litigation, administrative proceedings, or investigations in which Proposer is involved or to which it is subject that might have an adverse effect on its ability to fulfill its engagement under this RFP or that may affect the Commission's perception of its suitability.

G. PROPOSAL SUBMISSION

Proposals must be submitted via the PlanetBids portal no later than 8/6/2026 at 2:00 PM (Pacific Time). Late responses will not be accepted. All responses must include completed Proposal Submittal Documents and be clearly identified as “RFP# AM-27-03 Restoration and Remediation Services”.

The Commission reserves the right to reject any or all proposal responses, waive any informality in the specifications or solicitation process, or to cancel in whole or in part this RFP if it is determined by the Commission that it is in the best interest of the Commission to do so.

H. HUD SECTION 3 REGULATIONS

This project is subject to HUD Section 3 regulations (24CFR75). If Proposer plans to award subcontracts for the performance or support of this project, Proposer must make a documented good faith effort to outreach to and award the subcontracting opportunities to Section 3 Business Concerns certified by the Commission.

At a minimum, supporting documentation shall include a log of calls or copies of emails—with outcomes—to the Commission’s certified Section 3 Business Concerns; and notifying the Commission’s Section 3/EOC Unit of employment opportunities for the Commission’s certified Section 3 Workers. The registry of certified Section 3 Business Concerns and “Examples of Efforts to Award Contracting Opportunities” are available at:

https://www.sdhc.org/doing-business-with-us/section-3/

Proposer must begin contacting the certified Section 3 Business Concerns no later than 7/17/2026.

https://www.sdhc.org/doing-business-with-us/section-3/

SCOPE OF SERVICES

RESTORATION AND REMEDIATION SERVICES

A. DESCRIPTION OF SERVICES.

1. San Diego Housing Commission (the “Commission”) has identified the need for restoration and remediation services to be available on an on-call, as needed basis with a minimum delay in delivery of services and is seeking proposals from qualified firms. Firms will provide services as an independent Contractor.

The Contractor shall provide qualified restoration and remediation services. This is a non-construction Restoration and Remediation scope of work. For example, sheet rock can be removed but not replaced, other materials such as carpets can be removed but not replaced.

The Contractor shall provide service vehicle(s), tools and equipment necessary, the necessary number of servicemen, supervisor and helpers, depending upon size of services needed to complete a successful restoration and remediation project.

The Contractor(s) will be contacted on a routine or emergency basis for services described herein.

2. Due to the unpredictable nature of the work, Commission will not be obligated to any set dollar amount and therefore a contract award only guarantees a source of supply for services.

3. It is the Contractor’s responsibility to be familiar with and perform all services in compliance with all governing requirements which shall conform to all laws, ordinances, codes, rules and regulations including state, local and federal. Services shall meet or exceed the accepted standards of the industry. Failure to abide will be cause for termination of contract.

NO STATEMENT WITHIN THIS DOCUMENT SHALL NEGATE COMPLIANCE WITH

ANY APPLICABLE GOVERNING REGULATION.

4. The Contractor shall make such investigations to enable them to fully understand the facilities, difficulties and restrictions attending the execution of each project. Contractor shall also thoroughly examine and be familiar with all the specifications.

5. All work and scheduling will be performed in coordination with the Contract Administrator or designee.

6. Contractor shall supervise and direct the work, using its best skill and expertise to insure workmanship is of the highest quality. Contractor shall be solely responsible for all assigned work, including the means, methods, techniques, sequences and procedures for coordinating all portions of the work under the contract with the Contract Administrator or designee.

7. Contractor shall submit an itemized invoice for all services rendered within thirty (30) days of the date the services were performed. Each itemized invoice shall include, at a minimum: a description of each service performed to include the property address(es); the date(s) of performance; the number of hours worked and hourly rate (if applicable); quantities and unit costs for any materials or reimbursable expenses; subtotals for each line item; and the total amount due for the billing period. The Contractor shall also provide documentation for any reimbursable expenses, if applicable.

The Contractor is responsible for managing and monitoring costs to ensure that total billings do not exceed the authorized Not-to-Exceed contract amount. The Not-to-Exceed amount does not obligate the Commission to expend the full amount. The Commission shall pay only for authorized services rendered under this Agreement, and total payments shall not exceed the Not-to-Exceed contract amount.

B. REQUIREMENTS OF SERVICES.

1. It is the intent of Commission to have Contractor perform services as quickly and efficiently as possible with a minimum of interference with the daily routine and activities of the site. The Contractor shall provide all labor, materials and equipment necessary to clean and restore the structure and contents.

2. The Contractor shall perform a thorough physical survey and inspection to evaluate all damages to contents and structures including the presence of odor, water, and other water damages; in the event of a fire: odor, soot, ash and other fire elements.

3. The Contractor shall provide on-going digital photos and/or digital video as a baseline record and of work progress.

4. The Contractor shall provide written/electronic scope of damages reports.

5. The Contractor shall provide a written/electronic detail itemized estimate of damages.

6. The Contractor shall, at own cost and expense, assume responsibility in accordance with all applicable laws, of any all leaks or spills, and other emergencies occurring in connection with performance of covered services, if leaks or spills, including leaks or spills of hazardous substances, occur at the worksite that is not in connection with vendors performance of covered services, response to the leak or spills may be added as a covered service under the procedures provided.

7. The Contractor shall document and provide on-going periodic written/electronic reports including humidity readings, etc.

8. The Contractor shall host meetings with Commission project manager(s) to communicate work progress, etc.

9. The Contractor shall provide to Commission, at completion of work, a written/electronic comprehensive final report with detailed information that summarizes all covered services provided by Contractor and in sufficient detail to satisfy FEMA and insurance company requirements in order to maximize payment of claims and reimbursement of expenses.

10. The Contractor shall provide itemized invoice of all charges in accordance with the scope of each project.

11. Contractor will coordinate through Contract Administrator or designee to effectively complete the work.

12. Services shall at all times be properly supervised and adequately manned by an experienced crew of appropriate size for the duration of the service.

13. Any designee, either employee or authorized representative of Commission, announced or unannounced, may accompany Contractor on any project, service or site.

14. The work site shall be left in good condition and free of any debris or trash. Contractor shall be responsible for clean‐up and disposal of all waste as a result from its services. The Contractor will be responsible for the disposal of all debris and shall not use Commission dumpsters for any disposal. Areas shall be kept as neat, clean, and orderly as possible during services.

C. SCHEDULE OF WORK & AVAILABILITY.

1. Contractor shall be available to perform any and all services at any time as deemed necessary during the course of this contract, twenty‐four (24) hours a day, seven (7) days a week, three hundred sixty‐five (365) days per year. Whenever possible, work will be performed during standard business hours, Monday through Friday, 7:00a.m. to 5:00p.m, but Contractor shall be aware that the majority of the services will be performed outside of these standard times for emergency and/or unscheduled services. Non‐Standard Hours will be for any services performed outside the hours listed above.

2. Contractor shall understand that the majority of the projects and services under this agreement will be emergency situations and shall submit pricing accordingly. No emergency service charge or fee will be allowed.

3. Contractor shall provide Commission with an on‐call, 24‐hour telephone number for emergency services. Emergency number will be for duration of contract and shall be updated as necessary.

4. No work shall be performed without written authorization from Commission.

D. SCOPE OF WORK.

1. Contractor shall perform restoration and remediation services for:

a) fire, smoke and water damage recovery,

b) water extraction and moisture control (desiccant dehumidification);

c) Heating Ventilation and Air Conditioning (HVAC) Decontamination and Cleaning;

d) Microbial Remediation,

e) Telecommunications Recovery,

f) Electronics Restoration;

g) Media Recovery,

h) Documents, Books and Vital Records Recovery,

i) Equipment Recovery & Restoration;

j) Commercial Cleaning/Decontamination of Heating, Ventilation, and Air

Conditioning (HVAC) Units and Ductwork;

k) Post Construction Cleanup, and Pre-Catastrophe Registration,

l) Biohazard Incidents,

m) Debris Removal,

n) Building Deodorization/Odor Control;

o) Carpet Cleaning,

p) Content Cleaning and Decontamination;

q) Structural Cleaning and Restoration;

r) Structure and Content Drying;

s) Transportation and Storage.

2. Services will include but not be limited to:

a) Remediation Services – Stabilize the environment to control moisture and dampness to prevent the growth of mold & mildew. Stabilize and dry the air with fresh air to prevent the growth of mold & mildew. Take immediate action to remove all traces of standing water. Contractor will disinfect and clean items necessary to remediate items as necessary that have been damaged by mold, smoke, fire, water, etc. as necessary.

b) Demolition Services – Contractor will provide general demolition services and haul debris off site.

c) Cabinetry Cleanings – Contractor will disinfect and clean cabinetry as necessary.

d) Framing & Rough Carpentry Services – Contractor will provide carpentry services to replace damaged plywood, siding, cabinets, insulation, countertops, drywall, etc. consistent with remediation services.

e) Furniture Removal / Set‐Up – Contractor will remove furniture from offices as necessary to perform services without further damaging to existing furniture and return furniture to original position once services are complete.

f) Hazardous / Bio‐Hazardous Waste Clean‐up – Contractor will provide remediation and cleaning services for any hazardous or chemical waste as necessary.

Contractor will provide remediation and cleaning services as necessary for any bio‐ hazardous waste cleanings as necessary.

g) Additional Services – Contractor will provide additional services as necessary and approved.

h) Any other additional, related services as necessary, as directed by Commission.

Please note that this list of services is given for bidding purposely only and to inform vendors of the types of services that may be needed. This list does not limit or obligate Commission.

i) Supervision. It is the responsibility of the Contractor’s Supervisor to direct their crew and employees and convey all pertinent information that was expressed prior to work commencement. Commission will not be responsible for explaining work to the crew.

3. The Contractor shall immediately notify the Contract Administrator or designee upon discovery of any new or unknown problematic issues. The Contractor must notify designee if cabinets have become damaged or cannot be cleaned to safe level and must obtain approval prior to disposing of cabinets. Commission will be the sole determiner if additional action is required.

E. DISPOSAL OF DEBRIS.

All debris removed during the performance of services shall be disposed of in accordance with applicable federal, state and local requirements. Contractor will not be allowed to utilize any Commission trash receptacles or dumpsters.

F. ESTIMATES.

1. At the request of Commission the Contractor will provide proposal estimates.

Commission Contract Administrator or designee will contact Contractor and give a detailed description and further specifications of the project at hand. Contractor shall provide written, “not to exceed” estimates on all services as directed by the designee. Contractor should familiarize themselves with the extent of the work for each service/project to be performed and any conditions that may in any manner affect the work to be done and the equipment, materials and labor required. Estimates shall include: estimated number and trades of employees required, estimated number of hours for each trade, hourly rate, itemized breakdown of items remediated with costs, number of calendar days required for project completion and lead time before work can commence. Contractor should also include an assessment of any site or additional repairs to larger damaged areas or any other general observation of interest to the Commission.

2. After the initial contact by Commission and response from Contractor, a meeting may take place prior to estimate being submitted. A meeting should be scheduled within two (2) to four (4) days from the original response. Written estimates shall be provided within five (5) business days of either the initial contact or any meeting. It shall be the Contractor’s responsibility to ensure they have all information to prepare accurate estimates and to respond accordingly to Commission

3. Estimates on projects may be utilized to determine if projects are cost effective and fiscally allowable by Commission. Contractor may expect to submit estimates that may be changed, altered or rejected. When an estimate has been approved, a purchase order will be issued and authorization to commence the project will be given by the Contract Administrator or designee. No work shall commence without a purchase order and Commission authorization.

G. PERMITS.

Contractor is to procure all permits, licenses and certifications or any such approvals of plans or specifications as may be required by federal, state and local laws, ordinances, rules, and regulations, for the proper execution and completion of the work under this agreement. Permits may be reimbursed at cost. Commission may require permit receipt as proof of cost.

H. ADDITIONAL WORK AUTHORIZATION.

In the event that, additional work is required outside of an approved or scheduled service or project, the Contractor shall not proceed without the written approval of Commission; this includes any emergencies that may arise or discovery of additional work once a project has already commenced. The Contractor shall be forewarned that only the Contract Administrator or designee may order or approve work to be performed.

COST PROPOSAL

RESTORATION AND REMEDIATION SERVICES

Instructions:

Proposer(s) will offer rates of compensation using the tables in this section. All rates are fully burdened and inclusive of all costs of labor, prevailing wage, taxes, fees, and expenses, except for reimbursement for parts and materials at Contractor’s cost, and reimbursement of the equipment rentals specified below at no more than the daily rates. All reimbursements shall be made only upon approval by the Commission of a request for reimbursement submitted concurrently with the associated invoice for services, accompanied by accurate receipts or invoices for such parts, materials, and equipment rentals. When authorized in advance in writing by the Commission, (1) overtime rates apply to Work performed outside the hours of 7:00 a.m. to 5:00 p.m., Monday through Friday and (2) holiday rates apply to Work performed at any time on holidays recognized by the Commission (see https://www.sdhc.org/about-us/contact-us/).

Annual Increases may be proposed below and are subject to negotiation and acceptance of the Commission. The Commission reserves the right to accept or reject Cost Proposals in part or in whole.

[Cost Proposal Form continues on the following page.] https://www.sdhc.org/about-us/contact-us/

Labor & Equipment Rental Rates:

BASE RATES: HOURLY RATES

General Foreman $ Journeyman $ Working Foreman $ Apprentice $

OVERTIME RATES: HOURLY RATES

General Foreman $ Journeyman $ Working Foreman $ Apprentice $

HOLIDAY RATES: HOURLY RATES

General Forman $ Journeyman $ Working Forman $ Apprentice $

POTENTIAL EQUIPMENT RENTALS RENTAL RATES

Dehumidifier (per Day) $ Extractor (portable only) (per Day) $ Fan (per Day) $

Annual Increases:

CONTRACT YEAR PERCENT (%)

Year 2 (2027 – 2028) Year 3 (2028 – 2029) Year 4 (2029 – 2030) Year 5 (2030 – 2031)

EVALUATION CRITERIA

After the proposal submission deadline, all responses will be reviewed by an Evaluation Selection Committee. The Committee will score and rank the proposals based on the criteria outlined below.

Proposers are expected to ensure that their submittal documents clearly address each criterion and align with the scope of services and contract deliverables as described in this RFP. The Committee will recommend, in order of preference, the firms deemed to be the most responsible, responsive, and advantageous to the Commission.

CATEGORY POINTS

AVAILABLE

1. Qualification & Experience

Provide narrative detailing relevant experience to include but not limited to:

• Detail your experience in both routine emergency response and large-scale disaster recovery. Include the scope and structure of your service network nationally.

• Does your firm have a minimum of five years of experience in this field?

• Provide record of completing work on schedule within the past year.

• Demonstrate your firm’s success in FEMA-funded disaster response projects.

• Demonstrate your company’s ability to meet the evolving needs of public sector customers of varying sizes and locations.

• Provide a minimum of three references for which your firm has provided the same services (please include organization name, address, contact person, phone number, email address and dates of service). References from other public agencies are preferred.

• Provide information regarding if your organization ever failed to complete any work awarded.

• Demonstrate your ability and commitment to 24/7/365 emergency response availability.

• Demonstrate your ability and commitment to deploy within 2-4 hours for major incidents.

• Demonstrate your pre-established regional subcontractor network for rapid mobilization.

• Does your firm have any prior procurement violations or FEMA reimbursement denials? If so, please explain.

• Demonstrate your ability to track and document all work per FEMA’s cost eligibility guidelines.

• Demonstrate your ability to meet or exceed record keeping & documentation requirements:

o Records retention for at least 3 years post-project completion.

o Ability to provide detailed cost breakdowns upon request.

o Digital tracking of invoices, labor hours, and materials used.

• Please describe your subcontractor network nationally, including a listing of approved subcontractors that may be authorized to provide work to the San Diego Housing Commission under this agreement.

25 Points

2. Technical

Provide detailed information regarding the firm’s technical capabilities to include:

• Provide a statement of your firm’s understanding of the work to be performed.

• Describe your firm’s ability to carry out the specified scope of services:

o On-Call Emergency Response & Repair Services o Disaster Response & Recovery Services

25 Points

3. Proposed Approach

Provide narrative detailing the proposed approach to include but not limited to:

• Describe your general approach and methodology for providing On-Call

Emergency Response & Repair Services.

• Describe your general approach and methodology for providing Disaster

Response & Recovery Services.

• Detail your ability to meet or exceed the specified record keeping & documentation requirements:

o Records retention for at least 3 years post-project completion.

o Ability to provide detailed cost breakdowns upon request.

o Digital tracking of invoices, labor hours, and materials used.

• Detail anticipated response times for various events, ranging from day-to-day emergencies (e.g., burst pipes, sewage backups, HVAC failures) as well as large-scale disasters (e.g., earthquakes, fires, hurricanes, and FEMA-declared events).

• Detail any value-added services and programs that may complement the comprehensive offering. Such offerings may include (but are not necessarily limited to):

o Small business partnership programs, such as local fulfillment and/or service partners o Training & Education o Consulting services o Green / Sustainable programs, such as recycling programs, company policies, product certifications, staff and/or company certifications, sustainable distribution practices, etc.

o Rebate/incentive programs o Other services

• Who are your corporate points of contact for sales, marketing, contract administration and monthly sales reporting?

• Describe your available invoicing processes.

• Describe your customer issue resolution process. Include details of various problems that may arise, such as invoicing disputes and compliance issues. Also detail customer service escalation procedures.

• Describe performance measures for success.

4. Cost Proposal

Provide narrative detailing the proposed cost for services:

• Provide comprehensive labor rates, materials, and equipment rate sheets.

Remove any cost-plus-percentage-of cost pricing elements such as small tools, unscheduled pricing, etc., and reply with flat fee costs.

• Provide flat fee pricing based on the ranges provided are required to eliminate prohibited cost-plus-percentage-of cost pricing elements for federal grant funded projects (i.e., HUD and FEMA Public Assistance.)

• Provide justification for all costs, ensuring fair market pricing.

• Is all pricing for materials inclusive of delivery and/or tariff fees? If so, detail how this will impact pricing.

• Describe if and how volume discounts may be applied for certain projects.

INSTRUCTIONS TO PROPOSERS

A. REFERENCES

All references to Housing Authority/Agency (HA), Public Housing Agency (PHA), and Indian Housing Agency (IHA) in the following document (Form 5369-B) should be read to mean the San Diego Housing Commission.

Important Notice: If an addendum to this solicitation is issued on PlanetBids, proposers must acknowledge the addendum each time on PlanetBids for their proposals to be evaluated.

Instructions to Proposers Non- Construction

U.S. Department of Housing and Urban Development Office of Public and Indian Housing

- 03291 -

1. Preparation of Offers

(a) Proposers are expected to examine the statement of work, the proposed contract terms and conditions, and all instructions. Failure to do so will be at the Proposer's risk.

(b) Each Proposer shall furnish the information required by the solicitation. The Proposer shall sign the offer and print or type its name on the cover sheet and each continuation sheet on which it makes an entry.

Erasures or other changes must be initialed by the person signing the offer.

Offers signed by an agent shall be accompanied by evidence of that agent's authority, unless that evidence has been previously furnished to the HA.

(c) Offers for services other than those specified will not be considered.

2. Submission of Offers

(a) Offers and modifications thereof shall be submitted in sealed envelopes or packages (1) addressed to the office specified in the solicitation, and (2) showing the time specified for receipt, the solicitation number, and the name and address of the Proposer.

(b) Telegraphic offers will not be considered unless authorized by the solicitation; however, offers may be modified by written or telegraphic notice.

(c) Facsimile offers, modifications or withdrawals will not be considered unless authorized by the solicitation.

3. Amendments to Solicitations

(a) If this solicitation is amended, then all terms and conditions which are not modified remain unchanged.

(b) Proposers shall acknowledge receipt of any amendments to this solicitation by

(1) Signing and returning the amendment;

(2) identifying the amendment number and date in the space provided for this purpose on the form for submitting an offer,

(3) letter or telegram, or

(4) facsimile, if facsimile offers are authorized in the solicitation. The

HA/HUD must receive the acknowledgment by the time specified for receipt of offers.

4. Explanation to Prospective Proposers Any prospective Proposer desiring an explanation or interpretation of the solicitation, statement of work, etc., must request it in writing soon enough to allow a reply to reach all prospective offers before the submission of their offers. Oral explanations or instructions given before the award of the contract will not be binding. Any information given to a prospective Proposer concerning a solicitation will be furnished promptly to all other prospective offers as an amendment of the solicitation, if that information is necessary in submitting offers or if the lack of it would be prejudicial to any other prospective Proposers.

5. Responsibility of Prospective Contractor

(a) The HA shall award a contract only to a responsible prospective contractor who is able to perform successfully under the terms and conditions of the proposed contract. To be determined responsible, a prospective contractor must -

(1) Have adequate financial resources to perform the contract, or the ability to obtain them;

(2) Have a satisfactory performance record;

(3) Have a satisfactory record of integrity and business ethics;

(4) Have a satisfactory record of compliance with public policy (e.g., Equal Employment Opportunity); and

(5) Not have been suspended, debarred, or otherwise determined to be ineligible for award of contracts by the Department of Housing and Urban Development or any other agency of the U.S. Government.

Current lists of ineligible contractors are available for inspection at the HA/HUD.

(b) Before an offer is considered for award, the Proposer may be requested by the HA to submit a statement or other documentation regarding any of the foregoing requirements. Failure by the Proposer to provide such additional information may render the Proposer ineligible for award.

6. Late Submissions, Modifications, and Withdrawal of Offers

(a) Any offer received at the place designated in the solicitation after the exact time specified for receipt will not be considered unless it is received before award is made and it -

(1) Was sent by registered or certified mail not later than the fifth calendar day before the date specified for receipt of offers (e.g., an offer submitted in response to a solicitation requiring receipt of offers by the 20th of the month must have been mailed by the 15th);

(2) Was sent by mail, or if authorized by the solicitation was sent by telegram or via facsimile, and it is determined by the HA/ HUD that the late receipt was due solely to mishandling by the HA/HUD after receipt at the HA;

(3) Was sent by U.S. Postal Service Express Mail Next Day Service - Post Office to Addressee, not later than 5:00 p.m. at the place of mailing two working days prior to the date specified for receipt of proposals. The term "working days" excludes weekends and U.S.

Federal holidays; or

(4) Is the only offer received.

(b) Any modification of an offer, except a modification resulting from the HA’s request for "best and final" offer (if this solicitation is a request for proposals), is subject to the same conditions as in subparagraph (a)(1), (2), and (3) of this provision.

(c) A modification resulting from the HA’s request for "best and final” offer received after the time and date specified in the request will not be considered unless received before award and the late receipt is due, solely to mishandling by the HA after receipt at the HA.

(d) The only acceptable evidence to establish the date of mailing of late offer, modification, or withdrawal sent either by registered or certified mail is the U.S. or Canadian Postal Service postmark both on the envelope or wrapper and on the original receipt from the U.S. or Canadian Postal Service. Both postmarks must show a legible date or the offer, modification, or withdrawal shall be processed as if mailed late.

“Postmark" means a printed, stamped, or otherwise place impression (exclusive of a postage meter machine impression) that readily identifiable without further action as having been supplied and fixed by employees of the U.S. or Canadian Postal Service on the date of mailing. Therefore, Proposers should request the postal clerk place a hand Cancellation bull's-eye postmark on both the receipt and the envelope or wrapper.

(e) The only acceptable evidence to establish the time of receipt at the HA is the time/date stamp of HA on the offer wrapper or other documentary evidence of receipt maintained by the HA.

(f) The only acceptable evidence to establish the date of mailing of a late offer, modification, or withdrawal sent by Express Mail Next Day Service- Post Office to Addressee is the date entered by the post office receiving clerk on the “Express Mail Next Day Service-Post Office to Addressee” label and the postmark on both the envelope or wrapper and on the original receipt from the U.S. Postal Service. “Postmark" has the same meaning as defined in paragraph (c) of this provision, excluding postmarks of the Canadian Postal Service. Therefore, Proposers should request the postal clerk to place a legible hand cancellation bull's eye postmark on both the receipt and the envelope or wrapper.

(g) Notwithstanding paragraph (a) of his provision, a late modification of an otherwise successful offer that makes its terms more favorable to the HA will be considered at any time it is received and may be accepted.

(h) If this solicitation is a request for proposals, proposals may be withdrawn by written notice, or if authorized by this solicitation, by telegram (including mailgram) or facsimile machine transmission received at any time before award. Proposals may be withdrawn in person by a Proposer or its authorized representative if the identify of the person requesting withdrawal is established and the person signs a receipt for the offer before award. If this solicitation is an invitation for bids, bids may be withdrawn at any time prior to bid opening.

7. Contract Award

(a) The HA will award a contract resulting from this solicitation to the responsible Proposer whose offer conforming to the solicitation will be most advantageous to the HA, cost or price and other factors, specified elsewhere in this solicitation, considered.

(b) The HA may

(1) Reject any or all offers if such action is in the HA’s interest,

(2) accept other than the lowest offer,

(3) waive informalities and minor irregularities in offers received, and

(4) award more than one contract for all or part of the requirements stated.

(c) If this solicitation is a request for proposals, the HA may award a contract on the basis of initial offers received, without discussions. Therefore, each initial offer should contain the Proposer's best terms from a cost or price and technical standpoint.

(d) A written award or acceptance of offer mailed or otherwise furnished to the successful Proposer within the time for acceptance specified in the offer shall result in a binding contract without further action by either party. If this solicitation is a request for proposals, before the offer's specified expiration time, the HA may accept an offer, whether or not there are negotiations after its receipt, unless a written, notice of withdrawal is received before award.

Negotiations conducted after receipt of an offer do not constitute a rejection or counteroffer by the HA.

(e) Neither financial data submitted with an offer, nor representations concerning facilities or financing, will form a part of the resulting contract.

8. Service of Protest Any protest against the award of a contract pursuant to this solicitation shall be served on the HA by obtaining written and dated acknowledgement of receipt from the HA at the address shown on the cover of this solicitation.

The determination of the HA with regard to such protest or to proceed to award notwithstanding such protest shall be final unless appealed by the protestor.

9. Offer Submission

Offers shall be submitted as follows and shall be enclosed in a sealed envelope and addressed to the office specified in the solicitation. The proposal shall show the hour and date specified in the solicitation for receipt, the solicitation number, and the name and address of the Proposer, on the face of the envelope.

It is very important that the offer be properly identified on the face of the envelope as set forth above in order to insure that the date and time of receipt is stamped on the face of the offer envelope. Receiving procedures are: date and time stamp those envelopes identified as proposals and deliver them immediately to the appropriate contracting official, and only date stamp those envelopes which do not contain identification of the contents and deliver them to the appropriate procuring activity only through the routine mail delivery procedure.

B. RESPONSIBLE PROPOSER

“Responsible Proposer” is defined as a proposer who has met all requirements of the Instructions to Proposers including financial resources to perform the contract or the ability to obtain them; has a satisfactory record of integrity and business ethics; be able to comply with the proposed delivery or performance schedule; has a satisfactory performance record; and be qualified and eligible to receive an award under applicable laws and regulations.

C. TERM OF CONTRACT

The specific contract term, scope of work and costs/pricing are subject to negotiations between the Commission and the successful Contractor. These terms are subject to change until a contract has been executed.

D. SCOPE OF SERVICES

The scope of required services for this solicitation is detailed in RFP section “Scope of Services”.

However, the Commission, at its sole election, reserves the right to expand the scope of services to be provided by the successful Contractor(s) in the event that the Commission elects to purchase a project or projects, after the due diligence process has been completed.

E. WEIGHTED RATING SYSTEM

The Commission reserves the right to establish proposal evaluation criteria and to utilize a weighted rating and ranking system for evaluating the overall sufficiency of each proposal in meeting specifications. In submitting a proposal, Proposer acknowledges that in a weighted rating and ranking system lowest price may not be the deciding factor. The proposal with the highest evaluated ranking by the Evaluation Selection Committee, based on the evaluation criteria set forth herein, will be the company/companies selected for contract award recommendation.

F. SELECTION PROCESS

Selection of the most responsive and qualified proposer(s) for contract award consideration will be made after the Evaluation Selection Committee has reviewed, evaluated, scored and ranked the proposals received.

G. AWARD OF CONTRACT

a. Identification of the successful proposer(s) will not be determined at proposal opening. The Commission reserves the right to obtain opinion of Counsel regarding the legality and sufficiency of proposals before award selection determination is made by the Commission.

Contracts will be awarded, if at all, to the highest-scored, responsible proposer(s) within one hundred twenty (120) days of final date of receiving proposals. Contract(s) will be entered into effective within ten (10) days after written notice of award has been given to the successful proposer(s). Certificates of insurance, if required, must be received prior to contracts being made available for signature.

b. The Commission reserves the right to award multiple contracts to multiple firms if the Commission determines that it is in its best interest to do so.

c. It is the intent of the Commission to enter into contract and cost negotiations with the most qualified and highest ranked firm(s) as evaluated, scored and ranked by the Evaluation Selection Committee. If a mutually acceptable contract cannot be negotiated between the Commission and the highest ranked firm, the next highest ranked firm(s) will be invited by the Commission to enter into negotiations. This process will continue until a mutually acceptable agreement(s) is consummated or the Commission cancels the solicitation.

d. The Commission will be under no obligation to utilize any or all of Contractor’s services contemplated under the contract, nor is the Commission required to expend the entire contract amount set forth in the contract.

e. Any contract(s) awarded by the Commission pursuant to this RFP that exceeds $250,000.00 must be approved by the Board of Commissioners of the San Diego Housing Commission. Additionally, any contract awarded with an amount that exceeds the sum of $250,000.00 may also be approved by the Housing Authority of the City of San Diego.

H. REJECTION OF PROPOSALS

Any proposal may, at the Commission’s discretion, be rejected if it is adjudged incomplete, illegible, or conditional. However, alternate proposals or explanations may be made on separate sheets. Such alternates or explanations will not be considered in determining the proposal but may be used in negotiations after determination of the proposer. All corrections must be initiated by the proposer.

I. DISPUTES AND PROTESTS

Protest of Award: Any protest arising out of the award of a contract from an RFP or RFQ, must be received no later than five business days after notification to an unsuccessful respondent that they were not selected.

Protest of SDHC’s Rejection of Response: Any protest of a decision by the Commission to reject a response to formal solicitations (i.e., bid, proposal, or qualifications) in response to a solicitation must be received no later than two business days after being notified in writing of the Commission’s decision.

Late Protest: Protests that are not timely received in accordance with the applicable filing deadline set forth in this Section will not be considered.

J. FORMS AND MANNER OF FILING PROTESTS

Form: All protests must be in writing, be clearly identified as a “procurement protest” and be signed by the protesting party. Protests must identify the solicitation at issue, contain a detailed statement of the basis for the protest and include any supporting evidence. Protests lacking signatures or detailed statements of the basis of the protest will not be considered.

Manner of Filing: All protests must be filed with the Commission’s Procurement Department electronically to the attention of George Williams, Director of Procurement and Labor Compliance at Georgew@sdhc.org.

K. STATEMENT OF ECONOMIC INTEREST DISCLOSURE FORM

Proposer must assure that each Proposer’s principal that will be supervising Proposer’s work under the contract will file a completed and executed Statement of Economic Interest Disclosure Form (Form 700) with the City Clerk’s Office of the City of San Diego at the following times:

a. Within thirty (30) days of execution of the contract;

b. Annually on or before April 1 of each year;

mailto:Georgew@sdhc.org

c. Within thirty (30) days after completion of the contract or departure, reassignment, or termination of principal.

Filing may be submitted electronically, through the City Clerk’s Office electronic filing system eFile San Diego. Proposer must email a copy of the filed Form 700, for each filer, to Cassie Li cassiel@sdhc.org within five (5) business days of filing in accordance with the requirements of General Provision 31 (a), (b) or (c) as applicable.

END OF RFP

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