RFP 09-2027 Security Camera Installation and Upgrades.pdf

DISTRICT OF COLUMBIA HOUSING AUTHORITY

CONTRACTS AND PROCUREMENT

REQUEST FOR PROPOSALS

(RFP) #09-2027

Security Camera Installation & Upgrades

Contracting and Procurement District of Columbia Housing Authority

300 7th Street, SW 10th Floor

Washington, D.C. 20024

RFP No. 09-2027 Security Camera Installation and Upgrades

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Table of Contents

Part Description Page Table of Contents

1.0 General Information

1.1 Introduction 4

1.2 Background 4

1.3 RFP Intent 4

1.4 Agency’s Reservation of Right 4

1.5 Schedule of Events 5

1.6 Proposal Audit 5

1.7 Contract Terms 5

1.8 Communications 6

2.0 Description of Services

2.1 Description of Services 7

3.0 Proposal Evaluation

3.1 Clean Hands Policy 12

3.2 Submittals 12

3.3 Evaluation Process, Evaluation Factors and Award 12

3.4 Proposal Format 13

3.5 Proposal Content 13

3.6 Evaluation Factors and Award 14

3.7 Evaluation Factor Description 14

3.8 Responsibility Determination 16

3.9 Point Awarded Range 17

3.10 DC Council Approval Mandate 18

4.0 General Conditions

4.1 Licenses, Permits and Certifications 19

4.2 DCHA Section 3 Policy 19

4.3 Certification Regarding Debarment 20

4.4 Respondents’ Status 20

4.5 Funding Limitations 20

4.6 Government Restrictions 20

4.7 Insurance 20

4.8 Indemnification 22

4.9 Method of Compensation 22

4.10 Ceiling Price 23

4.11 Compliance with Laws 23

4.12 Termination for Convenience and Default 24

4.13 Disputes 25

4.14 Examination and Retention of Contractor’s Records 25

4.15 Ownership Rights in Works 25

4.16 Intellectual Property 25

4.17 Confidential Information 26

4.18 Conflicts of Interest 26

4.19 Prohibition against Gifts/Favors/Anything of Monetary Value 27

4.20 Assignment 27

4.21 Non-Exclusive Rights 27

4.22 Contract Modification 27

4.23 Governing Law 28

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4.24 Required DCHA Vendor Registration 28

5.0 Form of Contract

5.1 Sample Agreement 29

5.2 Exceptions to Contract 29

5.3 Contract Terms and Conditions 29

5.4 Exceptions 29

5.5 Right to Negotiate 29

5.6 Right to Reject 29

6.0 Right to Protest

6.1 Protest 30

6.2 Definitions 30

6.3 Procedures 30

7.0 EXHIBITS, APPENDICES & ATTACHMENTS

7.1 Exhibits 1-4 32

7.2 Attachments A-N 32

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PART 1 – GENERAL INFORMATION

1.1 Introduction

The District of Columbia Housing Authority (“DCHA”) is dedicated to enhancing the quality of life in the District of Columbia by providing and effectively managing affordable housing, which is diverse, well maintained, and aesthetically pleasing for those whose circumstances prevent them from competing in the general marketplace. Besides operating over 7,937 units with public housing operating subsidy, DCHA also contracts over 13,000 private units through its Housing Choice Voucher Program (“HCVP”). DCHA has embarked on an ambitious program of development and redevelopment to create economically diverse communities and neighborhoods. DCHA is one of the most innovative housing authorities in the nation and is actively pursuing non-governmental sources of financing to promote HCVP homeownership assistance programs, project-based public housing subsidies, and implement more creative uses of its authority through the United States Department of Housing and Urban Development (HUD)’s Move to Work (MTW) Demonstration Program.

1.2 Background

The District of Columbia Housing Authority (DCHA) seeks a qualified contractor to furnish, install, integrate, test, and warrant 1,162 fixed and multi-sensor IP security cameras and 49 license plate recognition (LPR) cameras across 33 DCHA properties. The work expands and standardizes video surveillance at public housing sites to improve resident safety, deter crime, and support incident investigation by DCHA's Office of Public Safety (OPS). DCHA's Information Technology Division (ITD) operates the enterprise network and video management system (VMS) the new devices must join. All devices become DCHA property and DCHA-managed network assets upon acceptance. Work covers 33 properties: 1,162 cameras and 49 LPRs. Quantities are DCHA's planning estimates; the contractor shall confirm them in each Site Survey Report, and any change in quantity is priced only through the unit prices in the Pricing Structure and a CO-issued modification.

1.3 RFP Intent

The DCHA intends to use this Solicitation to contract with a qualified licensed and insured entity to provide the above noted services. Your response to the Scope of Services must be complete, as it will become part of any contractual agreement. We appreciate the investment of time and resources firms are making by participating in this process. All submitted proposals shall be evaluated for responsiveness to the requirements of the Request for Proposal (“RFP”). Those submissions not in accordance with the RFP shall be deemed non-responsive and eliminated from further evaluation.

1.4 Agency’s Reservation of Rights

The DCHA reserves the following right in association with the RFP process and upon contract award.

1. Right to Reject, Waive, or Terminate the RFP. Reject any or all proposals, or to terminate the

RFP process at any time, if deemed by the Agency, to be in its best interest.

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

3. Right to Terminate. Terminate a contract award pursuant to this RFP, at any time for the Agency’s convenience upon 10 days written notice to the successful offeror(s).

4. Right to Determine Time and Location. Determine the days, hours, and locations that the successful offeror(s) shall provide the services called for in the RFP.

5. Right to Retain Proposals. Retain all proposals submitted and not permit withdrawal for a period of 90 days subsequent to the deadline for receiving proposals.

6. Right to Negotiate. Negotiate the fees proposed by the offeror(s).

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

8. No Obligation to Compensate. Have no obligation to compensate any offeror(s) for any costs incurred in responding to this RFP.

9. Sub-Contracting is strictly prohibited under this Contract. The successful Offeror/Contractor shall perform one hundred percent (100%) of the work, services, duties, and responsibilities required under this RFP and resulting Contract using its own employees, personnel, management, supervision, equipment, and resources, as applicable.

The Contractor shall not subcontract, sublet, assign, transfer, delegate, outsource, or otherwise permit any third party, subcontractor, consultant, independent contractor, affiliate, subsidiary, joint venture partner, or other entity to perform any portion of the work or services required under the Contract. This prohibition applies regardless of the dollar value, percentage, duration, or nature of the work proposed to be performed by another party.

The Contractor shall not enter into any arrangement, whether written or verbal, that has the effect of transferring or delegating any contractual responsibility, performance obligation, or required service to another person or entity.

By submitting a proposal in response to this RFP, the Offeror expressly represents and certifies that it possesses the personnel, experience, qualifications, licenses, equipment, organizational capacity, and other resources necessary to perform the entire scope of work without the use of subcontractors.

10. Project Staffing Changes. Managers, other supervisory staff, and accountants may be changed if those personnel leave the firm, are promoted, or are assigned to another area. These personnel may also be changed for other reasons. However, in either situation, the Agency retains the right to approve or reject replacements.

1.5 Schedule of Events

DCHA will endeavor to follow the schedule set forth below; however, the activities and timetable represented below are a guideline only and are subject to change at DCHA’s sole discretion and without prior notice:

RFP Advertise Date: Sunday, October 18, 2026

Issuance of RFP: Friday, October 16, 2026

Deadline for Submission of Inquires/Questions: Friday, October 23, 2026 at 12:00 PM

Submission of Proposals: Friday, October 30, 2026 at 12:00 PM

Evaluation Period: Monday, November 2, 2026

DCHA Board Committee Review: TBD

Presentation of DCHA Board of Commissioners for Contract Approval:

TBD

Contract Award: TBD

NOTE: DCHA reserves the right, at its sole discretion, to adjust this Schedule of Events as it deems necessary. If necessary, DCHA will communicate adjustments to any event in the Schedule of Events in the form of an addendum to this RFP. Addenda to this RFP will only be issued and posted on DCHA’s website at https://ha.internationaleprocurement.com/requests.html?company_id=506 and Housing Agency Marketplace (e-procurement) Vendor Portal. Addenda will not be mailed to potential Respondents. It is the responsibility of the Respondent to monitor DCHA’s website and electronic sourcing tool, Housing Agency Marketplace, for any addenda issued. Each Respondent must acknowledge all addenda issued so as to ensure that addenda are considered in their proposal response by completing or submitting Addenda with their proposal. Failure to include the addenda in the proposal response may subject your Firm to disqualification.

https://ha.internationaleprocurement.com/requests.html?company_id=506

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1.6 Proposal Audit

Please note that all proposals will be retained by DCHA for audit purposes. DCHA reserves the right to reject any and/or all proposals, or to waive any informality in the proposals. Submissions received after the deadline will not be considered. An Offeror submitting a late proposal will be notified. All material submitted in the proposal becomes the property of DCHA and will not be returned.

1.7 Contract Term

Contracts awarded from proposals received in response to this solicitation will have an initial term of one (1) year, with the option to extend, at the District of Columbia Housing Authority’s (DCHA) sole discretion, for four

(4) additional one (1) year renewal option terms, for a potential total maximum term of five (5) years.

Additionally, DCHA may, at its sole discretion, elect to extend the contract on a month-to-month basis under the same terms and conditions, in order to ensure continuity of services.

1.8 Communications

In order to maintain a fair and impartial competitive process, DCHA and any outside consultants assisting DCHA with this solicitation, shall avoid private communication concerning this procurement with prospective Respondents during the entire procurement process. From the issue date of this RFP until the final award is announced, Respondents are not allowed to communicate about this RFP for any reason with any DCHA staff and/or outside consultants assisting DCHA with this solicitation except:

(1) through the RFP Point of Contact named below;

(2) as otherwise specified in this RFP; and / or

(3) as provided by existing work agreement(s) (if any).

Prohibited communication includes all contact, including but not limited to, telephonic communications, emails, faxes, letters, or personal meetings, such as lunch, entertainment, or otherwise. DCHA reserves the right to reject the quote of any Respondent violating this provision.

A. Inquires and /or questions must be submitted via the DCHA’s E-Procurement Vendor Portal at the following link: https://ha.internationaleprocurement.com/requests.html?company_id=506. DCHA will receive requests for additional information and/or clarification relative to this solicitation no later than 12:00 Noon on or before Friday, October 23, 2026.

B. Responses to these questions will be addressed in writing via the DCHA’s electronic procurement system. DCHA will not respond to questions and/or requests for information after the date stated above or received via e-mail or any other means.

C. It is the responsibility of the Respondent to monitor DCHA’s website and the E-Procurement

Vendor Portal for any addenda issued. All Respondents are encouraged to frequently check DCHA’s website/portal for additional information.

All requests for information or clarification pertaining to this solicitation must be addressed in writing.

[END OF PART 1 – GENERAL INFORMATON]

Deborah Y. Barnes, Procurement

Email: dybarnes@dchousing.org District of Columbia Housing Authority Contracts & Procurement Department 300 7th Street, SW 10th Floor Washington, DC 20024

RFP Point of Contact mailto:dybarnes@dchousing.org

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2.1 Description of Services

The contractor shall deliver a complete, operational, and documented system at each property. Anything not listed but reasonably necessary for a working installation is included in the contractor’s price.

Site Survey and Design

1. Within 30 calendar days of NTP, survey each property jointly with the COTR and the property manager.

2. Submit a Site Survey Report per property containing:

• Site and floor plans showing each device location, mounting height, and field-of-view (FOV) plot

• Target pixel density for each camera’s purpose (for example, 80+ pixels per foot for identification at entrances, 40+ for general observation)

• Mounting method and any pole, bracket, or enclosure required

• Power source, network closet (MDF/IDF), cable routes, cable lengths, and any run over 90 meters with the proposed remedy (fiber, extender, or added switch)

• Bandwidth and storage calculations for the property at the required frame rate and retention

• Existing equipment to be removed, reused, or left in place

• Permits required, suspected lead or asbestos locations, and any work in public right-of-way

3. The COTR will approve or return each report within 10 business days. No installation at a property begins before its report is approved.

4. Camera placement shall not view into the interior of dwelling units, restrooms, or other areas where residents have a reasonable expectation of privacy. Privacy masking shall be configured where a FOV unavoidably includes unit windows.

Equipment and Materials

1. Furnish all cameras, LPRs, lenses, mounts, enclosures, poles, PoE switches, power supplies, surge protection, cabling, conduit, connectors, and accessories.

2. All equipment shall be new, current-generation, purchased through the manufacturer’s authorized channel, carry full manufacturer warranty, and be registered to DCHA.

3. No product shall have an announced end-of-sale date within 24 months or end-of-support date within 5 years of installation.

4. Submit product data sheets and an NDAA Section 889 compliance certification for every model before ordering. The COTR approves submittals before purchase.

5. Deliver attic stock of 2% of each camera model (minimum one per model) to DCHA at Final Acceptance.

6. The vendor shall specify in its proposal the types of cameras and license plate readers (LPRs) proposed, as described in Exhibit 1

Installation

1. Install all devices per the approved Site Survey Report and manufacturer instructions.

2. Use Category 6 (minimum) cable; outdoor-rated cable in exterior locations; exterior and exposed runs in conduit or raceway; plenum- or riser-rated cable as the space requires.

3. Provide surge protection on every outdoor cable run at the building entry point, and bond and ground per TIA-607 and the electrical code.

4. Seal all exterior penetrations against water; fire-stop all rated wall and floor penetrations with a listed system.

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5. Label every cable at both ends and every device per TIA-606, using a scheme approved by ITD.

6. Install PoE switches in locked, ventilated enclosures or existing secured network closets, on UPS power sized for at least 30 minutes runtime.

7. Patch and paint all surfaces disturbed to match existing finish.

8. Remove replaced equipment; return it to DCHA if requested, otherwise dispose of it per e-waste regulations and provide certificates of disposal.

9. Coordinate any LPR pole foundations, trenching, or work in public space with DDOT and utility locate services (Miss Utility).

Integration with DCHA Network and VMS

1. ITD will assign VLANs, IP addresses, and switch ports. The contractor shall not connect any device to the DCHA network without ITD approval.

2. Add every camera and LPR to DCHA’s existing VMS, configured to DCHA’s camera-naming standard.

3. Configure recording at 15 fps minimum, continuous recording with motion-based bookmarking, and retention of at least 30 days. Identify in the Site Survey Report any VMS storage or server expansion needed to meet retention.

4. Configure LPR read data, hot-list alerting, and plate-read retention per DCHA policy, with access limited to roles ITD designates.

5. Synchronize all devices to DCHA’s NTP time source.

Cybersecurity Requirements

1. Before connection, update every device to the latest stable manufacturer firmware.

2. Replace all default credentials with unique credentials; deliver them to ITD in a format ITD specifies.

The contractor retains no credentials after Final Acceptance.

3. Disable unused services and protocols (for example, UPnP, Telnet, FTP, unencrypted HTTP, and manufacturer cloud or P2P services) unless ITD approves them in writing.

4. Enable HTTPS and 802.1X where supported, using certificates ITD provides.

5. Cameras and LPRs shall have no direct internet access; they reside on segregated VLANs only.

6. Any remote access by the contractor uses only an ITD-approved method with multi-factor authentication, is time-limited, and is logged.

7. ITD will run a vulnerability scan before acceptance. The contractor shall remediate all critical and high findings at no cost.

8. Notify the COTR within 24 hours of any suspected security incident involving DCHA systems, devices, credentials, or data.

9. All personnel with access to DCHA sites, systems, or video data shall pass a background check meeting DCHA requirements.

Testing and Acceptance

1. Submit an Acceptance Test Plan for COTR approval at least 15 business days before the first property test.

2. Test every device, with the COTR invited to witness, for: live video, recording to VMS, playback and export, FOV matching the approved design, day and night image quality, PoE and UPS operation, time sync, and correct naming.

3. LPR acceptance: at least 95% correct plate reads in daylight and 90% at night, over a test of at least 100 vehicle passes per lane, with the test method approved in advance.

4. After all devices at a property pass, run a 72-hour burn-in with no unplanned device outages.

5. Failed devices are corrected and retested at the contractor’s cost. The COTR issues a punch list at Substantial Completion and certifies Final Acceptance per property once the list is closed and

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Documentation

Deliver per property, in electronic form (PDF plus native CAD or Visio files and Excel):

• As-built drawings showing each device, cable route, closet, and switch

• Device inventory: property, building, location description, device type, model, serial number, MAC address, IP address, firmware version, switch and port, cable ID, and install date

• Configuration backups for all cameras, LPRs, and switches

• Acceptance test results, burn-in report, and a reference screenshot of each camera’s FOV

• Warranty registrations, product manuals, and permit sign-offs

Training

1. Provide 8 hours of administrator training for ITD (device administration, firmware updates, troubleshooting, VMS configuration, and switch management).

2. Provide 8 hours of operator training for Office of Public Safety staff, delivered in 4 sessions (live monitoring, search, evidence export, chain of custody, and LPR searches and alerts).

3. Training is delivered on site or live online, recorded for DCHA reuse, with written materials DCHA may reproduce.

Technical Minimum Specifications

DCHA’s installed base and VMS are standardized on Axis Communications cameras. Products are specified as Axis Communications.

Item Salient characteristics (minimum)

All cameras NDAA 889 compliant; ONVIF Profile S and T; H.264/H.265 with smart compression; PoE (802.3af/at) or PoE+; HTTPS, 802.1X, signed firmware, secure boot; edge storage (microSD) for failover recording; manufacturer warranty of at least 5 years

Exterior fixed (bullet/dome)

4 MP minimum resolution; IR illumination to [30] m; WDR at least 120 dB;

IP66 and IK10 rating; operating range −30°C to +50°C; remote zoom and focus

Interior fixed dome 4 MP minimum; WDR; IK08 minimum; low-light performance at 0.1 lux color or better

Multi-sensor / panoramic

4 sensors at 4 MP or better, or 180°/360° single-sensor at 12 MP or better;

IP66, IK10; counts as one camera

PTZ (where design calls for one)

30x optical zoom minimum; IR to 200 m; IP66; preset tours; 1080p minimum

LPR Purpose-built LPR camera or approved camera-plus-analytics package;

reads plates at vehicle speeds to [25] mph; IR illumination for night reads;

supports DC, Maryland, and Virginia plates at minimum; integrates read data and alerts with DCHA’s VMS; read accuracy per Testing and Acceptance

PoE switches Managed Layer 2+; PoE budget sized for 100% of connected devices plus 20% headroom; VLAN, 802.1X, SNMPv3, SSH; fiber uplink; NDAA 889 compliant; [DCHA to confirm brand standard]

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Item Salient characteristics (minimum)

Cabling Category 6 minimum, UL listed; outdoor-rated where exposed; fiber (OM4 multimode or OS2 single-mode) for runs over 90 m or between buildings

Enclosures and power Lockable NEMA 4X enclosures outdoors; surge protection on each outdoor run; UPS with at least [30] minutes runtime at full PoE load

Project Management, Schedule, and Deliverables. The contractor shall manage the work as one program across all 33 properties, with a single accountable project manager and properties sequenced in groups approved by the COTR.

Key personnel. Name a dedicated Project Manager and a Site Superintendent, and an RCDD or equivalent-certified designer responsible for Site Survey Reports. Key personnel may not be replaced without CO approval of equally qualified substitutes.

Meetings and reporting. Hold a kickoff meeting within 10 days of NTP, weekly status meetings with the COTR, and submit a written status report weekly covering progress by property, devices installed and accepted, issues, risks, upcoming site access needs, and safety incidents.

Quality control. Submit a Quality Control Plan describing installation inspections, test procedures, and how defects are tracked to closure.

Deliverable Due Approved by

Project schedule (baseline, by property)

10 days after NTP; updated monthly

COTR

Quality Control Plan and Safety Plan 10 days after NTP COTR

Key personnel list and background check confirmations

10 days after NTP COTR

Equipment submittals and NDAA 889 certifications

Before any order COTR

Site Survey Report Per property, before installation COTR

Permits Before work requiring them DC DOB / COTR

Acceptance Test Plan 15 business days before first test COTR

Weekly status report Weekly COTR

Certified payrolls and Section 3 reports

Weekly / as required DCHA Procurement

Test results and burn-in report Per property, at Substantial Completion

COTR

Closeout package (as-builts, inventory, configs, warranties)

Per property, before Final Acceptance

COTR

Training delivered and recorded Before final property acceptance COTR

Attic stock turnover At final acceptance COTR

Milestones. All Site Survey Reports approved within 45 days of NTP; Substantial Completion of all properties within 90 days of NTP; Final Acceptance within 120 days after Substantial Completion.

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Payment. Invoicing is tied to accepted milestones per property, not to equipment delivery. DCHA will retain 10% of each payment until Final Acceptance of that property. Equipment stored off site is not paid for before installation.

Site Conditions, Resident Coordination, and Safety

All properties are occupied residential communities; work shall minimize disruption to residents and keep every building safe and accessible throughout.

• Work hours: 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding DCHA holidays, unless the COTR approves otherwise in writing.

• Notice to residents: Give the property manager at least [72] hours’ notice of work at each building so DCHA can notify residents. Entry into any dwelling unit requires DCHA escort and advance notice under the lease.

• Access: DCHA will provide access to common areas, roofs, and network closets. The contractor is responsible for any keys or access cards issued and pays for re-keying if they are lost.

• Identification: All workers wear company-issued photo ID and visible company clothing while on site.

• Site safety: Maintain a written Safety Plan; barricade work areas and lifts; keep egress paths, fire doors, and accessible routes clear at all times; no unattended open ceilings, ladders, or tools.

• Existing systems: Do not interrupt fire alarm, access control, elevator, or existing camera systems without the COTR’s prior approval. Repair any damage to DCHA property, utilities, or landscaping at the contractor’s cost.

• Staging and cleanup: Stage materials only where the property manager designates; remove debris daily.

• Insurance: Maintain commercial general liability, auto, workers’ compensation, umbrella, and professional and cyber liability at limits DCHA specifies in the solicitation, naming DCHA as additional insured.

Warranty, Maintenance, and Support

The contractor warrants workmanship for 2 years and passes through manufacturer equipment warranties of at least 5 years, each starting at Final Acceptance of the property.

• Workmanship warranty: Repair or replace, at no cost, any defect in installation, cabling, terminations, mounting, weatherproofing, or configuration.

• Response times during warranty: Acknowledge a service call within 4 business hours. Restore service within 5 business days for a single device, and within 1 business day for any outage of four or more devices or any LPR.

• Advance replacement: Use attic stock or advance-replacement units so devices are not left offline during manufacturer RMA.

• Firmware support: During the workmanship warranty, assist ITD with up to 2 firmware update cycles per year across the installed devices.

• Service log: Report every warranty call with date, device, fault, fix, and time to restore, summarized quarterly.

[END OF PART 2 – SCOPE OF SERVICES]

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PART 3 – PROPOSAL EVALUATION

3.1 Clean Hands Policy

Procurement actions shall be conducted only with responsible contractors who have the technical and financial competence to perform, who have fiscal responsibility in business dealings, and who have a satisfactory record of integrity. Before awarding a contract, DCHA shall review the proposed contractor’s ability to perform the contract successfully, considering factors such as the contractor’s integrity, compliance with public policy, record of past performance on DCHA and other jobs (including contacting previous clients of the contractor), and financial and technical resources. DCHA shall not award a new contract or conduct new business with a bidding contractor, vendor or applicant who (i) has past due financial obligations or indebtedness to DCHA pursuant to a contract or other transaction and has not fulfilled the obligation prior to submission of a bid, proposal or application for a contract, (ii) has an existing claim, demand, litigation action, investigation, hearing, or other legal, administrative, arbitral or similar proceeding or dispute against DCHA, whether civil or criminal (including any appeal or review of any of the foregoing) or (iii) in DCHA’s reasonable discretion, has taken action that may give rise to or threatened to assert a claim, demand, litigation action, investigation, hearing, or other legal, administrative, arbitral or similar proceeding or dispute against DCHA, whether civil or criminal (including any appeal or review of any of the foregoing) or other dispute against DCHA. The Executive Director may waive the requirements of this paragraph for good cause as determined to be in the best interest of DCHA best interests.

3.2 Submittals

Proposals shall be submitted via DCHA E-Procurement electronic sourcing platform. DCHA will not accept any proposal in part or in whole through any other means. The following Required Representations and Certifications must be uploaded to the Prerequisites page as a part of a Respondent’s proposal.

NOTE 1: Forms shall be completed, signed, and notarized where required or marked “Not Applicable” where appropriate.

NOTE 2: All forms are available in Adobe's PDF format for viewing and printing. To view and use the forms you must install Adobe Acrobat Reader on your computer. Acrobat 5.0 (minimum) is required for all fillable forms.

All Required Representations and Certifications and responses to Evaluation Questions are due by the RFP due date and time. No responses will be accepted by e-mail or received after the due date and time has passed.

3.3 Evaluation Process, Evaluation Factors and Award

The proposal evaluating process is designed to award the contract, not necessarily to the Respondent(s) of least cost, but rather to the Respondent(s) whose proposal represents the best overall value as determined by an evaluation of the best technical score (a combination of qualifications and experience) and price/costs.

Evaluations are based upon the evaluation factors and weights specifically established within this RFP.

Proposals shall not exceed thirty 30 pages, excluding the Price Proposal and supporting materials as detailed in Section 3.4 and 3.5 below. Proposals shall be submitted in two parts: Part I shall be titled, “Technical Proposal” and Part II shall be titled, “Price Proposal”. Respondents shall submit one (1) electronic copy of both the Technical Proposal and Price Proposal in Microsoft Word or Adobe PDF Format, prepared in such format and detail as to enable DCHA to make a thorough evaluation thereof and to arrive at a sound determination as to whether the Respondent can meet the requirements set forth in this RFP. Electronic Proposals may not be formatted to restrict DCHA access to view content after the date of submission. The Technical Proposal shall not contain any pricing information in Microsoft Word or Adobe PDF Format, prepared in such format and http://www.uspto.gov/web/menu/plugins/pdf.htm

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3.4 Proposal Format

Proposal responses must meet the following format requirements:

a. Proposals must include each item in the order outlined below in Sections 3.5.

b. Technical Proposals must be in an 8 ½ X 11 format, letter size paper, printed single-sided, bound length wise, minimum 10pt font size, minimum ¾” margins, and separated with tabs (indicators) to identify sections.

c. Each sub-section must be separated by a coversheet with sub-section headings.

d. Technical Proposals are limited to thirty (30) pages excluding the Title Page, Table of Contents, Section

Coversheet/Dividers, Exhibits and supporting documentation. Proposals that exceed the page limitation will not be reviewed and determined non-responsive.

e. Electronic Proposals may not be formatted to restrict DCHA access to view content after the date of submission.

f. Proposals shall be paginated and organized as described below.

3.5 Proposal Content

PART I: Technical Proposal shall contain:

1) Table of Contents

2) Letter of Interest

3) Documentation to substantiate each listed Evaluation Criteria

a) Qualifications

b) Past Performance

c) Staffing Plan/Methodology

4) References

5) Certifications and Affidavits

PART II: Cost Proposal shall contain cost proposals only:

1) Complete Exhibit 1- Cost Proposal

Respondent(s) must provide all information outlined in the Evaluation Factors (as defined below) for the Respondent’s proposal to be considered responsive. The quality of answers rather than length of responses to this RFP is important.

After evaluations, the Evaluation Committee will determine a competitive range. The competitive range includes the proposals that have a reasonable chance of being selected for the award considering all aspects of the RFP. DCHA will negotiate with the Respondent(s) who fall within the competitive range. If required, only those Respondents within the competitive range may be selected for an oral presentation and/or interview.

The presentation/interview process will be arranged to assist the evaluation committee in differentiating those Respondents within the competitive range. Points may be added or deducted from the Respondent’s preliminary score as deemed necessary by the evaluation committee. DCHA reserves the right to negotiate the final scope of services, price, schedule and any and all aspects of this solicitation with all Respondents in the competitive range.

Once negotiations are complete, DCHA shall establish a date and time for the submission of the best and final offers. If a Respondent does not submit a notice of withdrawal of its offer, or a best and final offer, the

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Respondent’s immediate previous offer shall be construed as its best and final offer. The best and final offers shall be evaluated in essentially the same manner as the initial offers unless otherwise specified. The contract shall be awarded to the responsible Respondent whose qualifications, price and other factors considered are the most advantageous to DCHA.

The maximum points that shall be awarded for each of the Evaluation Factors are detailed and described below.

The establishment, application and interpretation of the above Evaluation Factors (Questions) shall be solely within the discretion of DCHA. DCHA reserves the right to determine the suitability of proposals on the basis of all of these factors.

EVALUATION FACTORS DESCRIPTIONS

The maximum points that shall be awarded for each of the Evaluation Factors are detailed and described below.

3.6 Evaluation Factors and Award

The proposal evaluation process is designed to award the contract to the Respondent representing the best value to DCHA as demonstrated through submission of responses to the evaluation factors established expressly for this RFP.

Respondents must provide all information outlined in the Evaluation Factors to be considered responsive.

Proposals will be evaluated based on the responsiveness of the Respondent’s information to the Evaluation Factors which will demonstrate the Respondent’s capacity to perform the required services of this Request for Proposals.

Proposals will be evaluated based on the following Evaluation Criteria/Factors:

WEIGHTED SCORING EVALUATION FACTORS MAXIMUM POINTS

A. Experience & Qualifications 30

B. Past Performance 20

C. Staffing Plan/Methodology 15

D. References 15

E. Cost Proposal 20

MAXIMUM TOTAL POSSIBLE POINTS 100

The establishment, application and interpretation of the above Evaluation Factors shall be solely within the discretion of the District of Columbia Housing Authority (DCHA). DCHA reserves the right to determine the suitability of proposals on the basis of all of these factors.

3.7 Evaluation Factor Description

A. Experience and Qualifications (30 points)

Describe your firm’s qualifications and experience for providing DCHA with the requested services.

Include the following at the minimum in your response.

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(1) Provide a description of the Respondent’s organization.

(2) Provide the mission statement and vision of the Respondent organization.

(3) Provide documentation, testimonials, references (see paragraph D below) and other relevant evidence supporting the project experience described above.

(4) Strong project management and stakeholder coordination capabilities, with the ability to collaborate effectively across internal departments, external agencies, and resident communities.

(5) At least 3 completed video surveillance projects of 500+ cameras each within the past 5 years, at least one for a public housing authority or government agency, with references.

(6) Authorized partner status with the proposed camera manufacturer, and manufacturer certification for installers and the designer

(7) At least one RCDD or equivalent on staff, and a DC-licensed electrician or low-voltage contractor supervising field work.

(8) EPA ERRP firm certification

(9) Experience integrating with DCHA’s VMS platform, or a manufacturer letter confirming support.

(10) No federal debarment or suspension (SAM.gov active registration)

(11) Contractor shall self-perform 100% of the cost of the contract work with its own employees, including all design, configuration, and system integration.

B. Past Performance (20 points)

The Respondent must demonstrate that it has the Experience and Qualifications.

In response to the Past Performance evaluation factor, please provide the following:

(1) Respondents must have a minimum of 5 years of experience performing services of comparable size, scope, and complexity as described within this solicitation.

(2) Respondents must have performed a minimum of 3 projects with either public housing agencies, government entities, municipalities and or private entities of similar size and scope.

C. Staffing Plan/Methodology (15 points)

In response to the Staffing Plan/Methodology evaluation factor, please provide the following:

(1) Narrative of Capability to provide scope of services;

(2) Professional Overview;

(3) Key Personnel Qualifications, Certifications & Industry Affiliations;

(4) Provide documentation to substantiate experience to include the resume(s) of all persons who would work on matters if awarded the contract.

D. References (15 points)

This factor will be evaluated based on evidence of the following up to a maximum of five points per reference as follows.

In response to the References evaluation factor, please provide the following:

(1) Quality of Work

(2) Consistency with Performance

A minimum of one of the three references must be from a public housing authority, municipality, county, or other governmental agency. References must be typed and completed on “Exhibit 2” (please do not write in information as your penmanship may not be legible and may cause delay in confirming and/or moving forward your proposal for evaluation).

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References shall be contacted to verify project award, performance and quality of work. DCHA may not be included as references.

E. Cost Proposal (20 points)

This factor will be evaluated using a set ratio formula to evaluate the price category and evaluated by utilizing the ratio of the lowest cost provider times the number of points available for this category.

In response to the Cost Proposal evaluation factor, please provide the following:

(1) Price Proposal submitted on and in the format of Pricing Exhibit(s)- 5 Points

(2) Price Reasonableness in relation to DCHA Independent Cost Estimate, Scope of Service and

Market Rate - 15 Points

Lowest Price Proposal÷ Current Price Proposal × Maximum Points Available =Price Score

MAXIMUM TOTAL POSSIBLE POINTS...................................................................................................... 100 POINTS

3.8 Responsibility Determination

The responsibility determination includes consideration of a Respondent’s record of integrity and business ethics, compliance with public policy, past performance with DCHA (if any) and other entities, financial capacity, and eligibility to perform government work (e.g., debarment/suspension from any Federal, State, or local government). DCHA reserves the right to perform whatever research it deems appropriate in order to assess the merits of any Respondent’s proposal and utilize the information gathered in the final evaluation of those firms in competitive range.

a) Financial Capacity Determination

DCHA shall make an assessment of the Respondent’s financial capacity, that is, whether in the sole opinion of DCHA, the Respondent is capable of undertaking and completing the RFP scope of services delineated within this RFP in a satisfactory manner. DCHA will award a contract only to the responsible Respondent who, in DCHA’s sole opinion, has the financial ability to successfully perform under the terms of this RFP. DCHA’s determination will include an assessment of the Respondent’s financial resources/ability to perform the scope of services in accordance with the RFP requirements.

Respondents who make the competitive range may be asked to submit financial information. Failure by the Respondent to provide such information within the allotted time will render the Respondent ineligible for award.

b) Technical Capacity Determination

DCHA will conduct a survey relating to the Respondent’s record of performance on past and present projects that are similar to the scope of services identified in this RFP, which may include services/projects not identified by the Respondent. DCHA reserves the right to perform whatever research it deems appropriate in order to assess the merits of any Respondent’s proposal. Such research may include, but not necessarily be limited to, discussions with outside Respondents, interviews and site visits with the Respondent’s existing clients and analysis of industry reports.

DCHA will make a finding of the Respondent’s Technical Resources/Ability to perform the RFP scope of work based upon the results of the survey.

A Respondent will be determined responsible if DCHA determines that the results of the Technical Resources/Ability survey reflect that the Respondent is capable of undertaking and completing the RFP scope of services in a satisfactory manner.

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DCHA reserves the right to award this contract to one Respondent, to make multiple awards and to award without discussions. DCHA may reject any or all offers if such action is in DCHA’s interest, award contract other than to the lowest Respondent, waive informalities and minor irregularities in offers received, and award all or part of the requirements stated.

Proposals that are considered nonresponsive will not receive consideration. DCHA reserves the right at any time during the evaluation process to reconsider any proposal submitted. It also reserves the right to meet with any Respondent at any time to gather additional information. Furthermore, DCHA reserves the right to delete, add or modify any aspect of this procurement through competitive negotiations up until the final contract signing.

3.9 Point Awarded Range

Pertaining to the Subjective Factors, please note the following range of points awarded (points pertaining to this RFP are shaded—please also see the Evaluation Factors detailed within the preceding Section 3.7):

Points Awarded Range

Classification* Rating % 10 100**

Acceptable Excellent 95%/+ 10 95-100

Acceptable Very Good 90%/+ 9 90-94

Potentially Acceptable Good 80%/+ 8 80-89

Potentially Acceptable Average 70%/+ 7 70-79

Unacceptable Poor <70% 0-6 0-69

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

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

a) Potential "Competitive Range" or “Best and Finals” Negotiations.

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

b) Determination of Top-ranked Proposer.

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

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i. Minimum Evaluation Results. To be considered to receive an award a proposer must receive a total calculated average of at least 70 points (of the 100 total possible points detailed within

Section 4.1 herein).

ii. Ties. In the case of a tie in points awarded, the award shall be decided as detailed within

Section 6.12.C of HUD Procurement Handbook 7460.8 REV 2, by “drawing lots or other random means of selection.”

3.10 DC Council Approval Mandate

In accordance with DC Council mandate, any contract(s) awarded by DCHA and meet the requirements listed below require DC Council Approval. The Council has two approval workflows. (1) Passive- contract is approved within 10 days of submittal; and (2) Active- contract may take up to 45 days after submittal. The proposed contract under this resolution is subject to DC Council approval based on the aggregate total and multi-year award requested above.

I. Multi-year contracts;

II. Aggregate total is equal to or greater than $1,000,000.00;

III. Or both 1 and 2.

[END OF PART 3 – PROPOSAL EVALUATION]

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PART 4 – GENERAL CONDITIONS

4.1 Licenses, Permits and Certifications

Before a contract pursuant to this RFP is executed, the apparent successful Respondent(s) must hold all necessary, applicable professional licenses required by the District of Columbia and all other regulatory agencies necessary to complete the Services. The Respondent shall obtain, at the Service Provider’s expense, any permits, certificates and licenses as may be required in the performance of the work specified. All required licenses shall remain active and valid during the entire duration of the subsequent contract. DCHA may require any or all Respondents to submit evidence of proper licensure.

4.2 DCHA Section 3 Policy

Section 3 of the Housing and Urban Development Act of 1968, as amended (12 U.S.C. 1701 u) requires that DCHA ensure that employment and other economic and business opportunities generated by HUD financial assistance, to the greatest extent feasible, are directed to public housing residents and other low-income persons, particularly recipients of government housing assistance, and business concerns that provide economic opportunities to low and very-low-income persons.

I. Benchmarks and goals:

a. Labor-hour target. DCHA adopts HUD’s national safe-harbor benchmarks published at 85

FR 61524 and referenced in 24 CFR 75.23. At least 25 percent of total labor hours must be worked by Section 3 Workers, and 5 percent of total labor hours (counted within the 25 percent) must be worked by Targeted Section 3 Workers.

b. Business Concern spend. Direct at least 10 percent of total contract value to certified Section 3 Business Concerns for construction or rehabilitation work and 3 percent for professional-services work.

II. Proposal submission:

a. Schedule A – Contract Compliance Affidavit, or;

b. Schedule B – Section 3 Business Utilization Plan with a concise Section 3 Action Plan that lists projected job titles, labor-hour commitments, planned Section 3 subcontracts or purchase orders, and any training slots.

III. Illustrative opportunities:

Administrative support, payroll processing, bookkeeping, landscaping, painting, carpentry, catering, research assistance, and similar scopes qualify when Section 3 talent or firms can perform them.

IV. Reporting cadence:

The selected contractor files a Monthly Labor-Hour Report by the fifth business day of each month and a Quarterly Section 3 Performance Report that tracks Action-Plan progress. DCHA may request additional data at any time.

V. Enforcement:

Failure to meet reporting deadlines, labor-hour benchmarks, or business-concern goals may trigger a Corrective Action Plan, payment withholding, termination for default, or referral to HUD for suspension or debarment.

VI. Attachments:

Attachment M – Section 3 Contractor Compliance Agreement and Attachment N – Section 3 Action Plan (fillable) are part of this solicitation and must be completed before award.

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4.3 Certification Regarding Debarment

The Respondent certifies by submission of its offer, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by a Federal department or agency. All Respondents are required to submit a Disclosure Statement if this is not the case.

4.4 Respondents’ Status

Respondents and their agents will be held to be an independent contractor and will not be an employee of

DCHA.

4.5 Funding Limitations

This procurement may be funded, in whole or in part, by grant funds provided by the U. S. Department of Housing and Urban Development. DCHA will not be bound to any contract if funding has been disallowed by

HUD.

4.6 Government Restrictions

In the event any governmental restrictions may be imposed which would necessitate alteration of the material, quality, workmanship or performance of the goods or the material, quality, workmanship or performance of the goods or services offered, it shall be the responsibility of the successful Respondent to immediately notify DCHA in writing specifying the regulation which requires an alteration. DCHA reserves the right to accept any such alteration, including any reasonable price adjustments occasioned thereby, or to terminate the contract at no expense to DCHA.

4.7 Insurance

Contractors will be required to obtain and maintain the following insurance coverage during the entire contract period:

A. Minimum Limits and Coverage

I. Worker’s Compensation and Employer’s Liability with the following minimum limits and coverage:

a. Workers Compensation- Statutory Limit in accordance with the laws of the District of Columbia

b. Employer’s Liability:

$500,000 bodily injury for each accident $500,000 bodily injury by disease for each employee

$500,00…