RFP 2026-115 ON CALL MOBILE-FOOT PATROL SECURITY RESOLICITATION.pdf

PROCUREMENT THROUGH

SMALL PURCHASE PROCEDURES - RFP

2026-115-On Call Mobile-Foot Patrol Security (Resolicitation)

Released August 13, 2026

CONTENTS:

Section 1: Special Instructions to Respondents Section 2: Scope of Services Section 3: Price Form and Contractor Information (signature required) Section 4: General Terms and Conditions

ATTACHMENTS:

Acknowledgement of Addenda (signature required) HUD-5370 C General Conditions for Non-Construction Contracts- Section 1 Sample Contract HACH- Special conditions for Non-Construction Contracts HACH Section 3 Plan Section 3 Statement of Compliance (applicable) Section 3 Contractor Compliance Commitments (applicable) Security Standard Wage Benefits Rates 2025-2029 (These rates represent minimum required compensation standards and are not guaranteed payment rates by the Authority)

SCHEDULE OF EVENTS:

Solicitation Issuance Thursday, August 13, 2026 Pre-Response Conference None Scheduled Last Date for Questions Thursday, August 27, 2026 by 2:00 pm Responses Due Thursday, September 3, 2026 Award/Contract Effective Week of September 7, 2026

[BONDS ARE NOT REQUIRED FOR THIS SOLICITATION]

SECTION 1

INSTRUCTIONS TO RESPONDENTS

1.1. INTRODUCTION

The Housing Authority of the City of Hartford (the “Authority”) is issuing this Small Purchase Solicitation (“SPS”) seeking to contract with [one OR one or more contractors] ([each a] [the] “Contractor”) to provide on call armed and unarmed Mobile and Standing/Foot patrol Security Personnel services to various Authority locations on an "as needed, when needed" basis. It is the intent of this solicitation and the resulting contract to provide for uniformed security guard services at different levels of expe-rience and expertise for multiple Authority properties. The Authority reserves the right to make one award or multiple awards under this SPS, whichever is deemed to be in its best interest. Any obligations of those submitting responses in response to this SPS (“Respondents”) continue to be obligations of Contractor(s) when awarded. Awards will be based on price and other factors as described in this SPS.

Term Contract. The term of the contract resulting from this solicitation (the “Contract”) will be for three (3) years commencing on the date of award. Upon satisfactory completion of the initial term of the Contract, the Authority may extend the term of this Contract for two additional one-year terms at its sole option at the prices initially response by each successful Contractor.

The Authority shall provide Contractor with written notice of its intent to extend the Contract at least ninety (90) days prior to the expiration of the then current Contract term.

Quantities. The Contract is an indefinite delivery, indefinite quantity contract. Services are required as and when needed. The

Authority reserves the right to make partial or full award of the services described below.

Non-Exclusive. The Contract is not an exclusive contract and there is no guarantee as to the amount of work to be assigned for any particular period of time. The Authority reserves the right to go out to separate solicitation for major projects or for assignments not covered by the Scope of Services described in this SPS.

Funding. The Contract is contingent upon continued funding availability from one or more sources including federal funds. In the event that funds are not available at any time during the Contract term, the Authority reserves the right to cancel the Contract.

In such event, each Contractor will be paid for satisfactory services provided to date of cancellation.

1.2. PRE-RESPONSE MEETING/INDEPENDENT SITE INSPECTIONS

A pre-response meeting has not been scheduled for this SPS.

Independent Site Inspections Required. Respondents should conduct site inspections to avail themselves of the general condi-tions that exist for each of the locations specified in the Scope of Services. Respondents are responsible for having taken steps reasonably necessary to ascertain the nature and location of the work, and the general and local conditions which might affect the work or the cost thereof prior to submitting a bid. Failure to inspect will not be grounds to alter Contractor’s responsibility to successfully perform the work without additional expense to the Authority.

1.3 QUESTIONS AND COMMUNICATION

All questions must be put in writing to the SPS Contact named below no later than the date indicated on the cover of this

SPS. The intent of this requirement is to assure that all Respondents are in receipt of the same information and to allow the

Authority sufficient time to post questions and answers in an Addendum to this SPS. The Authority reserves the right to use its discretion in issuing Addenda for questions and answers; only those questions and answers which might materially affect a vendor’s response will result in an Addendum. It is the responsibility of each Respondent to check the Authority’s website:

www.hartfordhousing.org for a copy of all Addenda issued for this SPS.

NOTE: Any solicitation or lobbying directed to any Authority staff or the Board of Commissioners is prohibited and is a ground for disqualification of Respondent responses.

SOLE CONTACT

Larry Johnson Contracting Officer

180 John D Wardlaw Way Hartford, CT 06106 email: bids@hartfordhousing.org www.hartfordhousing.org

1.4. RESPONSE DEADLINE AND DELIVERY

Respondents must utilize email submission to bids@hartfordhousing.org and submit by the date and time identified on the cover page of this solicitation. No mailed originals will be accepted.

1.5. RIGHT TO VERIFY INFORMATION

The Authority reserves the right to verify any and all information provided in each response. If there is evidence of misleading or false information, the Authority may, in its discretion, reject the Respondent’s submittal.

1.6. RESPONSE EVALUATION

The Authority will assign an agent to review each response to determine if it substantially complies with the requirements and procedures contained in this SPS. Responses that are not in substantial compliance will not be considered further.

Responses will be evaluated in accordance with the terms and provisions of the Authority’s procurement policy.

Evaluation will include all costs provided for in each response, as well as any one or more of the following: operational and financial capacity to perform, demonstrated record of integrity and business ethics, quality of prior performance. In the event of indefinite quantities, the Authority may apply hypothetical or prior year experience to identify successful respondents.

1.7. RESPONDENT QUALIFICATIONS

Contractors must be properly licensed to do business within the State of Connecticut. Respondents must have at minimum a valid Connecticut unarmed security guard license in accordance with Conn, General Statute Chapter 538, Section 29-161g et al.

shall provide copies of such licenses upon request. (See Section 2 Scope of Services for additional information) Armed security guards in the State of Connecticut are required to have a licensed certification card with the Firearms Permit Endorsement Class

1 on their CT Permit for Pistols and Revolvers. This is known as the Blue Card. Any successful Contractor shall have a person available during normal business working hours to address any problems or complaints of the Authority. The Authority may make such investigations deemed necessary to determine the ability of the Contractor to perform the services outlined in the scope of work. If requested, the Contractor shall provide the Authority with all such information and data for this purpose. The

Authority reserves the right to reject any response if the evidence submitted by or derived from an investigation fails to satisfy http://www.hartfordhousing.org/ http://www.hartfordhousing.org/ the Authority that the Contractor has the capacity to carry out the obligations of the Contract and to complete the work specified in this SPS.

1.8. SOCIO ECONOMIC CONSIDERATION

The purpose of Section 3 of the Housing and Urban Development Act of 1968 (12 U.S.C. 1701u) as amended by the Housing and Community Development Act of 1992 (“Section 3”), is to ensure that employment and other economic opportunities generated by certain U.S. Department of Housing & Urban Development (HUD) financial assistance provided to the Housing

Authority of the City of Hartford (HACH), to the greatest extent feasible, and consistent with existing Federal, State, and local laws and regulations, are directed to Low-Income and Very Low-Income persons, particularly those who are recipients of govern-ment assistance for housing, and to business concerns that provide economic opportunities to Low-Income and Very Low-

Income persons. Microsoft Word - HACH Section 3 Plan (CLEAN 12-14-2021) (1) (hartfordhousing.org)

The Contract resulting from this solicitation is subject to the terms of Section 3 as described in the attached Section 3 Plan of the Housing Authority of the City of Hartford. Respondents are required to submit the attached Section 3 Contractor Com-pliance Commitments with their response. In addition to Section 3, the Authority encourages responses from small businesses including minority and women owned businesses.

1.9. PRICING

All offers shall be firm for a period of ninety (90) days following the response due date.

Pricing must include all charges necessary to fulfilling the terms of the Contract.

1.10. OPTIONAL PRICE ADJUSTMENT CLAUSE

The Contractor warrants that the pricing stated herein will remain firm for the duration of the initial three (3) year term of the

Contract. Upon receipt of notice of the Authority’s intent to extend the Contract the Contractor shall have the right to request a price adjustment only during the thirty (30) days immediately following its receipt of notice. During this thirty (30) day period, the Contractor may submit a request in writing to the Authority for a price adjustment that is consistent with and relative to price changes consistent with market trends in the industry and which changes are outside of the Contractor’s control. The

Contractor must fully document its request, attaching to the request, without limitation, such market data as support the re-quested adjustment. The Authority may, in its sole discretion, approve or disapprove the requested adjustment, in whole or in part. Any approved adjustment shall be final and shall remain unchanged until the next renewal of the Contract. If approved, price adjustments become effective ten (10) days after the date of the approval. The Contractor shall honor any purchase orders issued prior to the effective date of the approval at the price in effect at the time of the issuance of the purchase order.

1.11. SUBCONTRACTING

The Contractor shall not have the right or power to assign, subcontract, or transfer interest in this Contract without the prior written consent of the Authority.

1.12. CONDITIONS OF CONTRACT

This SPS, including all attachments and linked terms and conditions, together with the Contractor’s response will form the entire agreement between the Contractor and the Authority. No exceptions to the Sample Contract attached to this SPS are allowable.

In the event additional services are required that have not been awarded, the Authority will have the sole and exclusive right to seek the services on the open market.

https://hartfordhousing.org/HACH%20Section%203%20Plan.pdf

The person signing the response on behalf of the bidder must be authorized to commit the respondent in contractual matters.

At no time shall the Authority make revisions, alter, or redline any Federal HUD documents, terms or conditions.

SECTION 2

SCOPE OF SERVICES

The Authority is accepting quotes for on-call standing/on foot patrol and mobile security. The Authority would anticipate being able to call the selected vendor to provide patrol services with under 24-hour notice. Please also provide a quote to per-form those services as an hourly personnel and vehicle rate. Potential utilization of on-call services is unknown at this time.

2.1. GENERAL

The Contractor shall provide unarmed/armed, in person and/or mobile security on an as needed, when needed or as operational funding allows basis. Contractor shall also perform on-call security services for the Authority at any of its developments or other facilities.

Qualified Personnel: Security personnel assigned to this Contract must possess a valid Connecticut un-armed security guard license in accordance with Conn. Gen. Statute Chapter 538, Section 29-161g et al.

Contractor shall provide copies of such licenses upon request. Such license may be used as evidence that assigned personnel have been trained in:

The introduction to security Basic first aid that will include recognizing the emergency and how to prioritize care Search and seizure that will include the Fourth Amendment and relevant statutes Use of force and Connecticut laws Basic criminal justice that includes case law, statutes, regulations, and the Constitution Public safety Terrorism, threat response and hazardous emergencies

Uniformed Personnel: Unarmed patrol officers will be properly uniformed and outfitted with appropriate security apparatus at all times. The uniform shall clearly display the name of the Contractor and the security officer’s name.

Vehicle Required: The Contractor will be required to provide a professional appearing vehicle with a highly visible “patrol” decal and a flashing security light on top of the vehicle for on call/as needed mobile patrols and other patrols as requested by the Authority.

Hours of Service: On-call hours of service as well as vehicle and staffing levels will be upon request of the Authority. Authority shall make all reasonable efforts to give at least twenty-four (24) hours notice to Contrac-tor prior to the need for on-call security services. Failure to provide such notice shall not be cause for the Contractor to fail to perform upon request.

Duties of Security Officers:

Patrols assigned areas in motor vehicles to ensure personal, building, and equipment security.

Examines doors, windows, and gates on main buildings or inside buildings, depending upon as-signment, to ensure security as required.

Informs and warns violators of rule infractions, such as loitering, smoking, or carrying forbidden articles. Note that all Authority facilities are completely smoke free for residents, employees, ven-dors, contractors and visitors as of January 1, 2024.

2.2. PRICING STRUCTURE

Pricing submitted shall reflect NET pricing PER HOUR. Any payments for benefits, travel time, mile-age to and from any jobsite, and/or miscellaneous expenses, will not be allowed.

2.3. PAYMENT

Payment will be made for actual hours worked. Holidays and early dismissal for any reason will not be covered.

2.4. HOURS

Normal working hours are as requested by the Authority. For purposes of pay calculation, the fol-lowing are considered holidays:

1. New Year’s Day;

2. Martin Luther King’s Day

3. Presidents Day

4. Good Friday

5. Memorial Day

6. Juneteenth Freedom Day

7. Independence Day

8. Labor Day

9. Indigenous People’s Day

10. Veteran’s Day

11. Thanksgiving Day 12 Christmas Day

Overtime is not allowed under this Contract.

2.5 PROPERTY ADDRESSES

Scattered Sites I Scattered Sites II Percival Smith Tower

49-51 Cabot Street 275-293 Bellevue Steet 80 Charter Oak Avenue

231-233 Park St 107-11 Benton Street Betty Knox Apartments

58-60 Edgewood Street 115-117 Benton Street 141 Woodland Street

29-21 Enfield Street 114 Brook Street Mary Mahoney Village

29-31 Enfield Street 81-83 Cabot Street 73-81 Vine

19-21 Orange Street 3-21 Sandford Street Kent Apartments

31-33 Orange Street 6-8 Winter Street 188 Sigourney Street

1532-1534 Park Street 9-17 Winter Street Mary Shepard Place

68-70 Pliny Street 165-181 Wooster Street Buildings 1-9

182-184 Seymour Street Scattered Sites III New Communities

113-115 Westland Street 459-469 Garden Street Nilan Street

124-126 Wooster Street 590-592 Garden Street Sequin Street

140-142 Wooster Street 598-600 Garden Street Margarita Drive

146-148 Wooster Street 452-456 Hudson Street Dart Street

726 New Britain Avenue Stowe Village

Theodor Napper Lane

Kensington Street

Hampton Street

SECTION 3

PRICE FORM AND CONTRACTOR INFORMATION

Cost plus pricing is absolutely prohibited. This prohibition includes all subcontractor price or administrative markups as well as any part or supply markups. The Authority will not reimburse for travel, mileage, hotel, meals or other related expenses and will not pay for travel time to and from Authority locations. Please submit hourly rate to supply security personnel as indicated. No minimum hourly rate block of times will be accepted.

SECTION 3

BID FORM

Pricing for Authority Developments

Hourly Rate

Armed

Hourly Rate

Non-Armed

1. On Call Mobile Patrol "Spot Check" per each check (this may in-clude physical interior spot check of building, and/or physical spot check of exterior of building, which includes walking the properties) $

2.On Call Mobile Patrol "Spot Check" per each check (holiday)

(this may include physical interior spot check of building, and/or physical spot check of exterior of building, which includes walking the properties) $

3.On Call Mobile Patrol "Spot Check" per each security, per hour

(this may include physical interior spot check of building, and/or physical spot check of exterior of building, which includes walking the properties) $

4. On Call Mobile Patrol, hourly vehicle rate (this may include phys-ical interior spot check of building, and/or physical spot check of exterior of building, which includes walking the properties) $

5. On call Mobile Patrol, per security person, per hour (holiday)

(this may include physical interior spot check of building, and/or physi-cal spot check of exterior of building, which includes walking the proper-ties) $

6. On call Standing foot patrol, per security person, per hour (this may include physical interior spot check of building, and/or physical spot check of exterior of building, which includes walking the properties) $

7. On Call Standing foot patrol, per security person, per hour

(holiday) (this may include physical interior spot check of building, and/or physical spot check of exterior of building, which includes walking the properties) $

CONTRACTOR INFORMATION:

1. Owner of the Company_________________________________________________

2. List the number of years in business _______________________________________

3. Is your business full or part-time? _________________________________________

4. List the number of temporary workers and their position titles employed on a regular basis (attach list)

5. Do you maintain an office that is staffed during normal daily working hours? ________

6. Who is the Authority’s contact person for this Contract?

Name: _______________________________________

E-mail Address: ________________________________

Phone Number: ________________________________

7. List at least three (3) references of firms to which your company has provided similar services within the past year.

8. What equipment will you use to perform the services in this SPS? (Use a separate sheet of paper, if necessary, to list all equipment and material, include make, model, registration #’s):

By signing and submitting this response form, the Contractor certifies the following:

1. This response is signed by an authorized representative of the Contractor.

2. Contractor is in compliance with all Federal, State and Local licensing requirements and shall continue to maintain such compliance during the term of the Contract.

3. The Contractor can obtain insurance certificates as required within 10 calendar days after notice of award.

4. Fees will remain firm for the duration of the Contract unless the response pricing specifically allows for price escalation and/or a price change clause is included in this SPS and is exercised in accordance with its terms.

5. All labor costs, direct and indirect, have been determined and included in the proposed cost.

6. The Contractor has attended the pre-response meeting and site visits (if applicable) and is aware of pre-vailing conditions associated with performing these services.

7. The Contractor has read and understands the conditions set forth in this response and agrees to them with no exceptions.

I, THE UNDERSIGNED, CERTIFY THAT THIS RESPONSE IS MADE WITHOUT PRIOR UNDERSTAND-

ING, AGREEMENT, OR CONNECTION WITH ANY OTHER CONTRACTOR SUBMITTING A RESPONSE

FOR THE SAME SERVICES, AND IS IN ALL RESPECTS FAIR AND WITHOUT COLLUSION OR FRAUD.

I AGREE TO ABIDE TO ALL TERMS AND CONDITIONS OF THIS RESPONSE AND CERTIFY THAT I

AM AUTHORIZED TO SIGN THIS RESPONSE AS OR FOR THE CONTRACTOR.

Therefore, in compliance with this SPS and subject to all conditions herein, the undersigned offers and agrees to perform the services or deliver the goods in accordance with the specifications and conditions in this response at the prices quoted if this response is accepted within 90 days from the date it is due.

CONTRACTOR:

PHYSICAL ADDRESS:

CITY, STATE, ZIP: __________________________________________

TELEPHONE: ______________________________________________

FAX: ______________________________________________________

FEDERAL EMPLOYER IDENTIFICATION NUMBER: ___________________________

E-MAIL ADDRESS: ______________________________

BY: ______________________

Signature Typed or printed name

Title:

Date:

THIS FORM MUST BE SIGNED AND INCLUDED IN YOUR RESPONSE. FAILURE TO PRO-

VIDE ANY OF THE INFORMATION REQUIRED HEREIN INCLUDING CONTRACTOR SIGNA-

TURES MAY RESULT IN YOUR RESPONSE BEING DEEMED NON-RESPONSIVE

SECTION 4

GENERAL TERMS AND CONDITIONS

1. SIGNED RESPONSE CONSIDERED AN OFFER: Receipt of a signed response is considered a binding offer by the Respondent which shall remain firm for a period of 90 days from the date of responses are due. In the event of withdrawal after response submission, the Authority may take such action as it deems appropriate including legal action for damages or specific performance.

2. CHANGES: The Authority has the right, at any time, to increase or decrease the scope of “Work” con-tained in this SPS to meet increased or decreased needs.

3. AVAILABILITY OF FUNDS: Any and all payments to the Contractor shall be deemed binding only to the extent of appropriated funds for the purpose set forth in this SPS.

4. NON-DISCRIMINATION: The Contractor shall not discriminate against any individuals and will take proactive measures to assure compliance with all Federal and State and Authority requirements concerning fair employment, employment of people with disabilities, and concerning the treatment of all employees without regard to discrimination based upon age, race, color, religion, sex, national origin or disability.

5. ADVERTISING: In submitting a response to the Authority, the Respondent agrees not to use the results of their response as a part of any commercial advertising without prior approval of the Authority.

6. RIGHT TO NEGOTIATE: The Authority reserves the right to negotiate fees proposed by any Respondent.

7. RIGHT TO REQUEST REASSIGNMENT OF PERSONNEL: The Authority shall retain the right to re-quest and receive a change in personnel assigned to the work if the Authority believes that such change is in the best interest of the Authority and the completion of the contracted work.

8. CONFIDENTIALITY OF RESPONSES: In submitting a response the Respondent agrees not to discuss or otherwise reveal the contents of the response to any source outside of the Authority until after the award of the Contract. Respondents not in compliance with the provision may, at the option of the Authority, be disqualified from contract award. Only discussions authorized by the issuing agency are exempt from this provision.

9. ELABORATE RESPONSES: Elaborate responses in the form of brochures or other presentations beyond that necessary to present a complete and effective response are not desired.

10. COST FOR RESPONSE PREPARATION: Any costs incurred by Respondents in preparing or submit-ting responses are the Respondents’ sole responsibility. The Authority will not reimburse any Respondent for any costs incurred prior to award of the Contract.

11. RIGHT TO SUBMITTED MATERIAL: All responses, inquiries, or correspondence relating to or in reference to this SPS, and all other reports, charts, displays, schedules, exhibits, and other documentation submitted by the Respondent become the property of the Authority when received.

12. COLLUSIVE ACTIVITY: The Respondent’s signature on the response is a guarantee that the prices quoted have been arrived at without collusion with other eligible Respondents and without effort to pre-clude the Authority from obtaining the lowest possible competitive price.

13. ERRORS AND OMISSIONS: The Respondent shall not take advantage of any errors or omissions in this

SPS. The Respondent shall promptly notify the Authority of any omissions or errors found in this docu-ment.

14. INDEPENDENT INVESTIGATIONS: The Authority reserves the right to make independent investiga-tions as to the qualifications of the Respondent. Such investigations may include contacting existing customers. The Authority reserves the unqualified right to accept or reject any and all responses, and to waive any irregularities or deficiencies as may be permitted by law when it is deemed that such action will be in the best interest of the Authority.

15. REFERENCE TO OTHER DATA: Only information which is received in response to this SPS will be evaluated. Reference to information previously submitted will not be evaluated.

16. NOTIFICATION OF AWARD: After all prerequisites and specifications have been met by the Respond-ent and the award has been made (in the case of contract approval by the Authority Board of Commis-sioners, award will be deemed made upon such approval), the successful Respondent will be notified within ten (10) working days of this award. The Authority will notify the successful Respondent in writ-ing, either by a Letter of Award or a Purchase Order or both. VERBAL NOTIFICATION OF THE

AWARD OF THE CONTRACT IS NOT CONSIDERED A RELIABLE MODE OF NOTIFICATION

AND, THEREFORE, WILL NOT BE RECOGNIZED AS AN OFFICIAL NOTIFICATION.

17. AUTHORIZIED PERSONNEL: While engaged in the performance of the services described herein, only authorized employees of the Contractor are allowed at the Authority locations where the “Work” is being performed. During the performance of these services, the Contractor employees are not to be accompanied in the work area by acquaintances, family members, associates or any other person(s) who are not a cur-rent, authorized employee(s) of the Contractor.

18. DRUG POLICY: The Contractor certifies that it maintains a drug-free work place environment to ensure worker safety and workplace integrity. The Contractor further agrees their employees shall comply with the Authority’s Drug-Free Workplace Policy.

19. SAFETY: Contractor shall insure that its employees meet and maintain all applicable OSHA or other similar workplace safety and licensing requirements (i.e. asbestos certification, electrician licensing, OSHA 10 etc.) and adhere to all OSHA and other required safety standards and regulations that apply while performing their job duties. Contractor shall provide proof of licensure and compliance with all applicable safety requirements upon request by Authority.

20. CONTINUANCE OF WORK: In the event Contract term expires and Contractor has not completed as-signments that are underway, the Authority may, at its discretion, allow Contractor to complete those assignments if the following conditions are met and evidenced in writing:

a. Contractor requests to complete the assignments that are underway.

b. The prices in Contract remain in effect until all work is completed.

c. All other contractual obligations and conditions remain the same, including insurance require-ments.

This provision does not apply to any continuance of work which would extend the Contract term (inclusive of any extensions by the Authority) beyond five years from the date of Contract award.

21. STATE AND FEDERAL REGULATIONS: The Contractor shall perform all work in accordance with

State and Federal safety regulations in regards to work zones, work areas, equipment, vehicles, tools and supplies. The Contractor shall provide all necessary and required work zone protective devices and traffic channeling devices as required under State and Federal safety regulations.

22. PUBLIC SAFETY: The Contractor shall protect the safety and convenience of the general public. The

Contractor shall perform “Work” as needed and necessary to protect the general public from hazards.

23. NO SMOKING: The Authority is 100% smoke free. Smoking is absolutely forbidden on all Authority grounds and in all Authority facilities during the entire term of this Contract. This prohibition includes smoking in vehicles parked on Authority grounds.

HOUSING AUTHORITY OF THE CITY OF HARTFORD

ACKNOWLEDGEMENT OF ADDENDA FORM

Respondent has received the following Addenda, the receipt of which is hereby acknowledged:

Addendum Number __________ Date Received: __________________

Addendum Number __________ Date Received: __________________

Addendum Number __________ Date Received: __________________

Addendum Number __________ Date Received: __________________

Addendum Number __________ Date Received: __________________

(Company Name)

(Signature)

Housing Authority of the City of Hartford

Standard Form for Small Purchase Non-Construction, Non-Maintenance Contracts Under $250,000 Total Contract Value

STANDARD FORM FOR NON-CONSTRUCTION CONTRACT

[Under $250,000 total Contract Value, No Construction, No Maintenance]

HOUSING AUTHORITY OF THE CITY OF HARTFORD

FOR PROJECT NO: {CONTRACT-NUMBER}

{NAME-OF-SERVICE}

This contract is dated {DATE}, and is between {CONTRACTOR-IN-ALL-CAPS}, a {STATE} {ENTITY-TYPE} ("Contractor"), and HOUSING AUTHORITY OF THE CITY OF HARTFORD, a public body corporate and politic organized and existing pursuant to Conn. Gen. Stat. §8‐40, et seq. ("HA").

The parties agree as follows:

1. CONTRACT DOCUMENTS. In addition to this document, the following documents constitute part of this contract:

(i) HUD Form HUD-5370-C Section 1, General Conditions for Non-Construction Contracts (“HUD-5370-C");

(ii) HA’s Small Purchase Contract T&C (Under $250,000 Total Contract Value Including All Extensions - No Construction

– No Maintenance) (“HA Special Conditions”) ;

(iii) HA’s Small Purchase Solicitation for this service, with amendments, (“SPS”); and

(iv) Contractor’s Response for this service, dated {RESPONSE-DATE} (“Response”).

If there is a conflict between any two provisions in the documents that constitute this contract, the provision that first appears in the documents listed governs: (i) this contract document; (ii) HA Special Conditions; (iii) SPS; then (v) Response.

2. SCOPE OF SERVICES. Contractor shall perform all work {specified in the SPS’s Scope of Services OR in accordance with Exhibit A, Scope of Services, and all other requirements stated in the SPS’s Scope of Services}.

3. TERM. The term of this contract is {three} years (“Term”). HA may extend this contract {two} times, for one year each.

4. COMPENSATION. HA shall pay Contractor in accordance with the rates set forth in {Contractor’s Response OR Exhibit B, Pricing & Compensation Plan}.

5. AUTHORITY. The person signing this contract is authorized by the Contractor to enter into this contract on behalf of the Contractor.

The parties are signing this contract as of the date stated in the introductory clause.

{CONTRACTOR}

By {Name} {Title}

HOUSING AUTHORITY OF THE CITY OF HARTFORD

By Annette Sanderson Executive Director

Date: ________________

Project No.: ________________

STATEMENT OF COMPLIANCE WITH SECTION 3,

HOUSING AND URBAN DEVELOPMENT ACT OF 1968

(Final Rule took effect November 30, 2020)

A. The project assisted under this contract/ agreement is subject to the requirements of Section

3 of the Housing and Urban Development Act of 1968, as amended. The purpose of Section

3 is to ensure that employment and other economic opportunities generated by certain U.S.

Department of Housing & Urban Development (HUD) financial assistance provided to the

Housing Authority of the City of Hartford (HACH), to the greatest extent feasible, and consistent with existing Federal, State, and local laws and regulations, are directed to Low-

Income and Very Low-Income persons, particularly those who are recipients of government assistance for housing, and to business concerns that provide economic opportunities to Low-Income and Very Low-Income persons.

B. Notwithstanding any other provisions of this contract/ agreement, recipient shall carry-out the provisions of said Section 3 and the regulations issued pursuant thereto by the Secretary as well as all applicable rules and orders of the Secretary issued thereunder prior to the execution of this contract/ agreement. The requirements of said regulations include, but are not limited to, development and implementation of an affirmative action plan for utilizing business concerns located within or owned in substantial part by persons residing in the area of the project and the making of best efforts, to the greatest extent feasible, to provide training, employment, and business opportunities required by Section 3. The applicant/ recipient certifies and agrees that it is under no contractual or other disability which would prevent it from complying with these requirements.

Applicant/ Company Name: _______________________________________________________

Address: ______________________________________________________________________

Telephone No.: _________________________________________________________________

By: __________________________________________________________________________

Printed Name: __________________________________________________________________

Title: _________________________________________________________________________

Housing Authority of the City of Hartford

Section 3 Plan

PURPOSE

The purpose of Section 3 of the Housing and Urban Development Act of 1968 (12 U.S.C.

1701u) as amended by the Housing and Community Development Act of 1992 (“Section 3”), is to ensure that employment and other economic opportunities generated by certain U.S. Department of Housing & Urban Development (HUD) financial assistance provided to the Housing Authority of the City of Hartford (HACH), to the greatest extent feasible, and consistent with existing Federal, State, and local laws and regulations, are directed to Low-Income and Very Low-Income persons, particularly those who are recipients of government assistance for housing, and to business concerns that provide economic opportunities to Low-Income and Very Low-Income persons.

HACH has developed and adopted this Section 3 Plan (the “Plan”) to identify goals, objectives and actions that will be implemented to ensure compliance with the requirements of Section 3.

HACH hereby directs the Executive Director to change and update this plan from time to time to make technical corrections and clarifying changes in response to changing market/procurement conditions or Federal regulatory changes. No further board approval is necessary to carry out such revisions. The Executive Director may not make material changes to the Plan without prior approval of the Board of Commissioners. The Executive Director shall present these changes and updates to the Board of Commissioners at the next regular Board of Commissioner’s meeting.

APPLICABILITY

A. The requirements of Section 3 apply to:

1. Public Housing Financial Assistance (no threshold spending requirement):

a. Development assistance provided pursuant to Section 5 of the United States Housing Act of 1937 (the 1937 Act);

b. Operations and management assistance provided pursuant to Section 9(e) of the 1937 Act;

c. Development, modernization, and management assistance provided pursuant to Section 9(d) of the 1937 Act; and

d. The entirety of a mixed-finance development project as described in 24 CFR 905.604, regardless of whether the project is fully or partially assisted with public housing financial assistance as defined in subsections (i) through (iii).

2. Housing and Community Development Financial Assistance expended for housing rehabilitation, housing construction, or other public construction.

3. RAD Projects to a certain extent.

B. The requirements of Section 3 do not apply to:

1. Section 8 Operations and HAP contracts;

2. Professional Services Contracts requiring a specialized degree or certification (i.e., legal services, engineering services, audit services); and

3. Contracts with no labor component (i.e., materials purchases for the warehouse)

DEFINITIONS

Any capitalized terms included herein and not defined have the meanings assigned to them in the Section 3 statutes and regulations.

“Best Efforts” and “Greatest Extent Feasible” are statutory terms, used in the statute in different contexts. As such, HUD uses both terms to track compliance, and there are many ways to interpret the language. Traditionally, HUD has used the terms interchangeably, as referenced in the statute, and will continue to be consistent with the statutory language. See 12 U.S.C. 1701u(b)-(d).

These terms are integral to the statutory intent and provide flexibility, rather than administrative burden, to grantees or recipients of HUD funding.

“Section 3 Project” Section 3 Projects are housing rehabilitation, housing construction, and other public construction projects assisted under HUD programs that provide housing and community development financial assistance when the total amount of assistance to the project exceeds a threshold of $200,000. The threshold is $100,000 where the assistance is from the Lead Hazard Control and Healthy Homes programs, as authorized by Sections 501 or 502 of the Housing and Urban Development Act of 1970 (12 U.S.C. 1701z–1 or 1701z–2), the Lead-Based Paint Poisoning Prevention Act (42 U.S.C 4801 et seq.; and/or the Residential Lead-Based Paint Hazard Reduction Act of 1992 (42 U.S.C. 4851 et seq.).

“Section 3 Worker” A Section 3 worker is any worker who currently fits, or when hired within the past five years fit, at least one of the following categories, as documented:

1. The worker’s income for the previous or annualized calendar year is below the income limit established by HUD;

2. The worker is employed by a Section 3 Business Concern; or

3. The worker is a YouthBuild participant.

“Targeted Section 3 Worker” A Targeted Section 3 Worker for Public Housing Financial Assistance projects is a Section 3 Worker who:

1. is employed by a Section 3 Business Concern; or

2. currently fits or when hired fit at least one of the following categories, as documented within the past five years:

a. A resident of public housing or Section 8-assisted housing;

b. A resident of other public housing projects or Section 8-assisted housing managed by the PHA that is providing the assistance; or

c. A YouthBuild participant.

“Section 3 Business Concern” A Section 3 Business Concern is a business that meets at least one of the following criteria, documented within the last six-month period:

1. At least 51 percent owned and controlled by low- or very low-income persons;

2. Over 75 percent of the labor hours performed for the business over the prior three-month period are performed by Section 3 workers; or

3. A business at least 51 percent owned and controlled by current public housing residents or residents who currently live in Section 8-assisted housing.

“Low-income and very low-income” Low- and very low-income limits are defined in Section 3(b)(2) of the Housing Act of 1937 and are determined annually by HUD. These limits are typically established at 80 percent and 50 percent of the area median individual income. HUD income limits may be obtained from: https://www.huduser.gov/portal/datasets/il.html

“YouthBuild” YouthBuild is a community-based pre-apprenticeship program that provides job training and educational opportunities for at-risk youth ages 16-24 who have previously dropped out of high school. YouthBuild participants learn vocational skills in construction, as well as in other in-demand industries that include health care, information technology, and hospitality. Youth also provide community service through the required construction or rehabilitation of affordable housing for low-income or homeless families in their own neighborhoods.

BENCHMARKS

For public housing financial assistance, the benchmark for Section 3 Workers is set at 25 percent or more of the total number of labor hours worked by all workers employed with public housing financial assistance in each HACH fiscal year. For purposes of these benchmarks workers employed with public housing financial assistance include not only HACH employees, but all employees of contractors and their subcontractors covered by Section 3. The benchmark for Targeted Section 3 Workers is set at 5 percent or more of the total number of labor hours worked by all workers employed with public housing financial assistance in each HACH fiscal year. This means that the 5 percent is included as part of the 25 percent threshold.

For housing and community development financial assistance projects, the benchmark for Section 3 Workers is set at 25 percent or more of the total number of labor hours worked by all workers on a Section 3 project. For purposes of these benchmarks workers employed with public housing financial assistance include not only HACH employees, but all employees of vendors and contractors covered by Section 3. The benchmark for Targeted Section 3 Workers is set at 5 percent or more of the total number of labor hours worked by all workers on a Section 3 Project.

This means that the 5 percent is included as part of the 25 percent threshold.

For HACH and contractors and their subcontractors Section 3 Workers and Targeted Section 3 Worker’s labor hours may only be counted for five years from when their status as a Section 3 Worker is established.

These benchmarks are subject to periodic revision by HUD. The Plan will be updated as required to reflect current benchmarks. Benchmarking changes are considered administrative changes for purposes of the Plan and require Executive Director approval only.

QUALITATIVE EFFORTS TO ATTAIN BENCHMARKS OR SHOW BEST EFFORTS/GREATEST

EXTENT FEASIBLE

HACH will pursue some combination of the following and undertake related efforts to meet the benchmarks described in this Plan. Should HACH meet the benchmarks on an annual basis as a result of these efforts and provide accurate reporting to HUD it will be in compliance with Section

3. Should HACH fail to meet the benchmarks after undertaking the following, HACH will provide evidence of its efforts to show that it has made its Best Efforts and worked to the Greatest Extent Feasible to comply with Section 3 requirements.

Engage in outreach efforts to generate job applicants who are Targeted Section 3 Workers.

Provide training or apprenticeship opportunities.

Provide technical assistance to help Section 3 Workers compete for jobs (e.g., resume assistance, coaching).

Provide or connect Section 3 Workers with assistance in seeking employment including:

drafting resumes, preparing for interviews, and finding job opportunities connecting residents to job placement services.

Hold one or more job fairs.

Facilitate award of contracts to Section 3 Business Concerns.

Provide or refer Section 3 Workers to services supporting work readiness and retention (e.g., work readiness activities, interview clothing, test fees, transportation, childcare).

Provide assistance to apply for/or attend community college, a four-year educational institution, or vocational/technical training.

Assist Section 3 Workers to obtain financial literacy training and/or coaching.

Engage in outreach efforts to identify and secure bids from Section 3 Business Concerns.

Provide technical assistance to help Section 3 Business Concerns understand and bid on contracts.

Divide contracts into smaller jobs to facilitate participation by Section 3 Business

Concerns.

Promote use of business registries designed to create opportunities for disadvantaged and small businesses.

Perform outreach, engagement, or referrals with the state one-stop system as defined in

Section 121(e)(2) of the Workforce Innovation and Opportunity Act

In addition to the general efforts outlined above HACH will undertake the following to ensure compliance with Section 3.

HACH will provide not more than a 5% price preference in the form of a notional discount to Section 3 Business Concerns for contracts based on the provision of a definite quantity of labor or other service to the Authority. For example, the preference would apply to a roofing contract where the number of roofs to be replaced is a definite quantity set by the Authority and the cost of roofing is set by the Contractor in the form of a bid. The preference would not apply to an indefinite quantity contract (ie on-call emergency services, on-call housing consultant services, etc.). The actual percentage of preference will be determined on an individual contract basis. Contractors who fail to maintain their Section 3

Business Concern status during the term of the contract shall pay HACH for the value of the price differential between their adjusted base bid and the next lowest bid. Section 3 Business

Concerns claiming the preference shall supply evidence of their continuing status as a

Section 3 Business Concern prior to requesting payment for any retainage or for a final invoice if there is no retainage. Payment for any penalty will be made through a withholding of payment or retainage by HACH. Any moneys collected by HACH under this section will be used for Section 3 purposes. For example:

1. Bid for services.

a. Bidder 1 is not a Section 3 Business Concern and bids $100 to provide a service.

b. Bidder 2 is a Section 3 Business Concern and bids $102 to provide the same service.

c. Bidder 2 receives a 5% notional discount making its effective bid $96.90.

d. Bidder 2 is awarded the contract.

2. Failure to meet Benchmarks

a. Same facts as number 1 for a-c

b. Bidder 2 fails to maintain Section 3 Business Concern status.

c. Bidder 2 must pay HACH the difference between its effective bid of $96.90 and the next lowest bid of $100 - $3.10

HACH will certify potential Section 3 Workers and Section 3 Business Concerns utilizing the attached certification forms and make efforts to link certified workers with contractors and certified businesses with contractors as well.

All persons who meet the Section 3 Worker or Targeted Worker eligibility guidelines can, by appointment, visit with the Section 3 Coordinator to self-certify and claim job readiness for a particular skill or trade. Any claim of job readiness by a particular individual is informational only and HACH makes no representation of job readiness to any contractor hiring such individual.

The Section 3 Coordinator may make a referral to other agencies that are better equipped to provide job readiness training in a particular skill.

Any business seeking to be a Section 3 Business Concern in the awarding of contracts or purchase agreements with HACH may apply by completing the Certification for Business Concerns form attached to this Plan. The Section 3 Coordinator will review applications and make a determinations or ask for additional information.

Certifications for a Section 3 Business Concern must be submitted to the Section 3 Coordinator prior to the submission of bids or responses to HACH solicitations for approval. Certification must be submitted along with any responses.

HACH shall make its best efforts to provide training and employment opportunities generated from the expenditure of Section 3 covered assistance in the following order of priority.

a. Residents of the housing development or developments for which the Section 3 covered assistance is expended;

b. Residents of other housing developments managed by HACH;

c. Participants in HUD YouthBuild programs;

d. To low-and very low-income persons residing within the Hartford metropolitan area.

Consistent with existing Federal, state and local laws and regulations, HACH will make its best efforts to award contracts and subcontracts to business concerns that provide economic opportunities to Section 3 workers in the following order of priority:

a. To Section 3 Business Concerns that provide economic opportunities for residents of the public housing projects for which the Section 3 covered assistance is provided;

b. To Section 3 Business Concerns that provide economic opportunities for residents of other public housing projects or Section-8 assisted housing managed by HACH;

c. To YouthBuild programs; and

d. To Section 3 Business Concerns that provide economic opportunities to Section 3

Workers residing within the Hartford metropolitan area.

CONTRACTOR/VENDOR REQUIREMENTS

Contractors and their subcontractors shall make their best efforts to provide training and employment opportunities generated from the expenditure of Section 3 covered assistance in the following order of priority.

a. Residents of the housing development or developments for which the Section 3 covered assistance is expended;

b. Residents of other housing developments managed by HACH;

c. Participants in HUD YouthBuild programs;

d. To low-and very low-income persons residing within the Hartford metropolitan area.

Consistent with existing Federal, state and local laws and regulations Contractors and their subcontractors shall make their best efforts to award contracts and subcontracts to business concerns that provide economic opportunities to Section 3 workers in the following order of priority:

a. To Section 3 Business Concerns that provide economic opportunities for residents of the public housing projects for which the Section 3 covered assistance is provided;

b. To Section 3 Business Concerns that provide economic opportunities for residents of other public housing projects or Section-8 assisted housing managed by HACH;

c. To YouthBuild programs; and

d. To Section 3 Business Concerns that provide economic opportunities to Section 3

Workers residing within the Hartford…