RFP 26001 Executive Search Services.pdf

RFP 26001

REQUEST FOR PROPOSALS

EXECUTIVE SEARCH SERVICES

500 1ST Street, South Charlottesville, VA 22902

Delores F. Adams

Procurement Consultant

Issued September 3, 2026

The Charlottesville Redevelopment and Housing Authority is an Equal Opportunity Agency. Small, Minority, Women and Veteran-Owned businesses are encouraged to apply.

TABLE OF CONTENTS

Section Description Page

Table of Contents Notice and RFP Information Sheet 1 Schedule of Submittals 3

1.0 Solicitation 5

1.1 Invitation 5

1.2 Background 5

1.3 Reservation of Rights 6

2.0 Scope of Work 7

2.1 General 7

2.2 Specifications 7

2.3 Tasks, Deliverables & Reporting 9

2.4 Special Instructions 12

2.5 Previous Contractor 16

2.6 Billing Specifications 16

3.0 Proposal Submission Instructions 17

3.1 Procurement Standards 17

3.2 Submission of Proposals 17

3.3 Submission Deadline 17

3.4 Confidentiality 18

4.0 Evaluation Criteria 18

4.1 Technical Evaluation Criteria 19

4.2 Price Evaluation Criteria 19

5.0 Submission Format 19

6.0 Proposals Evaluation and Selection Process 22

6.1 General 22

6.2 Proposal Evaluation 22

6.3 Price Evaluation 23

6.4 Negotiations 23

7.0 Insurance Requirements 24

7.1 Worker’s Compensation 24

7.2 Commercial General Liability 24

7.3 Automobile Liability 25

7.4 Professional Liability/Errors and Omissions 25

7.5 City/Sate Business License 25

8.0 Contractor Responsibility Review 25

8.1 Selection 25

8.2 Assessment 26

9.0 Award Criteria 26

9.1 Award 26

9.2 Contract Award Procedure 27

9.3 Contract Period 28

9.4 Contract Type 28

9.5 Start-up Costs 28

9.6 Confidentiality 28

10.0 Withdrawal/Mistakes 28

11.0 Conflict of Interest 29

12.0 Protest Procedures 30

12.1 Protest 30

12.2 Contract Claims 31

12.3 Appeal Rights 31

12.4 Deadline for Appeal 31

12.5 Appeal to HUD 31

List of Attachments 32

CHARLOTTESVILLE REDEVELOPMENT AND HOUSING AUTHORITY

Notice 26001

Executive Search Services

The Charlottesville Redevelopment and Housing Authority (CRHA) is requesting proposals from firms experienced with providing Executive Search Services for the purpose of recruiting, selecting and placing an Executive Director.

The RFP package can only be assessed through eVA at www.eva.virginia.gov and the Authority website at www.cvillerha.com. All questions must be in writing and can be addressed to Ms.

Delores Adams, Procurement Consultant at delores@mannahdg.com by September 24, 2026.

Interested firms must submit their electronic Proposal, with the items listed in the Proposal Checklist, through eVA at www.eva.virginia.gov. All proposals must be submitted by 3:00 p.m., Local Prevailing Time, on Thursday, October 1, 2026.

Delores Adams

September 2, 2026

Small, Minority, Women and Veteran-Owned businesses are encouraged to apply.

http://www.eva.virginia.gov/ mailto:delores@mannahdg.com

RFP Information Sheet

Proposals received in eVA after 3:00 p.m. on Thursday, October 1, 2026, will not be considered.

Charlottesville Redevelopment and Housing Authority (Authority) is not responsible for delays due to internet connectivity, unless the eVA site is down. It is the sole responsibility of the Offeror to ensure that its Proposal is submitted in eVA at www.eva.virginia.gov, by the designated date and time. The official time used in the receipt of proposals is the time recorded by eVA, which will not accept late proposals.

All requests for interpretation of specifications shall be by written request, sent via email to delores@mannahgdg.com by September 24, 2026, seven (7) days prior to the due date of the proposals. Any changes to this proposal document will be issued as addenda and will be on file in Procurement until proposals are opened. All such addenda will become part of the contract, and all Offerors will be bound by such addenda, whether or not received by the Offeror.

This form must be signed, as well as subsequent addenda, and all pages returned in eVA. All signatures must be original or electronic.

In compliance with this Request for Proposals, and subject to all the conditions thereof, the undersigned offers, if this proposal is accepted within ninety (90) calendar days from the date of the evaluation, to furnish any or all the items and/or services upon which prices are quoted, at the price set opposite each item or negotiated, to be delivered at the time and place specified herein.

The undersigned certifies he has read, understands, and agrees to all terms, conditions, and requirements of this proposal, and is authorized to contract on behalf of the firm named below.

Company Name:

Federal Tax ID:

UEI Number:

SCC Number:

Address:

City/State/Zip:

Telephone: Fax Number: E-Mail:

Print Name: Title:

Signature: Date:

Delores F. Adams

SCHEDULE OF SUBMITTALS

RESPONSES DUE: Thursday, October 1, 2026, at 3:00 p.m., Local Prevailing Time

At a minimum, your response should include the information listed below. Submit an electronic copy of your Proposal in eVA at www.eva.virginia.gov. Offerors are encouraged to use the following Schedule of Submittals when preparing your response. Failure to sign your submission by an individual authorized to commit your firm to the project may render the submission as non-responsive and may not be considered. Failure to submit a document specified in this RFP as listed below is curable if done within the timeframe specified upon our notice to you, however any documents not submitted by the deadline given you will not be considered for scoring purposes.

Initial Cover Letter with Company Name; how firm or individual will carry out the responsibilities outlined in this RFP and signature.

Tab 1. Proven ability to perform work. Evidence of the Offeror’s ability to perform the work as indicated by Profiles of the principals’ and staff’s professional and technical competence/experience and their facilities;

Attachment 1 - Experience Form

Tab 2. Past performance in terms of experience with similar projects, cost control, quality of work and compliance with performance schedules.

Attachment 2 – Questionnaire

Tab 3. Capability to provide services on time and on budget demonstrating knowledge of Federal, State and local laws, rules and regulations, federal standards or other regulatory agencies’ criteria having jurisdiction over the project. Must include a Workplan and QC Plan to detail how you meet the requirements of this solicitation and will implement this project, including Recruitment Methodology and Diversity Recruitment Strategy.

Tab 4. Efforts to Utilize MBE’s and WBE’s in the Project.

Attachment 3 – Minority and Women-Owned Business Participation Form

Tab 5. Section 3 Compliance Strategy.

Attachment 4 – Section 3 Forms

Tab 6. Pricing Schedule Attachment 5 – Price Proposal

Tab 7. Evidence that the Firm or Individual is currently licensed and registered in the State of West Virginia & City and maintains liability, property, workers’ compensation, errors and omission and automobile insurance.

Submit Copies of Licenses and Insurance

Tab 8. Required Forms o Completed and Executed Attachment 6 – Form HUD 5369-C Certifications and Representations of Offerors;

o Completed and Executed Attachment 7 – Authorization for Verification of References;

o Completed Attachment 8 – Statement of Offeror’s Qualifications o Completed Attachment 9 – Conflict of Interest Statement;

o Completed Attachment 10 – W-9 Form o Completed Attachment 11 – Non-Collusive Affidavit

For Offerors information attached are:

o Attachment 12 - Instructions to Offerors, Form HUD 5369-B.

o Attachment 13 - General Conditions for Non-Construction Contracts

Form HUD 5370-C1.

o Attachment 14 – Sample Contract

This Schedule of Submittals is provided to assist you in responding to this RFP but is not intended to waive or modify any provision of the RFP.

RESPONSES DUE: Thursday, October 1, 2026, at 3:00 p.m., Local Prevailing Time

1. SOLICITATION

1.1 INVITATION

The Charlottesville Redevelopment and Housing Authority (CRHA or the Authority) is requesting Proposals from qualified entities to provide Executive Search Services, providing a comprehensive recruitment and selection process to include recruitment, selection and placement of an Executive Director.

The Authority seeks a firm with demonstrated experience recruiting senior executives for public housing authorities (PHA), affordable housing organizations, local governments, redevelopment authorities, or other public-sector organizations, with knowledge of PHA operations.

This procurement is conducted in accordance with:

• 2 CFR Part 200

• HUD Procurement Handbook 7460.8 REV-3

• Applicable State Laws

• Authority Procurement Policy

All proposals submitted in response to this solicitation must conform to all of the requirements and specifications outlined within this document and any designated attachments in its entirety. Interested firms must demonstrate their ability and capacity to complete the full Scope of Services outlined in the Request for Proposal (“RFP”). Offerors are advised that the proposal should provide information demonstrating a well-developed, thoughtful approach to completing specific tasks as described under the Scope of Services. Only one proposal will be accepted from each and a Single Point of Contact must be designated.

1.1.1 The evaluation criteria will give favorable consideration to proposals submitted by providers with at least five (5) years’ extensive experience providing similar executive-level search services for public-sector organizations. Experience with housing authorities or affordable housing organizations preferred.

1.1.2 Through this Request for Proposal process, the Authority intends to select a consultant and enter into an agreement for a term of one (1) year.

1.2 BACKGROUND

Charlottesville Redevelopment and Housing Authority is a public entity that was formed in 1954 to provide federally subsidized housing and housing assistance to low-income families within the City of Charlottesville, Virginia. Under the guidance of a seven-person Board of Commissioners, The Agency is led by an Executive Director (ED) and is subject to the requirements of Titles 2 of the Code of Federal Regulations (hereinafter, “CFR”), the Virginia Public Procurement Act (VPPA) and the Agency’s policies. Though brought into existence by a Resolution of the City of Charlottesville, it is a separate entity from the City.

Currently, the Agency owns and/or manages: (a) 337 units of Low-Income Public Housing, 76 Project Based Voucher Units, and 6 City Funded Voucher Units, across eleven multi-family properties and three individual houses within the City of Charlottesville, including 105 Elderly/Disabled units. There are 653 Voucher Units administered under the Housing Choice Voucher/Section 8 Program in the City and surrounding counties. The Authority currently has approximately 35 employees.

All proposals submitted in response to this solicitation must conform to all the requirements and specifications outlined within this document and any designated attachments in their entirety. All respondents will be required to comply with all HUD (U.S. Department of Housing and Urban Development) and other federal requirements.

In keeping with its “Residents First!” philosophy and to provide efficient and effective services, the Agency seeks to maintain a sense of safety and security for its residents.

1.3 RESERVATION OF RIGHTS

The Authority reserves the right to:

1.3.1 Right to Reject, Waive, or Terminate the RFP. Reject any or all proposals, to waive any informality in the RFP process, or to terminate the RFP process at any time, if deemed by the Authority to be in its best interests.

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

1.3.3 Right to Terminate. Terminate a contract awarded pursuant to this RFP, at any time for its convenience upon 10 days’ written notice to the Contractor(s).

1.3.4 Right to Determine Time and Location. Determine the days, hours and locations that the successful proposer (hereinafter, “Contractor”) shall provide the services called for in this RFP.

1.3.5 Right to Retain Proposals. Retain all proposals submitted and do not permit withdrawal for a period of 90 days subsequent to the deadline for receiving proposals without the written consent of the Authority Contracting Officer (CO).

1.3.6 Right to Negotiate. Negotiate the fees proposed by the proposer entity.

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

1.3.8 No Obligation to Compensate. Have no obligation to compensate any proposer for any costs incurred in responding to this RFP.

1.3.9 Right to Prohibit. At any time during the RFP or contract process, prohibit any further participation by a proposer or reject any proposal submitted that does not conform to any of the requirements detailed herein. By downloading this document, each prospective proposer is thereby agreeing to abide by all terms and conditions listed within this document and further agrees that he/she will inform the CO in writing within 5 days of the discovery of any item listed herein or of any item that is issued thereafter by the Authority that he/she feels needs to be addressed. Failure to abide by this time frame shall relieve the Authority, but not the prospective or actual proposer, of any responsibility pertaining to such an issue.

1.3.10 Right to Reject – Obtaining Competitive Solicitation Documents. The

CRHA website and eVA are the only official and appropriate venue to obtain competitive solicitation documents (and any other information pertaining to the competitive solicitation such as addenda). Accordingly, by submitting a response to this competitive solicitation the respondent thereby affirms that he/she obtained all information on the approved venues.

2. SCOPE OF WORK

2.1 GENERAL

The Authority is seeking proposals from qualified, licensed and insured entities to provide comprehensive Executive Search Services required under this solicitation to include recruitment, selection and placement of an Executive Director, while guiding the organization through the process.

2.2 SPECIFICATIONS: The successful Offeror shall assist the Authority Board of

Commissioners (BOC), the Executive Director (ED) and Human Resources (HR) with services to include, but are not limited to the following:

2.2.1 Confer with the BOC, ED and HR to:

2.2.1.1 Become familiar with the mission, goals, objectives and current strategic direction of the Authority;

2.2.1.2 Obtain information on the duties and responsibilities of the ED;

2.2.1.3 Obtain information on BOC expectations of the ED;

2.2.1.4 Identify the knowledge, skills, abilities and other requirements needed for satisfactory performance in the ED job;

2.2.1.5 Obtain information on the Authority’s organization, structure and culture and how best to advise them through change and transition;

2.2.1.6 Identify pay, benefits and other compensation considerations associated with the ED position.

2.2.2 Conduct interviews and/or meetings with stakeholders to obtain their perspective on desirable ED attributes to include resident leaders, BOC, Directors and local civic organizations identified by the BOC;

2.2.3 Identify sources of qualified candidates;

2.2.4 Plan and execute a recruitment effort to include, but not limited to, advertising, network/industry contract and referrals. The selected vendor will coordinate the effort with the HR Officer and will prepare recruitment materials, including advertisements, letters, brochures and other documents used for the recruitment. The selected vendor will solicit interest in the position from qualified candidates, obtain applications and maintain contact with applicants;

2.2.5 Conduct background checks of qualified candidates, including but not limited to review of resumes, verification of past employment, reference checks, verification of education, proof of licenses or other certifications, review of candidate’s public Internet profile (e.g. review on online media reports, websites, social media) and any other verifications to establish continued consideration for the position opening;

2.2.6 Identify not more than 15 qualified candidates who, in the judgment of the selected vendor, would be suitable for placement with the Authority. For each of these candidates, the selected vendor will prepare a briefing paper or file outlining the respective candidate’s work history and qualifications.

These documents will be forwarded to HR for review by the BOC;

2.2.7 Receive from the BOC a list of candidates to be interviewed;

2.2.8 Organize and make travel arrangements of the candidates to meet with the BOC. The Authority will be billed or will otherwise arrange direct payment for travel, lodging and food;

2.2.9 Assist the BOC during the interview period. This may include recommending a structured interview method to be used by the BOC, counseling the BOC on proper interview techniques and making additional contacts with the interviewees by phone, electronically or in person as needed;

2.2.10 Receive from the BOC a candidate selection for the ED position opening;

2.2.11 Offer the position on behalf of the Authority, conduct any necessary compensation negotiations and otherwise assist both the candidate and Authority to reach agreement;

2.2.12 Receive in writing the candidate’s acceptance of the job offer and agreement to terms of employment;

2.2.13 Notify the BOC of the candidate’s acceptance of the position;

2.2.14 Notify non-selectees of the close of the recruitment and selection effort.

2.2.15 The following represents a tentative outline of the process currently anticipated by CRHA:

Written proposals received October 1, 2026 Oral Presentation and negotiations (if needed) October 2026 Contract Award November 2026 Contract Effective Date November 2026

2.3 TASKS, DELIVERABLES AND REPORTING

2.3.1 Task 1 – Project Initiation and Organizational Assessment The Consultant shall:

1. Meet with the Board of Commissioners and designated staff.

2. Review the Authority's organizational structure and strategic priorities and current climate to assist with Change Management.

3. Conduct interviews with Commissioners and other stakeholders as appropriate.

4. Identify leadership competencies and desired qualifications.

5. Develop a recruitment strategy, change management strategy and project schedule.

6. Prepare a position profile and recruitment brochure.

Deliverables

• Project schedule

• Change Management Strategy

• Executive Director position profile

• Recruitment brochure

• Recruitment strategy memorandum

2.3.2 Task 2 – Candidate Recruitment and Outreach

The Consultant shall:

1. Conduct a national search.

2. Advertise the position through professional associations and recruitment networks.

3. Utilize direct recruiting and targeted outreach.

4. Solicit candidates from public housing authorities, redevelopment agencies, local governments, and affordable housing organizations.

5. Implement strategies designed to attract a diverse candidate pool.

6. Maintain candidate confidentiality.

• Recruitment plan

• Advertising and outreach report

• Monthly status reports

2.3.3 Task 3 – Candidate Screening and Evaluation

1. Receive and review applications.

2. Verify minimum qualifications.

3. Conduct preliminary interviews.

4. Evaluate candidate experience, leadership, and technical competencies.

5. Perform preliminary reference reviews.

6. Prepare candidate assessment summaries.

• Candidate evaluation matrix

• Preliminary candidate ranking

• Long list of qualified candidates

2.3.4 Task 4 – Finalist Presentation

1. Recommend semi-finalists and finalists.

2. Present written candidate summaries.

3. Facilitate Board review sessions.

4. Coordinate interview logistics.

5. Develop interview questions and evaluation forms.

6. Assist the Board in evaluating candidates.

• Semi-finalist report

• Finalist report

• Interview guide

• Candidate evaluation forms

2.3.5 Task 5 – Background and Reference Verification

1. Conduct professional reference checks.

2. Verify employment history.

3. Verify educational credentials.

4. Coordinate criminal background investigations, if requested.

5. Verify licenses and certifications, if applicable.

6. Provide written reference summaries.

• Reference verification report

• Background investigation summary

2.3.6 Task 6 – Selection and Negotiation Support

1. Assist the Board in selecting the preferred candidate.

2. Facilitate compensation discussions.

3. Assist with employment agreement negotiations.

4. Coordinate communications with unsuccessful candidates.

5. Assist in developing a transition plan.

• Selection memorandum

• Compensation analysis

• Transition recommendations

2.3.7 Task 7 – Post-Selection Support

1. Provide onboarding recommendations.

2. Conduct follow-up meetings with the Board Chair.

3. Assist with transition issues for organization and new ED during the first ninety (90) days.

4. Provide replacement services if the selected candidate separates during the guarantee period.

• 90-day transition recommendations

• Replacement guarantee documentation

2.3.8 Reporting Requirements

The Consultant shall provide monthly written progress reports that include:

• Change Management Activities and Progress

• Recruitment activities completed.

• Number of applicants received.

• Outreach activities conducted.

• Anticipated milestones.

• Issues requiring Board action.

2.3.9 Performance Standards

• Maintain confidentiality of candidate information.

• Conduct a professional and impartial search.

• Provide a diverse and highly qualified candidate pool.

• Meet established project milestones.

• Maintain regular communication with the Board and designated staff.

• Exercise due diligence in verifying candidate qualifications.

2.3.10 Replacement Guarantee

If the selected Executive Director voluntarily separates or is terminated for cause within twelve (12) months of appointment, the Consultant shall conduct a replacement search at no additional professional fee, excluding advertising and reimbursable expenses.

2.4 SPECIAL INSTRUCTIONS TO OFFERORS

2.4.1 Definitions:

a. Issuing Office:

Wherever used in this Request for Proposal (RFP), the Issuing Office will be:

Charlottesville Redevelopment and Housing Authority Procurement Office

Delores Adams Procurement Consultant 500 1st Street South Charlottesville VA 22902 Phone: 757.349.9040 Email: delores@mannahdg.com

b. Contact with CRHA Staff, Representatives, and/or Agents:

Direct contact with CRHA staff, representatives, and/or agents other than Procurement Department staff on the subject of this RFP or any subject related to this RFP is expressly prohibited except with the prior knowledge and permission of the Procurement Consultant.

c. Pre-Proposal Conference:

N/A

d. Offerors of Record:

Offerors receiving a copy of this RFP from a source other than the Issuing Office must contact the Issuing Office via e-mail and provide the Offeror’s name, address, contact person, e-mail address, telephone number and the RFP Item Number. Offerors will be added to the list and will receive notification of any addenda to the RFP.

2.4.2 Questions:

Offerors must submit questions regarding the Request For Proposal (RFP) in writing to the Issuing Office to delores@mannahdg.com no later than September 24, 2026. Necessary replies will be issued to all Offerors of record as addenda that shall become part of the contract documents. Oral instructions do not form a part of the Proposal documents.

2.4.3 Offeror is responsible for checking CRHA’s web site at

https://cvillerha.com or contacting the Issuing Office within 48 hours prior to Proposal closing to secure any addenda issued for this RFP.

2.4.4 Changes or Modifications:

Changes or modifications to this Request for Proposals made prior to the date and time of closing will be addressed by addenda from the Issuing Office. Offerors are to include signed addenda with their Proposal. Oral communications are not a part of the Proposal documents. This RFP and any addenda shall be incorporated, by reference, into any resulting contract.

mailto:delores@mannahdg.com https://cvillerha.com/

2.4.5 Equal Employment Opportunity and Supplier Diversity:

Both the Contractor and the Authority have, pursuant to HUD regulations, certain responsibilities pertaining to the hiring and retention of personnel and subcontractors.

2.4.5.1 Within 2 CFR 200.321 Contracting with small and minority firms, women's business enterprise and labor surplus area firms.

(a) The Non-Federal entity must take all necessary affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus area firms are used when possible.

(b) Affirmative steps must include:

(1) Placing qualified small and minority businesses and women's business enterprises on solicitation lists;

(2) Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources;

(3) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women's business enterprises;

(4) Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women's business enterprises;

(5) Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and

(6) Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (1) through (5) of this section.

2.4.5.2 Within HUD Procurement Handbook 7460.8 REV 3 states:

2.4.5.2.1 Section 16.5.A, Required Efforts. Consistent with

Presidential Orders 11625, 12138, and 12432, the <Agency> shall make every effort to ensure that small businesses, MBEs, WBEs, and labor surplus area businesses participate in <Agency> contracting.

2.4.5.2.2 Section 16.5.B, Goals. <The Agency> is encouraged

to establish goals by which they can measure the effectiveness of their efforts in implementing programs in support of . . . contracting with disadvantaged firms. It is important to ensure that the means used to establish these goals do not have the effect of limiting competition and should not be used as mandatory set-aside or quota, except as may otherwise be expressly authorized in regulation or statute. Some localities have adopted minority contracting set-aside policies or geographic limitations, which may be in conflict with Federal requirements for full and open competition.

2.4.5.3 Within our Authority Procurement Policy it states that our Authority shall make efforts to ensure that small and minority-owned businesses, women’s business enterprises, veteran-owned business enterprises, labor surplus area businesses, and individuals or firms located in or owned in substantial part by persons residing in the area of a CRHA community are used when possible. Such efforts shall include, but shall not be limited to:

2.4.5.3.1 Including such firms, when qualified, on solicitation mailing lists;

2.4.5.3.2 Encouraging their participation through direct solicitation of bids or proposals whenever they are potential sources;

2.4.5.3.3 Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by such firms;

2.4.5.3.4 Establishing delivery schedules, where the requirement permits, which encourage participation by such firms;

2.4.5.3.5 Using the services and assistance of the Small Business Administration, the Minority Business Development Agency of the Department of Commerce and the Department of Minority Business Enterprise;

2.4.5.3.6 Including in contracts a clause requiring contractors, to the greatest extent feasible, to provide opportunities for training and employment for lower income residents of the housing community area and to award subcontracts for work in connection with the community to business concerns which are located in, or owned in substantial part by persons residing in the area of the community, as described in 24 CFR 75 and Section 3 of the Housing and Urban Development Act of 1968;

a. Requiring prime contractors, when subcontracting is anticipated, to take the positive steps listed above;

b. Monitor Section 3, minority and women-owned business contracts by performance tracking, reporting and compliance.

2.4.5.3.7 Goals may be established by CRHA periodically for

participation by small businesses, minority-owned businesses, women’s business enterprises, labor surplus area businesses, and business concerns which are located in, or owned in substantial part by persons residing in the area of the community, in CRHA’s prime contracts and subcontracting opportunities.

2.4.6 RFP Closing:

Offeror shall ensure its Proposal is stamped by the Issuing Office no later than 3:00 p.m. on Thursday, October 1, 2026. Proposals received after the specified date and time (time stamped 3:01 P.M. or later) will not be accepted.

2.5 PREVIOUS CONTRACTOR

The Authority does not have a previous contractor for this service.

2.6 BILLING SPECIFICATIONS

2.6.1 The contractor agrees to accept an Authority contract and abide by the specifications listed herein and with the stated terms and conditions. ALL PRICING provided in the proposal will be firm for a period of no less than 90-days from the date of proposal submission. It will be assumed that ALL items are included unless the firm supplies an exception list attached to their proposal.

2.6.2 Payment: The Selected Firm(s) will submit one original invoice, monthly, for the previous month’s fees, referencing the correct contract number to the Authority. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however.

Payment may be based upon completion of milestones:

Milestone Percentage Project Initiation and Position Profile 20% Recruitment and Advertising 25% Candidate Screening and Finalist Presentation 30% Selection and Negotiation Support 20%

Completion and Transition Support 5%

3. PROPOSAL SUBMISSION INSTRUCTIONS

3.1 Procurements Standards

All matters and issues related to this RFP and any contract resulting from the RFP shall be governed by the procurement principles set forth in the 2 CFR Part 200, HUD Procurement Handbook for Public Housing Agencies, Handbook 7460.8, REV-3, the Virginia Public Procurement Act (VPPA) (Section 2.2-4300, et seq. of the Virginia Code of 1950, as amended); and the Statement on Procurement Policy for the Charlottesville Redevelopment and Housing Authority, and its implementing procedures. In the event of a conflict between this RFP and Handbook 7460.8 or CRHA procurement policy or procedures, the provision of Handbook 7460.8 shall govern.

3.2 Submission of Proposals

Any party interested in being considered for award must submit a Proposals package in response to this RFP in accordance with the instructions and terms hereunder and must demonstrate that the proposed Executive Search team is qualified, capable and ready to provide Executive Search services immediately upon selection.

By submitting a response, the Offeror agrees to be bound by the terms and conditions of this RFP. Offerors are expected to examine ALL elements of the RFP prior to preparing their response. Failure to do so will be at the Offeror’s risk.

All costs incurred, directly or indirectly, by the Offeror in response to this RFP shall be the sole responsibility of the Offeror and shall be borne by the Offeror.

The proposal package must be submitted via eVA, the Commonwealth of Virginia electronic procurement website at www.eva.virginia.gov. The Proposal must contain a signature of an authorized representative of the Offeror. The authorized representative of the Offeror must initial all corrections made on the Proposal package. The company name must appear on the cover sheet. The proposal package must include all documents, materials and information required herein. Any omission of information by the Offeror is at the Offerors’ own risk, as the Authority Evaluation Panel will only consider information submitted in the proposal pack

3.3 Submission Deadline

The Authority must receive the Offeror’s proposal package by 3:00 p.m., Local Prevailing Time October 1, 2024, on eVA at www.eva.virginia.gov. It is the Offeror’s responsibility to ensure that the proposal package is received by the designated time and date. Proposal packages which for any reason are not received within the deadline will not be considered. Submissions by electronic transmission, telegram, telephone, or facsimile, and handwritten proposals will not be accepted by the Authority. All proposals must be delivered to: www.eva.virginia.gov.

3.4 Confidentiality of Proposals

There will be no public opening of proposal packages. All proposal packages and information concerning same shall remain confidential until all negotiations are completed, and the Notice of Award is issued. Offerors are hereby notified that all proposal packages received by the Authority shall be included as part of the official contract file. Therefore, any part of the proposal package that is not considered confidential, privileged or proprietary under any applicable Federal, State or local law may be available for public inspection upon completion of the procurement process. Notwithstanding the foregoing, the applicable provisions of Federal, State and local laws shall govern the confidentiality of proposal packages despite anything contrary to this provision stated in the Request for Proposals.

Ownership of all data, materials, and documentation originated and prepared for the Authority pursuant to the RFP shall belong exclusively to the Authority and be subject to public inspection in accordance with the Virginia Freedom of Information Act.

Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke the protections of § 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line-item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and may result in rejection of the proposal.

Therefore, any part of the proposal package, which, in the opinion of counsel to the Authority, is not exempt from production under the Virginia Freedom of Information Act, shall be available for public inspection upon completion of the procurement process.

4. EVALUATION CRITERIA

Selection of a firm to render services pursuant to this RFP will be made in accordance with the Evaluation Criteria outlined below. All responsive proposal packages received by the time and date specified in this RFP shall be evaluated by the RFP Evaluation Panel. The Authority will select Offerors whose Proposal are most advantageous to the Authority.

4.1 Technical Evaluation Criteria

The following criteria are related to this RFP and each of these factors should be addressed as they will be considered when determining the contract award.

4.2 Price Evaluation

Price Evaluation will be made based on pricing included in the completed Attachment 5. Proposed pricing for each item listed in Attachment 5 will be compared to the range of proposed pricing submitted in all Proposals as well as the Authority’s price estimate.

5. SUBMISSION FORMAT

In submitting a response, the Offeror acknowledges that the Authority shall not compensate the Offeror for any submission or contract negotiation costs, including without limitation costs of preparation, appearances for interviews, and/or travel expenses.

It is essential that the Offeror selected have the necessary knowledge, skills and experience to implement all aspects of the work. All work is to be performed with the highest degree of professional standards, in compliance with all applicable laws, regulations, procedures, EVALUATION CRITERIA FACTOR

TYPE

POINT

VALUE

Evidence of the staff’s ability to perform the work as indicated by experience with similar projects, agencies and clients, profiles of the principal’s and staff’s professional and technical competence/experience and commitment to services offered.

Subjective (Technical)

20 points

Familiarity and understanding of the Scope of Services including information regarding the firm’s previous performance with the same or similar services as detailed in the solicitation.

Subjective (Technical)

25 points

Thorough, relevant and organized responsiveness to RFP demonstrating Capability to provide services on time and on budget demonstrating training and experience with local and state laws, HUD and federal standards or other regulatory agencies’ criteria having jurisdiction over the Authority. A description of the firm’s capacity to provide the scope of services including plans to manage the scope of services, workplan, reporting and billing.

Subjective (Technical)

25 points

Efforts to Utilize MBE’s, WBE’s and Veteran-Owned Businesses in the Project

Subjective (Technical)

5 points

Section 3 Compliance Strategy Objective (Technical)

5 points

Price (will be evaluated by Procurement) Objective (Technical)

20 points

Evidence that the Firm or Individual is currently meets insurance requirements.

Objective YES/NO

TOTAL POINTS AVAILABLE 100 points criteria and requirements; to include all applicable Federal, State, and local laws and regulations. Please be sure to submit proposals in the following order with the tab number clearly indicated. Failure to follow this format or omission of information responsive to these requirements may, in the Authority's sole and absolute discretion, result in disqualification of the Offeror from the RFP process.

Tab 1. Evidence of the Offeror’s ability to perform the work as indicated by profiles of the principals’ and staff’s professional and technical competence, experience with similar projects, agencies and clients. (20 Points)

This criterion considers the Experience of the individual(s) proposed to be assigned to the Project in successfully providing the services required. Offerors should, at a minimum, include an organization chart and individual resumes for all key personnel and team members. Please list their names, titles and roles and attach resumes. Resumes should include the following information: Name of the individual, a description of the functions the individual will perform and his/her title or position, the individual’s relevant educational background and work experience, the specialized skills, training, credentials or accomplishments of the individual that are relevant to the required services and any similar or comparable projects on which the key personnel have served in positions of similar or comparable responsibility within the last five years. Include the name, e-mail address, address and phone number of each person listed.

Tab 2. Familiarity and understanding of the Scope of Services including information regarding the firm’s previous experience in providing Executive Search Services to public agencies, including housing authorities, HUD Assisted housing providers, State and Local governments or customers of the size of CRHA. (25 Points)

The submission must contain information demonstrating the technical background, professional competence and experience of the organization and the Offeror’s capability to coordinate and manage the expected work in the tasks described under the Scope of Services in Section 2. The Authority must be able to verify references under this Evaluation Criterion.

Attach a list of similar clients, giving name, address, size of agency, type of services provided and length of contract for each similar client that your organization has served in the last five years. Provide for each, the name, e-mail address, address and phone number for the contact or representative. See Attachment 1- Experience List (The organizations listed should be the same type of organization as CRHA. The list should include no more than ten (10) firms to indicate previous experience working with Public Housing Authorities (PHAs) or other similar entities).

Tab 3. Thorough, relevant and organized responsiveness to RFP demonstrating

Capability to provide services on time and on budget demonstrating experience with PHAs, local and state laws, federal standards or other regulatory agencies’ criteria having jurisdiction over the Authority. Also, include a description of the firm’s capacity to provide the scope of services including plans to manage the scope of services, workplan, reporting and billing. (25 Points)

This criterion considers the thoroughness and quality of proposal, including completeness of response to RFP and the Offeror’s Demonstrated Understanding of the Authority’s requirements and experience with PHAs Operations, local and state laws, HUD and federal standards or other regulatory agencies. Offerors should describe their approach to providing Executive Search Services and describe their expertise as it relates to the rules and regulations governing Federal, HUD and State requirements.

Methodology: Offeror shall provide a description outlining the services to be performed.

Such description should, at a minimum provide:

• Offerors understanding of the service to be provided;

• Proposed Methodology to be used and timeline;

• Financial capacity

• Address elements as personnel assigned;

• Assistance and materials to be furnished by CRHA;

• Project Plan and any other pertinent information;

• Quality Control

• Reporting;

• Billing.

Please complete Attachment 2 - Questionnaire.

Tab 4. Efforts to Utilize MBE’s, WBE’s and Vetran-Owned Businesses in the Project

(5 Points) Please provide information on your organization’s efforts to utilize Small, Minority and Veteran-Owned businesses or your ownership designations if you are a MBE.

WBE and/or VBE. Complete and execute Attachment 3 for the Certification regarding Minority, Women and Veteran-Owned Business Enterprises.

Tab 5. Section 3 Certification and Compliance Strategy (5 Points) Please refer to Attachment 4 for the Section 3 Program. At a minimum, complete Attachments 4 to outline your Section 3 Certification and Compliance information. Any additional information that you provide will be considered.

Tab 6. Price Proposal (20 Points)

This criterion considers the Offerors proposed prices; the appropriateness of other conditions or limitations incorporated in the proposal; the attractiveness of the business offer; the benefit to the Authority financially. List billing rates Offeror charges and identify other charges. Attachment 5 – Price Proposal Form.

Attachment 5 – Price Proposal Form.

Tab 7. Evidence that the Firm or Individual is currently licensed and registered in the Commonwealth of Virginia and maintains liability, property, workmen’s compensation, errors and omissions and automobile insurance.

Please attach a copy of the firm’s licenses and insurance certificate.

(Note: This is a YES or NO criterion: If the answer is NO, the firm may be disqualified, not point-scored).

Tab 8. Required Forms

Completed and Executed Attachment 6 – Form HUD 5369-C

Certifications and Representations of Offerors;

Completed and Executed Attachment 7 – Authorization for Verification of

References;

Completed Attachment 8 – Statement of Offeror’s Qualifications Completed Attachment 9 – Conflict of Interest Statement Completed Attachment 10 – W-9 Form Completed Attachment 11 – Non-Collusive Affidavit

6. PROPOSALS EVALUATION AND SELECTION PROCESS

6.1 General

All responsive proposals received by the Authority within the established deadline that meet the submission requirements will be evaluated by the RFP Evaluation Panel consisting of three (3) or more members voting.

PLEASE NOTE: No proposer shall be informed at any time during or after the RFP process as to the identity of any evaluation committee member. If, by chance, an Offeror does become aware of the identity of such person(s), he/she SHALL NOT make any attempt to contact or discuss with such person anything related to this RFP. As detailed within this document, the designated Procurement staff is the only person at the Authority that the Offerors shall contact pertaining to this RFP.

Failure to abide by this requirement may (and most likely will) cause such Offeror(s) to be eliminated from consideration for award.

6.2 Proposal Evaluation

The Contracting Officer will forward responsive proposal packages to the RFP Evaluation Panel. Each such proposal package will be evaluated by the RFP Evaluation Panel using the Technical selection criteria set forth in Section 4 of this RFP and scored based on the information contained in the proposal package.

Factors not specified in the RFP may not be considered. Procurement will evaluate the Price and Section 3 Factors. The sum of the points assigned to each proposal package by an individual panel member shall be averaged with all the panel members’ scores for each Offeror. Procurement shall add the Objective score, and these numbers shall be the “Final Score” for each Offeror. Once qualified Offerors are determined, the Evaluation Panel may interview and require oral presentations of selected Offerors to clarify specific matters presented in the proposals. The selected Offeror(s) are required to assume responsibility for all services offered in their proposals.

Points 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 4.1):

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

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

The Authority reserves the right to make multiple awards as a result of this solicitation. Should the Authority determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that Offeror.

6.3 Price Evaluation

Price Evaluation will be made separately by Procurement based on pricing included in the completed Attachment 5. Proposed pricing for each item listed in Attachment 5 will be compared to the range of proposed pricing submitted in all Proposals as well as the Authority's price estimate. Any materially unbalanced Proposals will be rejected. The proposal is materially unbalanced when it is based on prices significantly understated for some work and prices which are significantly overstated for other work. Any determination of materially unbalanced pricing will be made considering both the pricing contained in proposals received in response to this RFP and prices historically paid by the Authority for like services.

6.4 Negotiations

Negotiations will be conducted by the Authority with the highest rated responsible Offerors in the competitive range with intentions to reach agreement on a fair and

Points Awarded Range Classification* Rating % 5 10 15 20 25

Acceptable Excellent 75%/+ 4-5 8-10 14-15 19-20 21-25 Acceptable Very Good 70%/+ 3.5 7 11-13 16-18 18-20

Potentially Acceptable Good 65%/+ 3.25 6.5 9-10 14-15 15-17 Potentially Acceptable Average 60%/+ 3 6 6-8 12-13 13-14

Unacceptable Poor <60% 0-2 0-5 0-5 0-11 0-12 reasonable price and contract. The Authority will request a Best and Final Offer (BAFO) from the top-rated firm(s).

The Authority reserves the right to make multiple awards as a result of this solicitation. Should the Authority determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that Offeror

7. INSURANCE REQUIREMENTS

The package must include evidence of the Offeror’s ability to provide Professional Worker’s Compensation Insurance (or evidence that Offeror is not required to provide such insurance under applicable law), Public Liability, Automobile, Professional Liability and/or Errors and Omissions and Property Insurance coverage. Such insurance shall be procured from a company licensed to do business in the State of West Virginia and maintained for the entire duration of the proposed contract. Deductible levels shall not exceed $1,000 per occurrence on any policy. Proof that these requirements can be met must be provided prior to award.

All policies must be in amounts acceptable to the Authority. Upon Notice of Award, the Authority must be named as an additional insured on all policies, and the policy must provide that coverage cannot be canceled without notice to the Authority at least thirty (30) days before the effective date of such cancellation. Notwithstanding the foregoing, the Authority reserves the right, in its sole discretion, to raise, waive or reduce the limits of any insurance coverage, including deductibles, required under this Request for Proposals, or to otherwise modify insurance requirements as it deems appropriate.

The Contractor shall furnish a new certificate prior to any change or cancellation date.

The failure of the Contract to deliver a new and valid certificate will result in suspension of all payments until the new certificate is furnished. If proper proof of insurance is not met within 10 days of Notice of Award, the Authority may immediately cancel any contract.

7.1 Worker's Compensation

a. Coverage to be in compliance with the Workers Compensation Law of the

State of West Virginia.

b. State…………………………………………………………...Statutory.

c. Applicable…