RFP 5988_09.26.24.pdf

REQUEST FOR PROPOSALS

SAFETY AND SECURITY CONSULTING

The Seattle Housing Authority (SHA) is seeking proposals from qualified consultants to provide comprehensive research and assessments to develop and identify strategies per community for tailored needs regarding increased security.

Pre-Submission Conference: SHA will hold a virtual Pre-Submission Conference on Monday, October 7th, 2024, at 11:00 am.

To attend the Pre-Submission Conference via MS Teams, join the following link:

Microsoft Teams

Join the meeting now

Meeting ID: 282 417 453 64 Passcode: hpyA37

Dial in by phone

+1 206-257-3799,,326339869# United States, Seattle Find a local number Phone conference ID: 326 339 869#

Join on a video conferencing device

Tenant key: 507130161@t.plcm.vc Video ID: 117 779 117 7

If you need the link emailed, please e-mail Johnny Le, Contract Administrator at purchasing@seattlehousing.org and you will be sent an invitation to join.

Obtaining the RFP: Visit our website at Do business with us | Seattle Housing Authority to obtain a copy of the RFP. Any addenda issued for this RFP will be published at the above-referenced website and proposers are responsible for checking the website prior to submission of proposals for any addenda. If you are unable to download the RFP or addenda, you may e-mail Johnny Le, Contract Administrator at purchasing@seattlehousing.org.

Questions: Any questions or requests for further information must be submitted in writing no later than 2:00 PM on Monday, October 09st, 2024 to the Contract Administrator noted above by e-mail at purchasing@seattlehousing.org.

Submission Deadline: Proposals must be received not later than 2:00 pm on Thursday, October 24th, 2024, at the Contract Administrator’s e-mail address noted above.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTc5YjgwYjAtZmQ0Yy00ZGU2LTljOGQtMmY2ZmY5NTQzMTE3%40thread.v2/0?context=%7b%22Tid%22%3a%2235376ebc-de69-4267-81ba-293f33915e86%22%2c%22Oid%22%3a%22582e47ef-8f4c-418b-97ee-e2a23f07a651%22%7d tel:+12062573799,,326339869 https://dialin.teams.microsoft.com/12049260-71de-4505-916b-986d6d127f28?id=326339869 mailto:507130161@t.plcm.vc mailto:purchasing@seattlehousing.org https://www.seattlehousing.org/do-business-us mailto:purchasing@seattlehousing.org

SHA Solicitation No. 5988

Last Revised 07-29-24

Diversity: SHA strongly encourages minority-owned and women-owned businesses, socially and economically disadvantaged businesses, HUD Section 3 businesses, small businesses and veteran-owned businesses to submit proposals or to participate in a subcontracting capacity on SHA contracts.

Rights Reserved: SHA reserves the right to waive as an informality any irregularities in submittals, and/or to reject any and all proposals.

Diana Peterson Procurement and Contracts Manager

CONSULTANT REGISTRATION FORM

If you plan on submitting a Proposal for this project, please complete this registration form and e-mail it to Johnny Le, Contract Administrator and purchasing@seattlehousing.org so that you can be contacted directly if necessary.

SEATTLE HOUSING AUTHORITY

RFP Solicitation No. 5988

Safety and Security Consulting

Name of Firm: _____________________________________

Business Address: _________________________ _________

Contact Information:

Name: __________________________________________

Title: ___________________________________________

Telephone #: __________________

Fax #: ___________________ e-mail: _________________________________________

Thank you.

REQUEST FOR PROPOSALS

SOLICITATION NO. 5988

for

TABLE OF CONTENTS

A. INTRODUCTION

B. SUBMITTAL REQUIREMENTS

C. SCOPE OF WORK

D. INFORMATION TO BE PROVIDED IN YOUR PROPOSAL

E. CONSULTANT EVALUATION CRITERIA

F. SELECTION PROCESS

G. CONTRACT NEGOTIATIONS

H. ADMINISTRATIVE INFORMATION

ATTACHMENTS:

A. FORMS:

• Vendor Fact Sheet

• Suspension and Debarment Compliance Certificate for Consultant

• Suspension and Debarment Compliance Certificate for Sub-Consultants (if applicable)

• Certifications and Representations of Offerors – Non-Construction Contract (form HUD-5369-C)

• For-Profit Subgrantee and Contractor Certifications and Assurances Form

B. INFORMATIONAL EXHIBITS:

• HUD Section 3 Information and Section 3 Forms

RFP Issued On: Proposal Due:

Thursday, September 26th, 2024 2:00 PM Thursday, October 24th, 2024

SHA Solicitation No. 5988 1 | P a g e

Seattle Housing Authority

Request for Proposals (Solicitation No. 5988)

A. INTRODUCTION

1) General: The Seattle Housing Authority (SHA) is seeking a qualified professional firm to consultants to provide comprehensive research and assessments to develop and identify strategies per community for tailored needs regarding increased security.

2) Seattle Housing Authority Background: SHA is an independent public corporation providing long-term, low-income rental housing and rental assistance to more than 38,000 people in the city of Seattle. We believe in providing more than housing for our tenants, and we partner with many organizations to offer an array of services and community activities to help those we serve improve their lives. The majority of SHA's funding is federal, through the U.S Department of Housing and Urban Development (HUD). Other income includes rent revenue and non-HUD public and private grants.

SHA operates according to the following Mission and Values:

Our Mission The mission of the Seattle Housing Authority is to enhance the Seattle community by creating and sustaining decent, safe and affordable living environments that foster stability and increase self-sufficiency for people with low incomes.

Our Values As stewards of the public trust, we pursue our mission and responsibilities in a spirit of service, teamwork, and respect. We embrace the values of excellence, collaboration, innovation, and appreciation.

The mission of the Seattle Housing Authority is to enhance the Seattle community by creating and sustaining decent, safe and affordable living environments that foster stability and self-sufficiency for people with low incomes. SHA provides long-term, low-income rental housing and rental assistance to more than 38,000 people in Seattle.

SHA owns and operates more than 8,500 housing units at nearly 400 sites throughout the city. SHA also administers approximately 12,000 Housing Choice Vouchers, enabling low-income residents to receive rental assistance throughout the Seattle housing market. SHA, an independent public corporation established in 1939, is governed by a seven-member Board of Commissioners, two of whom are SHA residents. Commissioners are appointed by the Mayor and confirmed by the City Council. More information is available at seattlehousing.org.

3) Women and Minority Business Enterprise (WMBE) Inclusion: SHA requires proposers to make good-faith efforts to meet SHA’s 14% aspirational WMBE goal and provide meaningful opportunities to WMBE firms to participate in the direct performance of commercially useful work as part of the proposed Project Team.

4) Race and Social Justice Initiative (RSJI): SHA is committed to advancing racial and other social justice equity and has a focused affirmative plan to educate staff on http://www.seattlehousing.org/

SHA Solicitation No. 5988 2 | P a g e the effects of racism and other oppressions on the work of SHA, our employees, residents and stakeholders; and to eliminate institutional racism and other oppressions at SHA.

5) Cooperative Purchasing: RCW 39.34 allows cooperative purchasing between public agencies (political subdivisions) in the State of Washington. Public agencies that file an Interlocal Joint Purchasing Agreement with SHA may also wish to procure the services herein offered by the successful party. The successful party shall have the option of extending its offer to SHA to other agencies for the same cost, terms and conditions.

SHA does not accept any responsibility for agreements, contracts or purchase orders issued by other public agencies to the successful party. Each public agency accepts responsibility for compliance with any additional or varying laws and regulations governing purchase by or on behalf of the public agency. SHA accepts no responsibility for the performance of the successful party in providing services to other public agencies, nor any responsibility for the payment price to the successful party for other public-agency purchases.

B. SUBMITTAL REQUIREMENTS SCHEDULE:

Activity Location Day Date Time

Pre-Submittal Meeting

Please join the link provided on the first page of this proposal package. If you need the link emailed, please e-mail Johnny Le, Contract Administrator at purchasing@seattlehousing.org and you will be sent an invitation to join.

Monday 10/7/2024 11:00

AM

Deadline for Questions

E-mail questions to purchasing@seattlehousing.org

Wednesday 10/9/2024 2:00

PM

SUBMITTAL DEADLINE AND DELIVERY INFORMATION

E-Mail to: purchasing@seattlehousing.org Thursday 10/24/2024

2:00

PM

Questions: Questions must be in writing and sent prior to the Deadline for Questions date and time shown above. Submit your questions to Johnny Le at purchasing@seattlehousing.org

Addenda: In the event there are changes or clarifications to this RFP, SHA will issue an addendum. Addenda will be published on SHA’s website at Do business with us | Seattle Housing Authority. It is the responsibility of proposers to check this website before submitting and downloading any addenda issued. If you are unable to download the addenda, you may e-mail the Contract Administrator, Johnny Le at purchasing@seattlehousing.org to have a copy of the addenda e-mailed to you.

mailto:%20purchasing@seattlehousing.org mailto:%20purchasing@seattlehousing.org mailto:%20purchasing@seattlehousing.org https://www.seattlehousing.org/do-business-us https://www.seattlehousing.org/do-business-us mailto:%20purchasing@seattlehousing.org

SHA Solicitation No. 5988 3 | P a g e

Pre-Submittal Meeting: Proposers are strongly encouraged to attend a Pre- Submittal Meeting at the date and time indicated above.

Submittal: The deadlines given above are firm as to place, date, and time. SHA will not consider any proposal received after the deadline.

All proposals should be clearly marked when e-mailed to avoid any confusion about recording arrival dates and times. Proposers should take this practice into account and submit their materials early to avoid any risk of ineligibility caused by unanticipated delays or other delivery problems. NOTE: A faxed or hand delivered proposal is not acceptable.

All proposals received will become the property of the Seattle Housing Authority and will not be returned to the Proposer.

Proposals should be limited to a maximum of 10 pages single sided, or 5 pages double sided in no smaller than 11 point font on 8½” by 11” sheets. The following are NOT INCLUDED in the page limit mentioned above: your cover letter, vendor fact sheet, resumes, Certifications and Representations of Offerors – Non-Construction Contract (form HUD-5369-C), the Suspension and Debarment Certificate for Consultant, and any applicable Section 3 form(s). Your cover letter should express your interest in performing the work. A principal or officer of the firm authorized to execute contracts or other similar documents on the firm’s behalf must sign the letter.

1) Required number of copies: Proposers responding to this RFP shall submit their proposal to the e-mail address indicated above. The following items/forms are to be submitted as a separate file and not included in your Proposal. Do not include these items/forms in the proposal.

• Price / Rates

• Vendor Fact Sheet

• Suspension and Debarment Compliance Certificate for Consultant

• Suspension and Debarment Compliance Certificate for Sub-Consultants

• Certifications and Representations of Offerors (form HUD-5369-C)

• For-Profit Subgrantee and Contractor Certifications and Assurances Form

• Any applicable Section 3 Form(s)

2) Proprietary Proposal Material:

Any records or materials submitted to SHA in response to this RFP become public records under Washington State law (see RCW Chapter 42.56, the Public Disclosure Act, at https://apps.leg.wa.gov/rcw/default.aspx?cite=42.56). Public records must be promptly disclosed upon request unless a statute exempts disclosure. Exemptions from disclosure include trade secrets and valuable formulas (see RCW 42.56 and RCW Ch. 19.108); however, public disclosure exemptions are narrow and specific. Proposers are expected to be familiar with any potentially-applicable exemptions, and the limits of those exemptions.

Proposers are obligated to separately bind and clearly mark as “proprietary” information any proposal records they believe are exempted from disclosure. The body of the proposal may refer to these separately-bound records. Proposers https://apps.leg.wa.gov/rcw/default.aspx?cite=42.56

SHA Solicitation No. 5988 4 | P a g e should mark as “proprietary” only that information they believe legitimately fits within a public-disclosure exemption. SHA may reject solicitation responses that are marked proprietary in their entirety.

If SHA receives a public disclosure request for records that a Proposer has marked as “proprietary information,” SHA may notify the Proposer of this request and postpone disclosure briefly to allow the Proposer to file a lawsuit under RCW

42.17.330 to enjoin disclosure; however, this is a courtesy of SHA and not an obligation.

SHA has no obligation to assert an exemption from disclosure. If the Proposer believes that its records are exempt from disclosure, the Proposer is obligated to seek an injunction under RCW 42.56. By submitting a proposal, the Proposer acknowledges this obligation; the Proposer also acknowledges that SHA will have no obligation or liability to the Proposer if the records are disclosed.

3) Cost of Preparing Proposals: SHA will not be liable for any costs incurred by the Proposer in the preparation and presentation of proposals submitted in response to this RFP including, but not limited to, costs incurred in connection with the Proposer’s participation in demonstrations and the pre-proposal conference.

4) Rights Reserved by SHA: SHA reserves the right to waive as an informality any irregularities in submittals and/or to reject any or all proposals. SHA requests that companies refrain from requesting public disclosure of selection information until a contract has been executed as a measure to best protect the solicitation process, particularly in the event of a cancellation or re-solicitation. With this preference stated, SHA shall continue to properly fulfill all public disclosure requests for such information as required by State Law.

C. SCOPE OF WORK

1. Introduction The Seattle Housing Authority (SHA) is committed to enhancing the safety and security of its housing communities, staff, and individual sites, at all applicable SHA communities.

SHA is seeking a consultant to provide comprehensive research and assessments to develop and identify strategies per community for tailored needs regarding increased security.

2. Research and Assessment Focus The core goal of this RFP is to conduct thorough research and assessments across SHA communities. This includes analyzing current safety and security measures, identifying risks and vulnerabilities, and recommending strategic improvements.

SHA is committed to a secure and inclusive environment, valuing diversity, and innovation in its partnerships. We encourage proposals from a wide range of applicants, ensuring that our safety and security solutions meet the diverse needs of our communities.

Acknowledging that each property has distinct safety needs and challenges, comprehensive plans are sought to provide a thorough assessment and well-researched recommendations for the next steps in security. The goal is to ensure the safety and

SHA Solicitation No. 5988 5 | P a g e security of all staff and residents, focusing on the most vulnerable. The guidelines to consider in developing approaches to meet the unique security needs of each site are below:

a) Develop Presence Enhancement Strategy: Enhance the visibility of safety personnel across all housing sites to provide a stronger sense of security and community presence.

b) Establish De-escalation and Deterrence Protocols: Develop specific de-escalation protocols for addressing safety concerns, focusing on non-confrontational conflict resolution methods.

c) Foster Community Relationships: Build and strengthen trust with residents to create a more supportive and engaged community environment.

d) Initiate Violence Reduction strategies: Implement violence reduction strategies, incorporating the involvement of various community stakeholders in proactive measures.

e) Enhance Outreach to Families and Individuals: Conduct targeted outreach to families and individuals, especially those connected to issues of violence, to foster a safer and more supportive community atmosphere.

f) Comprehensive Community Safety Assessment:

I. Conduct evaluations of SHA's safety and security needs properties, focusing on the needs of all residents.

II. Develop safety plans addressing specific challenges and requirements of diverse communities.

g) General Safety and Security Strategy: Propose a safety strategy to ensure a secure and supportive environment for all residents.

h) Collaborative Municipal Relationship Building for Community Safety: Formulate strategies for SHA's collaboration with local city and county municipalities and agencies, like the Seattle Police Department, for enhanced community safety.

i) On-Site Security Risk Identification and Management:

I. Conduct site-specific evaluations to identify security risks in common areas and residential areas.

II. Recommend securing community spaces, including play areas, community centers, and other public spaces.

j) Equity and Inclusivity in Strategies:

I. Ensure all safety recommendations consider the community's diverse needs, promoting equitable access to safe spaces and resources.

II. Develop strategies to address the unique safety concerns of residents from various cultural backgrounds.

SHA Solicitation No. 5988 6 | P a g e

3. Specific

Through this comprehensive scope of work, SHA aims to create a safer, more supportive, and equitable environment for all residents and staff, ensuring a secure and empowering living space for residents, including the youth who are integral to our community.

The selected consultant(s) will be responsible for the following tasks, but not limited to:

a) Safety and Security Assessment:

I. Conduct comprehensive evaluations of SHA's housing communities, including physical infrastructure, policies, procedures, and community engagement.

II. Identify specific safety needs within communities and allocate resources for targeted interventions like increased security measures and improved lighting.

b) Integrated Physical Security (IPS):

I. Assess property's physical infrastructure, access control measures, and emergency response protocols.

II. Develop recommendations for a security plan, including video surveillance, access control systems, and visitor management protocols.

c) Community Safety Needs:

I. Collaborate with local community organizations and law enforcement to tailor interventions for specific challenges.

II. Develop security recommendations including surveillance systems, security personnel, and incident response protocols.

d) Equity and Inclusivity Review:

I. Assess potential disproportionate impacts of security plans.

II. Create strategies to ensure equitable access to safety resources for all residents.

e) Security Plan Development Recommendations:

I. Develop a set of security recommendations aligned with best practices.

II. Incorporate an equity lens into security plans.

f) Internal Security Options and External Partnerships:

I. Consider pros and cons establishing an internal security team.

II. Assess collaborations with local law enforcement, private security firms, or community organizations.

g) Crisis Management and Emergency Preparedness: Create recommendations for protocols and plans for responding to critical safety events and natural disasters.

h) Lease Enforcement Strategy:

I. Undertake initiatives to enhance understanding and application of lease enforcement across all stakeholders.

SHA Solicitation No. 5988 7 | P a g e

II. Develop strategies to utilize lease enforcement as a supportive tool, focusing on access to services and addressing safety within lease agreements.

III. Collaborate with legal aid and tenant advocacy groups for fair, equitable lease enforcement practices.

IV. Integrate lease enforcement with community initiatives, considering individual circumstances and social justice.

i) Municipal Systems Knowledge and Community Relations:

I. Gain in-depth knowledge of Seattle and King County’s municipal systems, including housing, social services, and public safety.

II. Establish partnerships with city departments, nonprofits, and community groups.

III. Conduct forums and sessions to gather resident perspectives on SPD and municipal relationships.

IV. Foster partnerships with SPD, community organizations, and SHA for positive interactions and community-oriented policing.

V. Develop protocols to address issues like noise complaints, neighbor disputes, and non-emergency concerns.

4. Deliverables

The consultant(s) will provide the following deliverables:

a) Safety and Security Assessment Reports: Detailed findings from the assessments of SHA communities, including recommendations for targeted interventions.

b) Security Plan: A comprehensive plan addressing vulnerabilities and best practices in physical infrastructure, surveillance, access control, and emergency preparedness.

c) Equity and Inclusivity Report: A report on the impact of safety measures on different community groups and recommendations for equitable access.

d) Lease Enforcement Strategy Report: A document outlining recommendations for a justice-oriented approach to lease enforcement, emphasizing fairness and support.

e) Community Engagement Framework: Strategies for building partnerships with local organizations and fostering community-oriented security practices.

f) Crisis Management Plan: Recommendations for Protocols for managing emergencies, including communication strategies and coordination with local emergency services.

SHA Solicitation No. 5988 8 | P a g e

D. INFORMATION TO BE PROVIDED IN YOUR PROPOSAL

Response / Proposal Content: To facilitate evaluation, proposals should address and be organized in the order of the outline given below and include the following information:

1) Cover Letter

2) Address each of the evaluation criteria below:

- Relating to Criterion 1:

Women and Minority Business (WMBE) Inclusion Plan

Provide a detailed Inclusion Plan describing your good-faith efforts to meet the aspirational WMBE goal and provide meaningful opportunities to WMBE firms to participate in the direct performance of commercially useful work as part of the proposed Project Team. Your Plan must also include, if applicable, pre-award commitments or agreements with your named WMBE and/or Project Team members’ firm(s).

- Relating to Criterion 2:

Race and Social Justice Initiative (RSJI) o Provide a detailed Plan describing your firm’s good faith efforts to identify and address racism and other oppressions both within and without your organization.

o If applicable, please indicate training, tools and other resources that are available for your employees to work proactively for race and social justice equity.

o If applicable, state steps or processes in place that enable your organization to provide services in a culturally responsive and relevant way.

- Relating to Criterion 3:

Firm’s Experience and Qualifications o Provide evidence of your firm’s ability to perform the work described in the Scope of Work.

o Provide evidence of working with public agencies and/or low-income residents.

- Relating to Criterion 4:

Project Team’s Experience and Qualifications o Provide evidence of your project team’s ability to perform the work described in the Scope of Work.

o Explain how the project team would approach the referral process of individuals, from start to finish.

o Provide an in-depth explanation on your processes from the development to the implementation.

- Relating to Criterion 5:

Reporting and Processes o Provide sample reports pertaining to the Scope of Work.

o Provide an in-depth explanation on your processes from the development to the implementation.

SHA Solicitation No. 5988 9 | P a g e o Describe the process, from start to completion, on the referral process of individuals.

- Relating to Criterion 6:

Fee Schedule:

o A fee schedule including a breakdown that provides all-inclusive rates pertaining to the Scope of Work.

3) Provide resumes for the key personnel named in your response.

4) Include a list of at least three references for whom the firm or team members have performed similar work in the last five years (including agency or business name of client, contact person, address, telephone number and e-mail address if available.)

E. CONSULTANT EVALUATION CRITERIA

Consultants’ submittals will be evaluated based on the criteria listed in this section and further described in Section D above. In preparing the submittal to SHA, it is important for proposers to clearly demonstrate their expertise in the areas described in this document. Because multiple areas of expertise are required for successfully performing this project, the Consultant, either through in-house staff or sub-consultants, must demonstrate expertise and have available adequate numbers of experienced personnel in all of the areas described.

Consultants are encouraged to identify and clearly label in their submittal how each criterion is being fully addressed. Evaluation of responses to this RFP will be based only on the information provided in the submittal package, and if applicable, interviews, and reference responses. SHA reserves the right to request additional information or documentation from the firm regarding its submittal documents, personnel, financial viability, or other items in order to complete the selection process.

In submitting a proposal, the Consultant and any sub-consultants agree that any costs, prices, hourly rates proposed shall be valid for a minimum of 90 days from the proposal due date.

The following criteria with a point system of relative importance with an aggregate total of 100 points will be utilized to evaluate the qualifications of each proposer:

Evaluation Criteria – Qualifications Weighting

(Max.

Points)

Women and Minority Business Enterprise (WMBE) Inclusion Plan (See Section D above for a complete description of this Criterion.)

Race and Social Justice Initiative (RSJI) (See Section D above for a complete description of this Criterion.)

Firm’s Experience and Qualifications (See Section D above for a complete description of this Criterion.)

Project Team’s Experience and Qualifications (See Section D above for a complete description of this Criterion.)

SHA Solicitation No. 5988 10 | P a g e

Reporting and Processess (See Section D above for a complete description of this Criterion.)

Fee Schedule (See Section D above for a complete description of this Criterion.)

MAXIMUM TOTAL POINTS FOR QUALIFICATIONS 100

F. SELECTION PROCESS

An evaluation panel will rate all responses to this RFP that are received on or before the stated deadline, according to the criteria listed above. Based on its initial evaluation, the panel may:

1) Make a recommendation to SHA’s Executive Director and request authority to negotiate a Contract with one or more proposers; or

2) Request additional information from the proposer or proposers whose responses appear to have the greatest likelihood of success; and/or

3) Invite one or more proposer whose responses appear to have the greatest likelihood of success to attend an interview/presentation to discuss their proposal;

and then make a recommendation to SHA’s Executive Director and request authority to negotiate a contract with one or more proposers.

SHA reserves the right to conduct reference checks at any time during the evaluation process.

In the event that information obtained from the reference checks reveals concerns about any proposer's past performance and their ability to successfully perform the contract to be executed based on this RFP, SHA may, at its sole discretion, determine that the Proposer is not a responsible proposer and may select the next highest-ranked Proposer whose reference checks validate the ability of the Proposer to successfully perform the contract to be executed based on this RFP. In conducting reference checks, SHA may include itself as a reference if the Proposer has performed work for SHA, even if the Proposer did not identify SHA as a reference.

By submitting its proposal in response to this RFP, the consultant accepts the procurement method used and acknowledges and accepts that the evaluation process will require subjective judgments by SHA and the evaluation panel.

Any protest of the selection process shall be resolved in accordance with SHA’s Procurement Policy and Procurement Procedures, which may be reviewed on SHA’s website, under FORMS AND POLICIES of the Do Business With Us page.

G. CONTRACT NEGOTIATIONS

SHA shall negotiate with the most qualified Proposer or Proposers, as determined by evaluation of the responses and, if applicable, interviews. If SHA is unable to reach agreement with any of the highest ranked firms, it may negotiate with the next highest ranked firm or firms, proceeding in turn to each firm that SHA has determined to be qualified, in order of rank. If agreement cannot be reached with any qualified firm, SHA reserves the right to cancel the solicitation.

https://www.seattlehousing.org/sites/default/files/Procurement%20Policies.pdf https://www.seattlehousing.org/sites/default/files/Procurement%20Procedures.pdf

SHA Solicitation No. 5988 11 | P a g e

SHA expects to execute one or more Contracts for services for one year. At SHA’s option, a Change Order may be executed extending the Contract(s) for up to four additional one-year periods, along with appropriate adjustments in the scope of work and compensation. The Contract shall not exceed five-years.

H. ADMINISTRATIVE INFORMATION

1) Small and/or Disadvantaged Business Enterprise Requirements: SHA strongly encourages minority-owned and women-owned businesses, socially and economically disadvantaged business enterprises, HUD Section 3 businesses, small businesses and veteran-owned businesses to submit proposals, to participate as partners, or to participate in other business activity in response to this RFP.

As outlined in more detail in Section D, SHA has also included a 14% Women and/or

Minority Business Enterprise (WMBE) aspirational participation goal. Consequently, in responding to the solicitation, submitters must include an Inclusion Plan demonstrating good faith efforts in seeking meaningful opportunities for WMBEs in the work of the Contract.

2) Section 3 Requirements: Section 3 of the Housing and Urban Development Act of

1968 (hereinafter “Section 3 Laws”) requires SHA to the greatest extent feasible to provide employment opportunities to Section 3 residents. Section 3 residents include residents of SHA communities and other low-income residents of Seattle.

Section 3 Contract Language: The following language regarding Section 3 will be included as part of the contract to be executed based on this RFP:

A. The work to be performed under this contract is subject to the requirements of the

Section 3 Laws. The purpose of the Section 3 Laws is to ensure that employment and other economic opportunities generated by HUD assistance or HUD-assisted projects covered by the Section 3 Laws, shall, to the greatest extent feasible, be directed to low- and very low-income persons, particularly persons who are recipients of HUD assistance for housing.

B. The parties to this contract agree to comply with the Section 3 Laws. Without limiting the generality of the foregoing, Consultant shall comply, and shall require its subcontractors and subconsultants to comply, with the requirements of 24 CFR

75.9. As evidenced by their execution of this contract, the parties to this contract certify that they are under no contractual or other impediment that would prevent them from complying with the Section 3 Laws.

C. The Consultant agrees to include this Section 3 clause in every subcontract, and to otherwise take all necessary steps to ensure compliance with the Section 3 Laws by its subcontractors and subconsultants. The Consultant agrees to take appropriate action, as provided in an applicable provision of the subcontractor in this Section 3 clause, upon a finding that the subcontractor or subconsultant is in violation of the Section 3 Laws. The Consultant will not subcontract with any subcontractor or subconsultant where the Consultant has notice or knowledge that the subcontractor or subconsultant has been found in violation of the Section 3 Laws.

D. The Consultant will provide certifications in form and substance required by Owner at such times as Owner may request, certifying (i) its compliance with the Section 3 Laws, and (ii) as to such facts and circumstances pertaining to the Section 3

SHA Solicitation No. 5988 12 | P a g e

Laws as Owner may require or request, including, without limitation, certification with respect to total number of labor hours worked under this Agreement, labor hours worked by Section 3 Workers (as defined in the Section 3 Laws), and labor hours worked by Targeted Section 3 Workers (as defined in the Section 3 Laws).

E. Noncompliance with the Section 3 Laws may result in sanctions, termination of this contract for default, and debarment or suspension from future HUD assisted contracts.

F. Each party agrees to perform any further acts and execute and deliver any further documents that may be reasonably necessary to carry out the provisions and intent of this Section or otherwise to ensure performance in compliance with the Section 3 Laws.

3) Basic Eligibility: By submitting for this Solicitation:

A. Proposer represents that it is licensed to do business in the State of Washington and it has a state Unified Business Identifier (UBI) number.

B. Proposer represents by its submission of the SUSPENSION AND DEBARMENT COMPLIANCE CERTIFICATE FOR CONSULTANT form, attached hereto, that neither it nor it principals/officers are presently debarred, suspended, proposed for debarment, or declared ineligible or voluntarily excluded from participation in this transaction by any federal department or agency. Proposer further represents that by submitting a Proposal and being selected for this work, that it will comply with the requirements regarding sub-contracting and the purchase of supplies or materials for this work and the sub-contractors and/or firms, and their principals/officers are not debarred or otherwise disqualified from doing business with SHA. The Proposer understands that if selected, it shall provide evidence with the SUSPENSION AND DEBARMENT COMPLIANCE CERTIFICATE FOR SUB-CONSULTANTS form attached to this RFP of Proposer’s sub-contractors’ (if applicable) eligibility.

C. Certification and Representations of Offerors Form: The Consultant shall submit to SHA a completed and signed Certifications and Representations of Offerors form (HUD-5369-C) (attached hereto) for itself.

4) Payment Requirements: Proposers should be aware that SHA will only make payments on the contract issued under this RFP after the work being billed has been completed, and within 30 calendar days of receipt of a properly prepared and SHA approved invoice from the Consultant. Supporting documentation is required for payment of reimbursable expenses. No advance payments will be made to the Consultant, who must have the capacity to meet all project expenses in advance of payments by SHA.

5) Approval of Sub-Consultants: SHA retains the right of final approval of any sub-consultant of the selected Proposer who must inform all sub-consultants of this provision.

6) Documents Produced: All construction drawings, reports, specifications, and other documents produced under contract to SHA must be submitted to SHA in both hard copy and a digital format that meets SHA’s requirements, using Microsoft Office or AutoCad products in an IBM-compatible format. All documents and products created by the Consultant and their sub-consultants shall become the exclusive property of

SHA.

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7) Other Contracts: During the original term and all subsequent renewal terms of the contract resulting from this RFP, SHA expressly reserves the right, through any other sources available, to pursue and implement alternative means of soliciting and awarding similar or related services as described in this RFP.

8) Funding Availability: By responding to this RFP, the Proposer acknowledges that for any contract signed as a result of this RFP, the authority to proceed with the work is contingent upon the availability of funding.

9) For-Profit Subgrantee and Contractor Certifications and Assurances Form: In the event that the Contract for these services includes any Federal Grant Funds, the Consultant must submit a completed and signed Certifications and Assurances Form (copy attached to this RFP) for itself and each sub-consultant, if known will be utilized on the Contract. Such form shall be submitted to SHA with the one original submittal for this RFP.

10) Contract Requirements: Proposers may review a sample of SHA’s standard contract language that will form the basis for any contract executed based on this solicitation by visiting SHA’s website, under FORMS AND POLICIES of the Do Business With Us page.

SHA’s standard contract document is intended to guide you in developing your proposal. The actual contract that the successful Proposer and SHA will sign will be based on this sample contract. Please be advised that SHA will only negotiate some aspects of the contract. Much of the contents of the sample contract are based on non-flexible requirements and cannot be modified in any form.

In addition to any SHA-owned properties that may be included in the scope of work of this solicitation, there may be other properties for which SHA serves as General Manager and/or Managing Partner. These properties are Low-Income-Housing Tax Credit limited partnerships. If any of these Limited Partnership (LP) properties are included in the scope of work under this solicitation, the selected firm must also name those LP’s as additional insureds to their policy under the required insurance coverages described under Section H. 11C. below. The Contract(s) resulting from this solicitation must also be entered into by SHA, the selected firm, and all legal entities, including the LPs if applicable.

11) Insurance:

A. General Requirements:

1. Prior to undertaking any work under this contract and for the duration of this contract, Consultant will procure and continuously maintain at its own expense, insurance coverage as specified below, covering performance of the work under this contract by Consultant and its agents, representatives, employees and/or subcontractors if applicable.

2. Consultant’s insurance will be primary and non-contributory as respects any insurance or self-insurance maintained by SHA, and will include a severability of interests clause for applicable coverages.

https://www.seattlehousing.org/sites/default/files/Consultant_Professional_Services_Contract.pdf https://www.seattlehousing.org/sites/default/files/Consultant_Professional_Services_Contract.pdf

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3. Failure of Consultant to fully comply with the insurance requirements of this order will be considered a material breach of order and, at the option of SHA, will be cause for such action as may be available to SHA under other provisions of this order or otherwise in law, including immediate termination of the order.

4. SHA reserves the right to waive any of the insurance requirements of this contract at its sole discretion.

5. Coverage will be placed with financially sound and responsible companies acceptable to SHA which are authorized to do business in the State of Washington.

6. Consultant’s policies will provide waivers of subrogation by endorsement or otherwise when applicable.

B. Required Insurance Coverage: Consultant will maintain and provide evidence of insurance in the following types and amounts:

1. Commercial General Liability Insurance. A policy of Commercial General

Liability insurance including bodily injury, property damage, and products/completed operations, written on an industry standard form (GC 0001 or equivalent) occurrence form, with limits of at least $1,000,000 each occurrence, and $2,000,000 in the aggregate.

Coverage will extend to cover the use of any mobile equipment on the site or sites of the work of this contract. In the event that the services to be provided under this order involve Consultant’s unsupervised access to by minor children, and/or elderly, disabled or vulnerable adults as defined in RCW 74.34.020, Consultant may be asked to provide evidence that sexual misconduct coverage has not been excluded from the policy. Acceptable evidence of sexual misconduct coverage is subject to approval by SHA’s Risk Manager.

2. Employers Liability or Washington Stop Gap Liability. A policy of Employers Liability, or a Washington Stop Gap Liability insurance endorsement, with limits of at least $1,000,000 each accident/occupational disease.

3. Commercial Business Auto Coverage. A policy of Commercial Business Auto Coverage, including coverage for owned, non-owned, leased or hired vehicles written on an insurance industry standard form (CA 00 01) or equivalent, with limits of at least$1,000,000 per accident.

4. Workers Compensation. Consultant will provide coverage in accordance with the provisions of Title 51 of the Revised Code of Washington (RCW).

5. Professional Liability/Errors and Omissions Insurance. A policy of Errors and Omissions or Professional Liability insurance appropriate to the Consultant’s licensed profession with limits of at least $1,000,000 per occurrence and in the aggregate.

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If coverage is provided on a claims-made form, Consultant will maintain coverage for a minimum of three (3) years from the date of completion of the work authorized by the Contract.

C. Proof of Insurance and Insurance Expiration:

1. Consultant will furnish certificates of insurance (and policy endorsements if needed) as evidence of compliance with the insurance requirements of the order.

2. The Seattle Housing Authority, and any limited liability partnership for which SHA serves as managing agent, will be named as an Additional Insureds on all liability policies of the Consultant other than professional liability policies.

3. SHA reserves the right to request complete copies of all required insurance policies at any time during the term of the contract.

4. If subcontractors will perform work under this contract, Consultant will

a. include all subcontractors at any tier as insureds, and ensure that the

Consultant’s coverage of subcontractors under the Consultant’s policies is not excluded by any policy provision or endorsement, or, alternatively,

b. Obtain from each subcontractor not insured under the Consultant’s policy or policies of insurance, evidence of insurance meeting all the requirements of this order and maintain such evidence on file for a period of one year after the completion of this order and, upon request, submit such evidence to SHA for examination.

5. The Consultant’s insurance will not be reduced or canceled without forty-five

(45) days prior written notice to SHA.

D. Criminal Background Investigation: The Consultant will conduct a criminal background investigation of all employees, volunteers, subcontractors and sub-consultants performing any work who may reasonably be expected to have direct or incidental contact with SHA residents, SHA staff members, or vulnerable population. In addition, a criminal background investigation will be performed for any person performing work under this Contract who is given use of an SHA building-access card or who collects payments of any kind. The criminal background investigation will include, but not necessarily be limited to, a Washington State Patrol background report or if the employee, volunteer, subcontractor or subconsultant resides in a state other than Washington, the background report should be obtained from the state patrol office where the employee, subcontractor or subconsultant has resided for the last 3 years. In the event a background check provides evidence of a felony conviction that information will be provided to the SHA Project Manager. If any person performing work under this Contract is charged with a felony, the Consultant agrees to remove that person from performing any further work on the project unless and until SHA agrees in writing to allow the person to continue.

SHA Solicitation No. 5988

Attachment A

FORMS

The forms attached hereto are to be completed and submitted as a separate document when you submit your proposal.

VENDOR FACT SHEET

VENDOR FACT SHEET

Return this Form TO: Seattle Housing Authority, Purchasing Division, ATTN: Johnny Le purchasing@seattlehousing.org

General Business Information: For SHA Use Only:

Name of Business, Organization, or Name of Person (if payment is to an individual): JDE Vendor No.

Purchasing contracts

Mailing Address for Payments:

City:

State: Zip Code:

E-Mail Address:

Telephone No.:

Fax No.: DUNS No.: UEI:

Washington UBI No.:

City of Seattle Business License No.: Washington Contractor’s License No.:

Employee Tax ID No. (TIN) or Social Security No. (if Individual):

President/General Manager:

Principal products and/or services offered:

Type of Organization (check one):

Individual

Sole Proprietor

Partnership

Corporation

• Governmental Agency

Other_________

Substitute IRS Form W-9 Certification:

Under penalties of perjury, I hereby certify that the number shown on this form is my correct taxpayer identification number, and that I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding, and I am a U.S. person (including a U.S. resident alien). Note: The Internal Revenue Service does not require your consent to any provision of this document other than the certifications required to avoid backup withholding.

SIGN

HERE➔

Signature of U.S. Person

Date

Ownership Status (check all that apply): Racial/Ethnic Status (check one):

MBE (Minority-Owned Business Enterprise)

WBE (Women-Owned Business Enterprise)

MWBE (Minority / Women-Owned Business Enterprise)

CBE (Combination Business Enterprise)

Small Business HUD Section 3

Business

Certified by OMWBE (Washington State Office of Minority and Women’s

Business Enterprises)

Self-Identified (SHA may request a signed statement re: self-certification)

Caucasian (1)

African American (2)

Native American (3)

Hispanic American (4)

Asian/Pacific American (5)

Hasidic Jews (6)

Method of Contract Payments: As outlined on the reverse side of this form, for contracts over one million dollars, SHA’s method of contract payments is through an electronic virtual credit card issued by SHA’s e-payables vendor, Bank of America. Unless SHA grants a waiver, Vendors will receive an enrollment form from SHA following issuance of a contract.

SIGN BELOW:

Signature of Authorized Representative of Vendor:

Date:

By signing immediately above, the Vendor hereby represents the following:

a) The Vendor certifies that to the best of its knowledge and belief, neither it, nor any person/principal or firm which has an interest in the Vendor’s firm, is ineligible to participate in a SHA contract, purchase order, direct pay or other transaction, pursuant to the Certification of Eligibility provision specified in the Vendor Fact Sheet Instructions, or;

b) The Vendor will comply with SHA’s General Terms and Conditions applicable to Purchase Orders (available at SHA website https://www.seattlehousing.org/, DO BUSINESS WITH US page, under FORMS AND POLICIES), if the

Vendor will be supplying goods and/or services through an SHA Purchase Order.

Vendor Fact Sheet Instructions

Thank you for your interest in doing business with the Seattle Housing Authority (SHA). We look forward to doing business with you. If you have any questions about completion of the Vendor Fact Sheet, please call us at (206) 615-3379.

In order for SHA to make payments to you or to procure goods or services from you, we need the information requested on the Vendor Fact Sheet, which also serves as a substitute IRS W-9 Form. The information about you will be entered into our computerized payment system and will allow us to make required reports to the Federal government about our business and payment transactions.

Substitute IRS Form W-9 Certification: In completing the Vendor Fact Sheet, you must sign the “Substitute IRS Form W-9 Certification” or backup withholding will apply. If you are subject to backup withholding and you are merely providing your correct taxpayer identification number to SHA, you must cross out the portion of the certification after the word “and” in line two, through the end of line five, before signing the form. Detailed instructions about IRS Form W-9 are included on the form, which may be obtained by calling our office at (206) 615-3379 or visiting the IRS web site at www.irs.gov.

Certification of Eligibility: In order to do business with SHA, the Vendor must be eligible to:

1) Be awarded contracts by any agency of the U.S. Government, HUD, or the State in which this Contract work is to be performed; or,

2) Participate in HUD programs pursuant to 24 CFR Part 24.

Use the websites of the General Services Administration and the U.S. Department of Housing and Urban Development to verify eligibility of the firm and its principals.