RFP HQS Inspector.pdf

RFP SECTION #1 – Cover Page & Table of Contents

Title - Request for Proposals for Housing Quality Standards Inspection Services

Proposal Number – RFP FCR 038-HQS Inspection Services

Date – 10/01/2026

Franklin County Regional Housing & Redevelopment Authority (FCRHRA) of 241 Millers Falls Rd, Turners Falls, MA 10376, is seeking proposals for Housing Quality Standards (HQS) Inspections

Services

# Solicitation Package

1 Cover Page & Table of Contents.

2 Introduction

Agency’s Reservation of Rights. This section highlights and describes certain rights maintained by the Agency in association with the RFP process and upon contract award.

Scope of Services. This section describes the scope of services that the inspection agency will perform for the agency.

Instructions to Offerors. This section provides general instructions on how a proposal must be submitted and the due date for submission of questions on the proposal and the proposal due date.

Proposal Format. This section provides information on the procurement strategy used for this RFP (i.e., best value) and instructions on what information must be submitted. This section also provides information on the HUD-required forms and other PHA-required information that must be submitted with the proposal (see sections 9 & 10).

Price Proposal Template. This section provides a sample price proposal template that the

Agency can require all offerors to utilize when submitting the proposal. The pricing template requests rate for each type of inspection.

Evaluation Criteria. This section provides the factors and associated weights that would be used to evaluate each proposal and describes the contract award process.

HUD Mandatory Contract Provisions. The PHA is required by HUD to include with the solicitation mandatory contract provisions when procuring non-construction services. HUD has made these contract provisions available via forms that can be downloaded from

HUD’s website. This section provides information on the mandatory contract provisions and how the PHA should include them in the solicitation.

PHA-Required Contract Provisions. This section of the solicitation would include other contract provisions, affidavits, or statements required by the PHA or state law but are not required by HUD.

RFP SECTION #2 – Introduction

The FCRHRA requests proposals (RFP) from qualified HQS Inspection agencies to perform HQS Inspections for our Section 8 Housing Choice Voucher Program. It is expected that the HQS services will be performed in accordance with HUD Regulations and the offerors must have thorough knowledge and experience with HUD rules and regulations as they pertain to HQS Inspections. 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.

The RFP contains submission requirements, scope of services, period of services, terms and conditions and other pertinent information for submitting a proper and responsive proposal. Prospective offerors requiring any explanation or interpretation of the solicitation must request it in writing no later than 3:00 pm EST on 10/30/2026. The request must be addressed to Katelyn Reardon at the following email address: kreardon@fcrhra.org. Any information given to a prospective offeror about this solicitation will be furnished to all other prospective offerors as a written amendment to this solicitation and will be updated on our website.

All responses to the RFP must be enclosed in a sealed envelope and labeled with the specific information as follows:

The envelope shall be marked: “RFP FCR 038-HQS Inspection Services

This envelope must contain all of the information and forms outlined in Section #6 Proposal Format.

Due Date and Time: 11/05/2026, 3:00 pm EST. Note: Incomplete or non-compliant proposal submissions will not be considered.

The Agency intends to award the contract pursuant to a “best value” basis, not a “lowest bid” basis. An evaluation committee shall review and rank each of the offerors proposals using the method of evaluation described in this request. The evaluation committee shall enter into negotiations with the highest ranked proposal first, and if necessary, any or all of the other proposals and submit the list of ranked offerors to the Executive Director. The Executive Director shall make a recommendation to the Board of

Commissioners to award a single contract to the most competent, responsive, and responsible offeror submitting a proposal in accordance with the proposal evaluation criteria.

The Agency reserves the right to award contracts to multiple offerors, to reject any or all bids, to waive for all applicants any information in the specifications or bidding process or to cancel in whole or in part this solicitation if it is in the best interest of the Agency to do so.

The awarded contract will be for three years beginning on January 1, 2027.

RFP SECTION #3 - AGENCY’S RESERVATION OF RIGHTS

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

1. Right to Reject, Waive, or Terminate the RFP. Reject any or all proposals, or to terminate the RFP process at any time, if deemed by the Agency, to be in its best interest.

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

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

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

5. Right to Retain Proposals. Retain all proposals submitted and not permit withdrawal for a period of

90 days subsequent to the deadline for receiving proposals.

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

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

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

9. Unauthorized Sub-Contracting Prohibited. The successful offeror(s)/contractor(s) shall not assign any right, nor delegate any duty for the work proposed pursuant to this RFP (including, but not limited to, selling or transferring the contract) without the prior written consent of the Agency. Any purported assignment of interest or delegation of duty, without the prior written consent of the

Agency shall be void and may result in the cancellation of the contract with the Agency, or may result in the full or partial forfeiture of funds paid on the contract, as determined by the Agency.

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

RFP SECTION #4 - SCOPE OF SERVICE

The selected Vendor shall provide the following services:

• Perform inspections of units to determine whether they comply with HUD's Housing Quality

Standards; or whatever current inspection standard required by HUD.

• Vendor shall ensure that its staff is sufficiently trained to use any new inspection standard or method as required by HUD.

• Schedule and perform such ongoing inspections and re-inspections in a timely manner as required by the regulations at 24 CFR Part 983, and as they may be amended from time to time.

• Inspector will be available no less than two (2) days each week to conduct inspections

• Send the inspection report to the tenant and owner (or management agent) within 5 business days of the inspection. When life threatening conditions are identified, Vendor will immediately notify both parties by telephone, facsimile, or email. The notice will specify who is responsible for correcting the violation. The corrective actions must be taken by the owner within 24 hours of Vendor’s notice.

• Within 10 days of the inspection, Vendor shall access HRA’s PHA Web management software to upload or input inspection reports. Vendor will be provided with secured remote access to

HRA’s system and a unique login will be assigned to the Vendor. HRA will provide reasonable technical assistance and PHA Web orientation if necessary.

• Vendor shall provide HRA with a list of all failed re-inspections or if the tenant/landlord fails to appear for an inspection repeatedly (twice or more) within 5 days of occurrence.

• Vendor’s employees must conduct themselves in a professional, courteous manner.

• Vendor’s employees must wear name badges with photos, identifying them by name and firm.

• Vendor’s employees performing services under this contract must be bondable.

• Vendor shall ensure that service under this contract is continuous throughout the contract year.

Types of Inspections

• Initial Inspection: First inspection made of a unit coming into the Program. This inspection must be conducted within seven (7) business days of a request from the HRA, or as otherwise negotiated. A Rent Reasonableness Survey Form must be completed during an initial inspection.

• Biennial Inspection: Biennial inspections must be conducted within 728 days of the prior annual or biennial inspection. HRA will ensure that the Vendor is provided with a list of units to be inspected approximately 90 days prior to the inspection anniversary date. A Rent Reasonableness

Survey Form must be completed during each initial inspection.

• Complaint/Special Inspection: This inspection is generally triggered by a complaint from the owner or tenant and must be conducted within 24-48 hours of a request by the HRA.

• Emergency Re-inspection: These re-inspections must be conducted within 24 hours of the original failed inspection that revealed life-threatening conditions in a unit.

• Re-inspection: These inspections must be conducted within 30 days of the original failed inspection or within seven (7) business days of receipt of owner’s certification that all failed items have been corrected, whichever occurs first.

• No Show: If an inspector arrives for an inspection but is unable to gain access to the unit because the tenant or landlord does not appear for the appointment, the inspection may charge at the rate for a re-inspection.

It is impossible to identify the specific number of inspections to be performed throughout the year. For estimation purposes, approximately 400 initial, annual, and special inspections were recorded in the past year and approximately 230 re-inspections, emergency re-inspections, and no-show inspections were recorded in the past year. Again, these figures are for information only.

RFP SECTION #5 - INSTRUCTIONS TO OFFERORS

1. Proposals are to be submitted in a sealed envelope clearly marked RFP FCR-038 HQS Inspection

Services: Franklin Regional Housing and Redevelopment Authority, Inspection Services and will be received until: 11/05/2026, 3:00 pm EST at FCRHRA 241 Millers Falls Rd, Turners Falls, MA 01376. Any proposal received/time-stamped after 11/05/2026, 3:00 pm EST time will be considered late and will be returned. If the proposal is hand-delivered, please allow enough time as there may be other clients, etc. at the front desk and you may have to wait to get your proposal time-stamped. Proposal must be time-stamped. If proposal is sent by mail or courier, the proposal will be time-stamped upon receipt.

2. The offeror should submit a signed original and one copy of its proposal.

3. No proposal may be withdrawn or modified in any way after the deadline for proposal submittal.

Proposals shall remain firm and valid for ninety (90) days from said deadline.

4. The proposal must be completed in their entirety, completing all forms included in the proposal packet. If the offeror should have any questions regarding the forms, contact Katelyn Reardon at 413-

223-5220 Phone Number or via email at kreardon@fcrhra.org.

5. Proposals are to be submitted in narrative form and are to include the Price Proposal Template included in this package.

6. Offerors may supplement their proposal with attached sheets for the purpose of adding or otherwise explaining any further conditions the offeror wish to have considered. Such supplemental attachments are to be considered items to be reviewed, accepted, rejected, or further considered by the evaluation committee.

7. During the period when proposals are being accepted, responses to questions on the RFP will not be provided to any prospective offeror. Responses to questions must be made in writing before the deadline for the submission of written questions.

RFP SECTION #6 – PROPOSAL FORMAT

The Agency intends to retain the successful offeror(s) pursuant to a “Best Value” basis, not a “Lowest

Bid” basis, i.e., the Agency will consider other factors than cost in making the award decision. All proposals submitted in response to this RFP must contain the information listed below. Any proposal which fails to include all of these items will be considered a non-responsive proposal and will not be considered for evaluation.

• Knowledge and Experience- Provide background and introduction to the firm including address and contact information, information on the firm’s size, experience with HUD regulations and include information on the firm’s client portfolio and a description of the products and services that the firm provides.

• Management and Staffing Plan- Provide a management plan that describes the firm’s approach to providing the required services, including scheduling and notifying tenants, landlords and HRA of upcoming inspections, inspection results and re-inspections.

• References. Provide references of housing authorities currently under contract with the firm for whom the offeror has performed similar services to those described in the RFP. The list shall include the: client’s name, client’s contact name, client’s telephone number, the date the service(s) was provided, and a brief narrative description.

• Insurance Requirements. Prior to award, but not as part of the proposal submission, the successful agency will be required to provide the following documents.

• Proof of Workmen's Compensation in the statutory amount

• General Liability and Auto Insurance in the following amounts during the contract period:

▪ General Liability - $ 1,000,000 / $ 2,000,000.

▪ Auto Insurance

• Property Damage - $ 500,000

• Liability - $ 1,000,000 / $ 2,000,000.

▪ HRA must be named as an additional insured on the selected vendor’s general liability policy.

• Price Proposal Template. Submit a price proposal for the base year and two option periods according to the instructions and template provided.

• HUD Form 5369-B, Instructions to Offerors, Non-Construction. Read and initial each page indicating that you have read and agree with the contents.

• HUD form 5369-C, Certifications and Representations of Offerors, Non-Construction. Read and initial each page indicating that you have read and agree with the contents.

• HUD Form 5370-C, General Contract Conditions, Non-Construction. Read and initial each page indicating that you have read and agree with the contents.

• Section 3 Business Requirements. To be provided in accordance with the PHA’s procurement policy and procedures.

• Hold Harmless Agreement. Agreement provides that the contractor shall indemnify and hold harmless the Agency and its employees from and against all claims for personal injury or property damage.

RFP SECTION #7– PRICE PROPOSAL TEMPLATE

Vendor: _________________________________________________ Date: _____________________

Signature & Title of Person Signing Quote: _________________________________________________

Business Address: _____________________________________________________________________

Telephone: _________________________ Email: _______________________________________

Note: If the bidder is a corporation, indicate state of incorporation under signature, and affix corporate seal; if a partnership, give full names and residential addresses of general partners if different from business address.

QUOTES:

$_____________ for each initial, biennial, or complaint/special inspection

$_____________ for each re-inspection, emergency re-inspection, or no-show

HRA will not reimburse any expenses incurred by the Vendor in the performance of this contract, including but not limited to travel and communications.

Other Pricing Information – Consultation and Assistance Services

The price proposal template provided is required to be provided for Year 1 (Base Year) and each of the two additional years if an increase in fees is anticipated. Offerors are instructed to complete the template for Year 1 and then duplicate the template and update /complete it for the additional two years, if exercised.

Invoicing for this task should be supported by information similar to this information requested in the

Table 3 along with a narrative of the task performed. Pricing for this service will be billed at the rate shown in the offeror’s table 3.

RFP SECTION #8 – SAMPLE EVALUATION CRITERIA

The Agency intends to award the contract to the successful offeror(s) pursuant to a “Best Value” basis.

An evaluation committee will review and rank each proposal using the evaluation factor and point system shown. The award of points for each listed factor will be based upon the documentation that the offeror submits with the proposal.

# Evaluation Factor Maximum Points

Knowledge and Technical Expertise.

Demonstration of in-depth knowledge of HUD’s HQS requirements.

Management and Staffing.

The offeror’s proposed plan for scheduling and notifying of tenants, landlords and HRA of all inspection results and ensuring all inspections and re-inspections occur within HUD’s regulations.

Agency’s Prior Experience.

Documentation of successful experience in providing the services specified in RFP as evidenced by the references provided by the offeror for similar services of a sample of their other clients and peer review, if applicable.

Section 3 Requirements.

The offeror is a Section 3 firm or has proposed that a portion of the work is performed by Section 3 firms, i.e., small and minority-owned businesses, women’s business enterprises, labor surplus area businesses, or firms that are substantially owned by a PHA resident.

Price.

The offeror’s proposed inspection costs seems reasonable based on the services requested and the offeror’s management and staffing plan for each of the requested year(s).

Total Points 100

Once each offeror’s proposal has been evaluated and ranked, final negotiations will be scheduled for the top ranked offeror. If the final negotiation is successful, the Executive Director will make a recommendation to the Board of Commissioners to award a single contract to that offeror. The Board may require additional information or negotiations before the Board will approve an award of the contract.

Should negotiations with the selected offeror become unsuccessful, the Agency reserves the right to cease negotiations with the offeror. In the event of cessation of negotiations with the first selected offeror, the

Agency reserves the right to either enter into similar interviews and negotiations with the next highest ranked offeror or take other action as it deems most beneficial.

RFP SECTION #9 – HUD MANDATORY CONTRACT PROVISIONS

HUD requires that certain contract provisions be contained in the contract. These contract provisions should be provided as part of the procurement package. HUD has provided the mandatory contract clause provisions as PIH forms, which can be searched via the internet by the PIH form number and simply attached to the procurement proposal or the PHA may type the clauses into the procurement package.

Some PHA’s procurement module in their management information system already have these HUD required clauses, which can be printed and included as part of the RFP package.

HUD Mandatory Contract Provisions

1. Form HUD 5369-B, Instructions to Offerors – Non-Construction.

2. Form HUD 5369-C, Certifications and Representations of Offerors – Non-Construction Contract.

RFP SECTION #10 PHA CONTRACT PROVISIONS to be included with Sample

Contract

1 General Conditions of Contract to include Form HUD 5370-C, General Conditions for Non-

Construction Contracts

2. Form of Non-Collusion Affidavit

3. Debarment Certification

4. REAP Certification

FORM OF NON-COLLUSIVE AFFIDAVIT

State of

County of

Being first sworn, deposes and says:

That he/she is

(a partner or officer of the firm of, etc.)

the party making the foregoing proposal, that such proposal is genuine and not collusive or sham; that said Proposer has not colluded, conspired, connived or agreed directly or indirectly, with any Proposer or person, to put in a sham proposal or to refrain from proposing, and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication or conference, with any person, to fix the proposal price or affiant or of any Proposer, or to fix any overhead, profit or cost element of said bid price, or that of any other Proposer, or secure any advantage against the Anytown Housing Authority or any person interested in the proposed contract; and that all statements in said proposal are true.

Signature of:

Proposer, if the Proposer is an individual

Partner, if the Proposer is a partnership

Officer, if the Proposer is a corporation

Subscribed and sworn to before me

This day of 2016

Notary Public

My commission expires:

Seal:

DEBARMENT CERTIFICATION

The undersigned, a Respondent to the Request for Proposals (RFP) issued by the Anytown

Housing Authority, hereby certifies to the Anytown Housing Authority on behalf of itself and each member of Respondents development team, as follows:

In accordance with 24 CFR 85.35, Respondent certifies that neither Respondent, nor any member of the Respondent's development team is debarred or suspended or is otherwise excluded from or ineligible for participation in Federal Assistance programs under Executive Order 12549

"Debarment and Suspension."

Date

Respondent (Name of Firm)

By:_______________________________________

Name of Signatory:

Title:

REAP CERTIFICATE

STATEMENT OF TAX COMPLIANCE

Pursuant to MGL Chapter 62C, sec. 49A, the individual signing this Contract on behalf of the

Contractor, hereby certifies under the penalties of perjury that to the best of his/her knowledge and belief the Contractor has complied with any and all applicable laws of the Commonwealth of

Massachusetts relating to taxes, reporting of employees and contractors and withholding and remitting of child support.

The business organization social security or Federal Identification Number is

Signed under the pains and penalties of perjury.

Date

Name

Title