REQUEST FOR PROPOSAL

Inspection Services

RFP 2026-07

Springfield Housing Authority

Dr. Jackie L. Newman Chief Executive Officer

An Equal Opportunity Employer An Equal Housing Provider

The responsibility for submitting a response to this RFP at the Springfield Housing Authority on or before the stated time and date will be solely and strictly the responsibility of the respondent. The Springfield Housing Authority is not liable for any costs incurred by the proposer prior to issuance of a contract.

The proposer shall wholly absorb all costs incurred in the preparation and presentation of the proposal.

LEGAL NOTICE

The Springfield Housing Authority

The Springfield Housing Authority (SHA) is seeking proposals from qualified firms to provide independent annual inspection services for units participating in the Public Housing (PH) Program and quality control inspections of units participating in SHA owned and operated Project-Based Voucher (PBV) Program. Hard copies of the RFP may be obtained at no cost from the SHA’s Office located at 200 North Eleventh Street, Springfield, IL 62703, voice/TTY (217) 753-5757, ext. 232, and may be downloaded from the Housing Agency Marketplace website at https://bit.ly/sha-eprocurement (hereinafter referred to as eProcurement).

If there are problems in accessing or registering on the eProcurement system, please call their customer support at 1-866-526-9266.

Proposal submittals are due no later than August 21, 2026 at 3:00PM Central Standard Time (CST) and must be submitted to:

ATTN: Robb Stark – RFP 2026-07

200 North Eleventh Street Springfield, IL 62703

The Proposal must be submitted in a sealed envelope. The envelope should be clearly labeled “RFP 2029-07 - Inspection Services” and should indicate with the name, address, phone number of the firm making the submission.

SPRINGFIELD HOUSING AUTHORITY

Dr. Jackie L. Newman Chief Executive Officer

REQUEST FOR PROPOSALS (RFP) NO. RFP 2026-07 - Inspection Services

SPRINGFIELD HOUSING AUTHORITY, SPRINGFIELD, IL

RFP Document

Table of Contents [Table No. 1]

Section Description Page Introduction 4 RFP Information at a Glance 4

1.0 SHA’S Reservation of Rights 5

2.0 Scope of Work/Technical Specifications 6

3.0 Proposal Format 8

3.1 Tabbed Proposal Submittal 8

3.2 Quantities 10

3.3 Price Escalation and Product Costs 10

3.4 Entry of Proposed Costs 10

3.5 Proposal Submission 11

3.6 Proposer's Responsibilities - Contact With the SHA 11

3.7 Pre-proposal Conference 12

3.8 Recap of Attachments 12

4.0 Proposal Evaluation 13

4.1 Evaluation Factors 13

4.2 Evaluation Method/Plan 14

5.0 Contract Award 16

5.1 Contract Award Procedure 16

5.2 Contract Conditions 16

5.3 Contract Period 17

5.4 Licensing and Insurance Requirements 17

5.5 Right to Negotiate Fees 18

5.6 Contract Services Standards 18

Appendix A 19

INTRODUCTION

The Housing Authority of the City of Springfield, IL (hereinafter, “SHA”) is a public entity that was formed in 1938 to provide federally subsidized housing and housing assistance to low-income families, within the Sangamon County area. The SHA is headed by a Chief Executive Officer (CEO) and is governed by a five-person board of commissioners and is subject to the requirements of Title 24 of the Code of Federal Regulations (hereinafter, “CFR”) and the SHA’s procurement policy.

In keeping with its mandate to provide efficient and effective services, the SHA is now soliciting proposals from qualified, licensed and insured entities to provide the above noted services to the SHA.

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.

RFP INFORMATION AT A GLANCE (Table 2)

CONTRACTING OFFICER (CO) Robb Stark, Procurement Specialist Voice/TTY (217) 753-5757, ext. 232.

robbs@sha1.org

HOW TO OBTAIN THE RFP DOCUMENTS

ON THE ePROCUREMENT WEBSITE

1. Access the Housing Agency Marketplace website at https://bitly.com/sha-eprocurement .

2. Register your company by following the “Register your company” link or select “Click here to log in” if your company has already registered.

3. Follow the listed directions.

If you have any problems in accessing or registering on the system, please call customer support at 1- 866-526-9266.

PRE-PROPOSAL CONFERENCE A pre-proposal conference will be not be held.

HOW TO FULLY RESPOND TO THIS RFP

BY SUBMITTING A PROPOSAL

SUBMITTAL

As outlined within Section 3.5 of the RFP document, submit 1 original and 3 copies of the proposal to the SHA Administrative Office.

DEADLINE TO SUBMIT A QUESTION August 14, 2026, 3:00 PM CST

PROPOSAL SUBMITAL RETURN &

DEADLINE

August 21, 2026, 3:00 PM CST Springfield Housing Authority 200 North Eleventh Street, Springfield, IL 62703 NOTE: The proposal and copies must be received in-hand and time-stamped by the SHA by no later than the above date and time.

ANTICIPATED APPROVAL BY SHA

BOARD OF COMMISSIONERS

See paragraph 4.2.7, Award Recommendation.

CONTRACT PERIOD The term of the Agreement shall be for a period of one year with no extensions.

1.0 SHA’S RESERVATION OF RIGHTS:

1.1 The SHA reserves the right to 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 SHA to be in its best interests.

1.2 The SHA reserves the right not to award a contract pursuant to this RFP.

1.3 The SHA reserves the right to terminate a contract, in full or in part, awarded pursuant to this RFP, at any time for its convenience upon 10 day's written notice to the successful proposer.

1.4 The SHA reserves the right to determine the days, hours and locations that the successful proposer shall provide the services called for in this RFP.

1.5 The SHA reserves the right to retain all proposals submitted and not permit withdrawal for a period of 60 days subsequent to the deadline for receiving proposals without the written consent of the SHA Contracting Officer (CO).

1.6 The SHA reserves the right to negotiate the fees proposed by the proposer entity.

1.7 The SHA reserves the right to 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.

1.8 The SHA shall have no obligation to compensate any proposer for any costs incurred in responding to this RFP.

1.9 The SHA shall reserve the right to, 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 accessing the Housing Agency Marketplace website at https://bit.ly/SHA-eProcurement and by downloading this document, each prospective proposer is thereby agreeing to abide by all terms and conditions listed within this document and within eProcurement, and further agrees that they 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 SHA that he/she feels needs to be addressed. Failure to abide by this time frame shall relieve the SHA, but not the prospective proposer, of any responsibility pertaining to such issue.

2.0 SCOPE OF WORK (SOW)/TECHNICAL SPECIFICATIONS (T/S): The SHA is seeking proposals from qualified, licensed and bonded entities to provide the following detailed services:

2.1 Service Requirements:

2.1.1 The selected contractor(s) shall perform inspections to ensure that assisted units comply with applicable U.S. Department of Housing and Urban Development (HUD) requirements including National Standards for the Physical Inspection of Real Estate (NSPIRE), NSPIRE-V and all applicable federal regulations, notices, handbooks, and program guidance.

2.1.2 All inspections shall be performed in accordance with 24 CFR Parts 982 and 983, and 24 CFR § 5.703, applicable NSPIRE standards and requirements, HUD notices, handbooks, and any successor regulations, notices, standards, or guidance issued during the contract term. The contractor shall maintain current knowledge of all applicable HUD inspection requirements and shall perform inspections in accordance with the most current standards applicable to each program. The contractor shall be responsible for ensuring that inspection protocols, notices, reporting formats, deficiency classifications, correction timelines, and documentation requirements comply with the specific standards governing the applicable assisted housing program.

2.1.3 The contractor shall provide timely inspection reports, photographic documentation, deficiency notices, and electronic data entry into SHA-approved software systems. Inspection reports shall be completed accurately and submitted within the timeframes established by SHA. All supporting documentation shall be maintained in a manner that supports SHA’s compliance, monitoring, reporting, audit, and record-retention requirements.

2.1.4 Inspectors assigned to this contract must possess appropriate NSPIRE and NSPIRE-V training and certifications, where applicable, and have demonstrated experience conducting inspections for Public Housing Authorities, Low Income Housing Tax Credit or similar affordable housing programs.

2.1.5 The contractor shall ensure that all inspection personnel are knowledgeable of and capable of implementing HUD inspection standards, accurately identifying health and safety deficiencies, documenting inspection results, and professionally communicating inspection findings to property owners, tenants, and SHA staff.

2.1.6 All inspection services shall be conducted independently and in a manner that supports SHA's compliance with HUD regulations, program requirements, performance indicators, and reporting obligations. The contractor shall furnish all labor, supervision, equipment, technology, transportation, and administrative support necessary to perform the required services. SHA reserves the right to award contracts to one or more qualified firms to maintain adequate inspection capacity, reduce scheduling delays, ensure continuity of services, and provide operational flexibility throughout the contract term. SHA reserves the right to modify inspection requirements, reporting requirements, performance standards, and work assignments to comply with future HUD regulations, NSPIRE and

NSPIRE-V requirements, program guidance, or operational needs. The resulting contract shall be a Fixed Quantity contract for the annual inspection of approximately 900 public housing units, approximately 600-900 Housing Choice Voucher program units, and quality control inspections of approximately 200 LIHTC PBV units owned, operated and administered by the SHA.

2.2 Scope of Services: The SHA will work with the contractor to provide all tenant and landlord required notices. The contractor is required to provide all labor, supervision, equipment, transportation, software, and administrative support necessary to perform inspections including but not limited to:

2.2.1 Annual Inspections:

2.2.1.1 Conduct required periodic inspections.

2.2.1.2 Verify compliance with HUD regulations.

2.2.1.3 Identify health and safety deficiencies.

2.2.2 Special Inspections:

2.2.2.1 Complaint inspections.

2.2.2.2 Emergency inspections.

2.2.2.3 Reasonable accommodation inspections.

2.2.3 Re-Inspections:

2.2.3.1 Verify correction of deficiencies.

2.2.3.2 Document all deficiencies and inspection results, including pass and fail determinations.

2.2.4 Quality Control Inspections:

2.2.4.1 Conduct quality assurance reviews of LIHTC HCV RAD PBV units owned and operated by SHA

2.3 Reporting Requirements: The vendor must:

2.3.1 Upload inspection results into SHA-approved software.

2.3.2 Provide digital photographs.

2.3.3 Submit inspection reports within 24 hours.

2.3.4 Maintain complete inspection records.

2.3.5 Provide production reports upon request.

2.3.6 Complete all emergency and exigent health and safety inspections, re-inspections, and required documentation within twenty-four (24) hours of identification or referral by SHA.

2.4 Inspector Qualifications: The vendor must:

2.4.1 Provide all required certifications including NSPIRE and NSPIRE-V training

2.4.2 Provide evidence of 1 years’ experience performing HUD NSPIRE/NSPIREV inspections.

2.4.3 Maintain all required certifications.

2.4.4 Have reliable transportation and technology necessary to complete inspections.

3.0 PROPOSAL FORMAT:

3.1 Tabbed Proposal Submittal: The SHA intends to retain the successful proposer pursuant to a “Best Value” basis, not a “Low Proposal” basis ("Best Value" in that the SHA will, as detailed within the following Section 4.0, consider factors other than just cost in making the award decision). Therefore, so that the SHA can properly evaluate the offers received, all proposals submitted in response to this RFP must be formatted in accordance with the sequence noted in this section. Each category must be separated by numbered index dividers and labeled with the corresponding tab reference also noted below. The numbered tabs must extend so that each tab can be located without fully opening the proposal. HUD regulation, federal or state statute, and SHA policy requires certain certificates and affidavits be completed as part of the proposer’s proposal. A principal, partner or officer of the firm who is legally authorized to enter into a contractual relationship in the name of the firm must sign the documents. Documents must be notarized by a Notary Public where indicated and corporations should affix their corporate seal to the documents. If more than one firm is included in the project team, the following certifications are to be prepared by the primary firm only, and not consultants. All required forms, certifications, and affidavits noted in Table 3 are listed in Appendix A and are included in the package posted with this RFP. None of the proposed services may conflict with any requirement the SHA has published herein or has issued by addendum.

[Table No. 3]

RFP

Section

Tab No.

Description

3.1.1 1 Form of Proposal and Offer Form: The Form of Proposal and Offer Form must be fully completed, executed where provided thereon, and submitted under this tab as a part of the proposal submittal.

3.1.2 2 Form HUD-5369-C (8/93), Certifications and Representations of Offerors, Non-Construction Contract: This 2-page Form must be fully completed, executed where provided thereon, and submitted under this tab as a part of the proposal submittal.

3.1.3 3 Profile of Firm and Statement of Bidder’s/Proposer’s Qualifications: This 2-page Form must be fully completed executed and submitted under this tab as a part of the proposal submittal. Include an account of all relevant NSPIRE/NSPIRE-V experience.

3.1.4 4 Proposed Services: As more fully detailed within Section 2.0, Scope of Proposal/Technical Specifications, of this document, the proposer shall, at a minimum, clearly detail within the information submitted under this tab documentation showing:

3.1.4.1 As detailed within Section 4.1, Evaluation Factor No. 2, herein, the proposer’s Demonstrated Understanding of the SHA’s Requirements.

3.1.4.2 As detailed within Section 4.1, Evaluation Factor No. 3, herein, the proposer’s Technical Approach (including, if appropriate, labor categories, estimated hours and skill mix) and the proposer’s proposed Work Plan to provide the required services.

3.1.4.3 As detailed within Section 4.1, Evaluation Factor No. 4, herein, the proposer’s Technical Capabilities (in terms of personnel, equipment and materials) and Management Plan (including staffing of key positions, method of assigning work and procedures for maintaining level of service, etc.).

3.1.4.4 As detailed within Section 4.1, Evaluation Factor No. 5, herein, the proposer’s Demonstrated Experience in performing similar work and the proposer’s Demonstrated Successful Past Performance (including meeting costs, schedules and performance requirements) of contract work substantially similar to that required by this solicitation.

3.1.4.5

If appropriate, how staff are retained, screened, trained and monitored;

3.1.4.6 The proposed quality control program;

3.1.4.7 An explanation and copies of forms that will be used and reports that will be submitted and the method of such reports (i.e., written;

fax; internet; etc.);

3.1.4.8 A complete description of the products and services the firm provides.

3.1.5 5 Managerial Capacity/Financial Viability: The proposer entity must submit under this tab a concise description of its managerial and financial capacity to deliver the proposed services, including brief professional resumes for the persons identified within areas

(5) and (6) of the Profile of Firm and Statement of Bidder’s/Proposer’s Qualifications form. Such information shall include the proposer's qualifications and certifications to provide the services; a description of the background and current organization of the firm.

3.1.6 6 Client Information: The proposer shall submit a listing of former or current clients, including the Public Housing Authorities, Housing Choice Voucher, and Housing Choice Voucher RAD Programs, for whom the proposer has performed similar or like services to those being proposed herein. The listing shall, at a minimum, include:

3.1.6.1 The client’s name;

3.1.6.2 The client’s contact name;

3.1.6.3 The client’s telephone number;

3.1.6.4 A brief description and scope of the service(s) and the dates the services were provided;

3.1.7 7 Equal Employment Opportunity: The proposer must submit under this tab a copy of its Equal Employment Opportunity Policy.

3.1.8 8 Subcontractor/Joint Venture Information (Optional Item): The proposer shall identify hereunder whether or not he/she intends to use any subcontractors for this job, if awarded, and/or if the proposal is a joint venture with another firm. Please remember that all information required from the proposer under the tabs must also be included for any major subcontractors (10% or more) or from any joint venture.

3.1.9 9 Section 3 Business Preference Documentation: For any proposer claiming a Section 3 Business Preference, this tab shall include the fully completed and signed Section 3 Business

Preference Self-Certification Form and any additional documentation required by that form. Ineligible proposers or those proposers choosing not to participate in Section 3 Business Preference are still required to include these forms in the tab, however, they can be left blank with the exception of the required signature.

3.1.10 10 Other Information (Optional Item): The proposer may include hereunder any other general information that the proposer believes is appropriate to assist the SHA in its evaluation.

3.1.11 If no information is to be placed under any of the above noted tabs (especially the "Optional" tabs), please place there under a statement such as "NO INFORMATION IS BEING PLACED UNDER THIS TAB" or "THIS TAB LEFT INTENTIONALLY BLANK." DO NOT eliminate any of the tabs

3.1.12 All HUD and SHA documents listed in Appendix A that are not specifically addressed in paragraph 3.1.1 thru 3.1.10 are to be fully completed by the proposer and placed after the above listed tabs.

3.1.13 Proposal Submittal Binding Method: It is preferable and recommended that the proposer bind the proposal submittals in such a manner that the SHA can, if needed, remove the pages from the cover (i.e., 3-ring binder; etc.) to make copies then conveniently return the proposal submittal to its original condition.

3.2 Quantities: If provided, quantities on the Offer Form are for calculating purposes only.

The SHA has set these quantities based on its best estimates, but such amounts are not to be interpreted as a guaranteed amount. The SHA reserves the right to, at its own discretion, add or remove any services it needs.

3.3 Price Escalation and Product Costs: Product Costs allowed in the same amount of the nation-wide escalation that the manufacturer implemented for the specific product(s) that the SHA procures from the successful bidder. Such notification shall include detailed justification information, including official notices and/or correspondences from the applicable manufacturer(s) detailing the escalation and shall also show documentation proving that such escalation has occurred similarly from at least one other competitor within the past 6 months. To support this proposed increase the successful bidder shall also obtain written documentation showing proof that a similar increase was, at some point within 6 months of this requested increase, also issued by a competitor.

3.4 Entry of Proposed Costs: The proposed costs shall be submitted by the proposer and received by the SHA under tabs 1 and 4 using the bid form included in this RFP. Do not submit, enter, or refer to any fees or costs anywhere else within the 10-tab “hard copy” proposal submittal detailed within Section 3.0. Any proposer that does so may be rejected without further consideration. Unless otherwise stated, the proposed costs are all-inclusive of all related costs that the successful proposer will incur to provide the noted services, including, but not limited to: employee wages and benefits; clerical support;

overhead; profit; licensing; insurance; materials; supplies; tools; equipment; long distance telephone calls; document copying; etc.

3.5 Proposal Submission: All proposals must be submitted and time-stamped received in the designated SHA office by no later than the submittal deadline stated in Table 2 of this RFP package (or within any ensuing addendum). A total of 1 original signature copy (marked "ORIGINAL") and 3 exact copies of the proposal submittal (each of the copies shall have a cover and extending tabs like the original), shall be placed unfolded in a sealed package and addressed to:

ATTN: Robb Stark: RFP 2026-07

The package exterior must clearly denote the above noted RFP number and must have the proposer’s name and return address. Proposals received after the published deadline will not be accepted.

3.5.1 Submission Conditions: DO NOT FOLD OR MAKE ANY ADDITIONAL

MARKS, NOTATIONS OR REQUIREMENTS ON THE DOCUMENTS TO BE

SUBMITTED! Proposers are not allowed to change any requirements or forms contained herein, either by making or entering onto these documents or the documents submitted any revisions or additions; and if any such additional marks, notations or requirements are entered on any of the documents that are submitted to the SHA by the proposer, such may invalidate that proposal. If, after accepting such a proposal, the SHA decides that any such entry has not changed the intent of the proposal that the SHA intended to receive, the SHA may accept the proposal and the proposal shall be considered by the SHA as if those additional marks, notations or requirements were not entered on such. By accessing the noted eProcurement system, registering, and downloading these documents, each prospective proposer that does so is thereby agreeing to confirm all notices that the SHA delivers to him/her as instructed, and by submitting a proposal, the proposer is thereby agreeing to abide by all terms and conditions published herein and by addendum pertaining to this RFP.

3.5.2 Submission Responsibilities: It shall be the responsibility of each proposer to be aware of and to abide by all dates, times, conditions, requirements and specifications set forth within all applicable documents issued by the SHA, including the RFP document, the documents listed in Appendix A, and any addenda and required attachments submitted by the proposer. By virtue of completing, signing and submitting the completed documents, the proposer is stating his/her agreement to comply with all conditions and requirements set forth within those documents. Written notice from the proposer not authorized in writing by the CO to exclude any of the SHA requirements contained within the documents may cause that proposer to not be considered for award.

3.6 Proposer's Responsibilities - Contact With the SHA: It is the responsibility of the proposer to address all communication and correspondence pertaining to this RFP process to the CO only. The preferred method of contact is to post questions directly to the RFP posting on the eProcurement website. All questions and answers are made public at all times. Proposers must not make inquiry or communicate with any other SHA staff member or official (including members of the Board of Commissioners) pertaining to this RFP. Failure to abide by this requirement may be cause for the SHA to not consider a proposal submittal received from any proposer who has not abided by this directive.

3.6.1 Addendums: All questions and requests for information must be addressed in writing to the CO, preferably by entering questions directly into the RFP posting on the eProcurement website. The CO will respond to all such inquiries, regardless of means received, in writing by addendum to the posted RFP on the eProcurement website. These postings will be automatically sent to all prospective proposers (i.e., firms or individuals that have obtained the RFP Documents via the website). During the RFP solicitation process, the CO will NOT conduct any ex parte (a substantive conversation - “substantive” meaning, when decisions pertaining to the RFP are made - between the SHA and a prospective proposer when other prospective proposers are not present) conversations that may give one prospective proposer an advantage over other prospective proposers. This does not mean that prospective proposers may not call the CO - it simply means that, other than making replies to direct the prospective proposer where his/her answer has already been issued within the solicitation documents, the CO may not respond to the prospective proposer’s inquiries but will direct him/her to submit such inquiry in writing so that the CO may more fairly respond to all prospective proposers in writing by addendum posted to the RFP on the eProcurement website.

3.7 Pre-proposal Conference: The scheduled pre-proposal conference identified on Table 2 of this document is, pursuant to HUD regulation, not mandatory. Many prospective proposers have previously responded to an RFP with a multi-tabbed submittal and feel comfortable in doing so without attending the pre-conference. Typically, such conferences last 1 hour or less, though such is not guaranteed. The purpose of this conference is to assist prospective proposers in having a full understanding of the RFP documents so that they feel confident in submitting an appropriate proposal, therefore, at this conference the SHA will conduct an overview of the RFP documents, including the attachments. Prospective proposers may also ask questions, though the CO may require that some such questions are delivered in writing prior to a response. Whereas the purpose of this conference is to review the RFP documents, attendees should bring a copy of the RFP documents to this conference. The SHA will not distribute any copies of the RFP documents at this conference.

3.8 Recap of Attachments: HUD regulation, federal or state statute, and SHA policy requires certain certificates and affidavits be completed as part of the proposer’s proposal. A principal, partner or officer of the firm who is legally authorized to enter into a contractual relationship in the name of the firm must sign the documents. Documents must be notarized by a Notary Public where indicated and corporations should affix their corporate seal to the documents. If more than one firm is included in the project team, the following certifications are to be prepared by the primary firm only, and not consultants. All required forms, certifications, and affidavits are listed in Appendix A and are included in the package posted with this RFP. It is the responsibility of each proposer to verify that he/she has downloaded the required attachments pertaining to this RFP.

4.0 PROPOSAL EVALUATION:

4.1 Evaluation Factors: The following factors will be utilized by the SHA to evaluate each proposal submittal received; award of points for each listed factor will be based upon the documentation that the proposer submits within their proposal submittal:

[Table No. 4a]

NO. MAX

POINT

VALUE

FACTOR

TYPE

FACTOR DESCRIPTION

1 30 points Objective The PROPOSED COSTS the proposer proposes to charge the SHA to complete the required work.

2 10 points Subjective (Technical)

The proposer’s DEMONSTRATED UNDERSTANDING of the

REQUIREMENT;

3 10 points Subjective (Technical)

The APPROPRIATENESS of the TECHNICAL APPROACH (including labor categories, estimated hours and skill mix) and the QUALITY of the WORK PLAN.

4 20 points Subjective (Technical)

The proposer’s TECHNICAL CAPABILITIES (in terms of personnel, equipment and materials) and the MANAGEMENT PLAN (including staffing of key positions, method of assigning work and procedures for maintaining level of service, etc.).

5 25 points Subjective (Technical)

The proposer’s DEMONSTRATED EXPERIENCE in performing similar work and the proposer’s DEMONSTRATED SUCCESSFUL PAST PERFORMANCE (including meeting costs, schedules and performance requirements) of contract work substantially similar to that required by this solicitation as verified by reference checks or other means.

6 5 points Subjective (Technical)

The OVERALL QUALITY AND PROFESSIONAL APPEARANCE OF THE PROPOSAL SUBMITTED, based upon the opinion of the evaluators.

100 points 100 points Total Possible Points Per Evaluator

4.2 Evaluation Method:

4.2.1 Initial Evaluation for Responsiveness: Each proposal received will first be evaluated for responsiveness (e.g., meets the minimum of the published requirements). The SHA reserves the right to reject any proposals deemed by the SHA not minimally responsive (the SHA will notify such firms in writing of any such rejection).

4.2.2 Evaluation Packet for Proposals Deemed Responsive: Internally, an evaluation packet will be prepared for each evaluator, including the following documents:

4.2.2.1 Instructions to Evaluators

4.2.2.2 Proposal Tabulation Form

4.2.2.3 Written Narrative Justification Form for each proposer

4.2.2.4 Recap of each proposer’s responsiveness

4.2.2.5 Copy of all pertinent RFP documents

4.2.3 Evaluation Committee: The SHA anticipates that it will select a three-person committee, at a minimum, to evaluate each of the responsive “hard copy” proposals submitted in response to this RFP. 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, a proposer 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 Section 3.5 of this document, the designated CO is the only person at the SHA that the proposers shall contact pertaining to this RFP.

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

4.2.4 Evaluation: The appointed evaluation committee, independent of the CO or any other person at the SHA, shall evaluate the responsive proposals submitted and award points pertaining to the evaluation factors listed in Table

6. Upon final completion of the proposal evaluation process, the evaluation committee will forward the completed evaluations to the CO.

4.2.5 Potential "Competitive Range" or “Best and Finals” Negotiations: The

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

4.2.6 Determination of Top-ranked Proposer: The points awarded by the evaluation committee will be summarized by the CO to determine the final rankings, which is typically forwarded by the CO to the Chief Executive Officer (CEO) for approval. If the evaluation was performed to the satisfaction of the CEO, the final rankings may be forwarded to the Housing Authority Board of

Commissioners (BOC) at a scheduled meeting for approval. Contract negotiations may, at the SHA's option, be conducted prior to or after the BOC approval.

4.2.6.1 Ties: In the case of a tie in points awarded, the award shall be decided as detailed within Section 6.12.C of HUD Procurement Handbook 7460.8 REV 2, by “drawing lots or other random means of selection.”

4.2.6.2 Minimum Evaluation Results: To be considered to receive an award, a proposer must receive a total calculated average of at least 64% of the total possible points detailed within Section 4.1 herein.

4.2.7 Award Recommendation: If required by SHA procurement policy, it is anticipated that the final rankings will be forwarded to the SHA Board of Commissioners (BOC) at a regularly scheduled board meeting for approval.

The SHA BOC will then make its determination as to whether or not to follow the evaluation committee’s recommendation. Contract price negotiations may, at the SHA's option, be conducted prior to or after the BOC approval.

4.2.8 Notice of Results of Evaluation: If an award is completed, all proposers will receive by e-mail a Notice of Results of Evaluation. Such notice shall inform all proposers of:

4.2.8.1 Which proposer received the award

4.2.8.2 Where each proposer placed in the process as a result of the evaluation of the proposals received

4.2.8.3 Each proposer’s right to a debriefing and to protest

4.2.9 Restrictions: All persons having familial (including in-laws) and/or employment relationships (past or current) with principals and/or employees of a proposer entity will be excluded from participation on the SHA evaluation committee. Similarly, all persons having ownership interest in and/or contract with a proposer entity will be excluded from participation on the SHA evaluation committee.

5.0 CONTRACT AWARD:

5.1 Contract Award Procedure: If a contract is awarded pursuant to this RFP, the following detailed procedures will be followed:

5.1.1 By completing, executing, and submitting the Form of Proposal, included in

Appendix A of this RFP, the “proposer is thereby agreeing to abide by all terms and conditions pertaining to this RFP as issued by the SHA, either in hard copy or on the noted eProcurement web system” including the contract clauses outlined in HUD-5370-C, Sections I and II, included in Appendix A of this RFP. Accordingly, the SHA has no responsibility to conduct after the submittal deadline any negotiations pertaining to the contract clauses already published.

5.2 Contract Conditions: The following provisions are considered mandatory conditions of any contract award made by the SHA pursuant to this RFP:

5.2.1 Contract Form: The SHA will not execute a contract on the successful proposer's form. Contracts will only be executed on the SHA form (see the sample contract included in Appendix A of this RFP) and by submitting a proposal the successful proposer agrees to do so (please note that the SHA reserves the right to amend this form as the SHA deems necessary). The SHA will, during the RFP process and prior to the submittal deadline, consider any contract clauses that the proposer wishes to include therein and submits in writing a request for the SHA to do so. The failure of the SHA to include such clauses does not give the successful proposer the right to refuse to execute the SHA's contract form. It is the responsibility of each prospective proposer to notify the SHA, in writing, prior to submitting a proposal, of any contract clause that he/she is not willing to include in the final executed contract and abide by. The SHA will consider and respond to such written correspondence, and if the prospective proposer is not willing to abide by the SHA's response (decision), then that prospective proposer shall be deemed ineligible to submit a proposal.

5.2.1.1 Please note that the SHA has no legal right or ability to and will not at any time negotiate any clauses contained within ANY of the HUD forms included as a part of this RFP.

5.2.2 Assignment of Personnel: The SHA shall retain the right to demand and receive a change in personnel assigned to the work if the SHA believes that such change is in the best interest of the SHA and the completion of the contracted work. Personnel not employed by the contractor for the purposes of performing work related to this RFP are not permitted to accompany the contractor on SHA property during the performance of said work.

5.2.2.1 Prior to performing any services under this contract, the Vendor shall provide SHA with documentation demonstrating that all assigned personnel have successfully completed a criminal background check and a state and national sex offender registry screening. Individuals with disqualifying criminal histories or who are listed on a sex offender registry shall not be permitted to perform work under this contract.

5.2.3 Unauthorized Sub-Contracting Prohibited: The successful proposer 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 CO. Any purported assignment of interest or delegation of duty, without the prior written consent of the CO shall be void and may result in the cancellation of the contract with the SHA, or may result in the full or partial forfeiture of funds paid to the successful proposer as a result of the proposed contract; either as determined by the

CO.

5.3 Contract Period: The SHA anticipates that it will award a contract for the period outlined in Table 2 of this RFP.

5.4 Licensing and Insurance Requirements: Prior to award, but not as a part of the proposal submission, the successful proposer will be required to provide:

5.4.1 An original certificate evidencing the proposer’s current industrial (workers' compensation) insurance carrier and coverage amount

5.4.2 An original certificate evidencing General Liability coverage, naming the SHA as an additional insured, together with the appropriate endorsement to said policy reflecting the addition of the SHA as an additional insured under said policy (minimum of $1,000,000 each occurrence, general aggregate minimum limit of $1,000,000, together with damage to premises and fire damage of $50,000 and medical expenses any one person of $5,000), with a deductible of not greater than $1,000

5.4.3 An original certificate showing the proposer's professional liability and/or

"errors and omissions" coverage (minimum of $1,000,000 each occurrence, general aggregate minimum limit of $1,000,000), with a deductible of not greater than $1,000

5.4.4 An original certificate showing the proposer's automobile insurance coverage in a combined single limit of $1,000,000. For every vehicle utilized during the term of this program, when not owned by the entity, each vehicle must have evidence of automobile insurance coverage with limits of no less than $50,000/$100,000 and medical pay of $5,000

5.4.5 If applicable, a copy of the proposer's license issued by the State of IL licensing authority allowing the proposer to provide the services detailed herein.

5.4.6 The requested related information shall also be entered where provided for on the Profile of Firm and Statement of Bidder’s/Proposer’s Qualifications form (DO NOT ATTACH SUBMIT COPIES WITHIN THE PROPOSAL SUBMITTAL - we will garner the necessary certificates from the successful proposer prior to contract execution).

5.5 Right to Negotiate Final Fees: The SHA shall retain the right to negotiate the amount of fees that are paid to the successful proposer, meaning the fees proposed by the top-rated proposer may, at the SHA's options, be the basis for the beginning of negotiations.

Such negotiations shall begin after the SHA has chosen a top-rated proposer. If such negotiations are not, in the opinion of the CO successfully concluded within 5 business days, the SHA shall retain the right to end such negotiations and begin negotiations with the next-rated proposer. The SHA shall also retain the right to negotiate with and make an award to more than one proposer, as long as such negotiation(s) and/or award(s) are addressed in the above manner (i.e., top-rated first, then next-rated following until a successful negotiation is reached).

5.6 Contract Service Standards: All work performed pursuant to this RFP must conform and comply with all applicable local, state and federal codes, statutes, laws and regulations.

Appendix A

Certifications, Affidavits, Offer Forms, and other attachments.

Bid/Offer forms that require signature and notary stamp These forms must be included with the proposal.

1. Offer Form

2. Non-Collusive Affidavit

SHA and HUD forms that require signature These forms must be signed and included with the proposal but don't require a notary stamp.

3. Form of Proposal

4. Conflict of Interest Disclosure Form

5. Contract Compliance Attachment

6. Drug Free Workplace Certification Form

7. Hold Harmless Agreement

8. Section 3 Business Self Certification

9. Section 3 Individual Low Income Person Self Certification

10. Section 3 Clause

11. Special Contract Requirements

12. Profile of Firm and Statement of Bidder's/Proposer’s Qualifications

13. Certification regarding debarment and suspension (HUD 2992)

14. Representations, Certifications & Other Statements of Proposers (HUD 5369-A)

15. Previous Participation Certification (HUD 2530)

16. Certifications and Representations of Offers (HUD 5369-C)

17. Equal Opportunity Certification (HUD 92010)

SHA, HUD, and other Specialty forms that are information only These forms are informational or instructional only and do not need to be included with the proposal.

18. General Instructions and Procedures

19. Payment of Bills

20. Sample SHA Contract (Sample only, not required to be turned in with proposal)

21. Instructions to Proposers for Contracts (HUD 5369)

22. Instructions to Offerors (HUD 5369-B)

23. General Contract Conditions (Non-Construction, HUD 5370-C Section I)

24. General Contract Conditions (Non-Construction, HUD 5370-C Section II)

25. General Contract Conditions for Small Construction/Development Contracts (HUD

5370EZ)

26. Non-Construction Contract Provisions (HUD 51915-A)

OFFER FORM

RFP 2026-07

The undersigned hereby certifies that they:

(1) Have full authority to submit an Offer on behalf of the Firm listed below, and;

(2) Has reviewed the RFP thoroughly and has based this Offer on the requirements of that RFP, and;

(3) The said Offer for listed services:

A. Annual Inspection: $ B. Re-Inspection: $ C. Complaint Inspection: $ D. Emergency Inspection: $ E. Quality Control Inspection: $ F. Special Inspection: $ G. No -Show Inspection: $

(4) Additional service notes from submitter:

Signature Date

Firm Name

Subscribed and sworn to before me this _______ day of ______________, 20___

________________________________ My commission expires: ________________ Signature

Changing lives one key at a time!

Request For Proposal (RFP) 2026-07-Inspection Services

SPRINGFIELD HOUSING AUTHORITY

FORM OF PROPOSAL

(This Form must be fully completed and placed under Tab No. 1 of the “hard copy” tabbed bid submittal.)

Instructions: Unless otherwise specifically required, the items listed below must be completed and included in the bid submittal. Please complete this form by marking an “X,” where provided, to verify that the referenced completed form or information has been included within the “hard copy” bid submittal submitted by the proposer. Also, complete the Section 3 Statement and the Bidder’s Statement as noted below:

X=ITEM INCLUDED SUBMITTAL ITEMS (Three copies of each bid, including one with original signatures)

________ Cover Page ________ Form of Proposal (this form and the Bid Pricing form) ________ Statement of Bidders Qualifications ________ Past Performances/Managerial Capacity ________ References ________ Section 3 Documentation ________ All other HUD and SHA Documents as listed in Appendix A of this RFP

SECTION 3 STATEMENT

Are you claiming a Section 3 business preference? YES___ or NO____.

PROPOSERS’S STATEMENT

The undersigned proposer hereby states that by completing and submitting this Form and all other documents within this bid submittal, he/she is verifying that all information provided herein is, to the best of his/her knowledge, true and accurate, and that if the SHA discovers that any information entered herein to be false, such shall entitle the SHA to not consider or make award or to cancel any award with the undersigned party. Further, by completing and submitting the proposal submittal the undersigned proposer is thereby agreeing to abide by all terms and conditions pertaining to this RFP as issued by the SHA, either in hard copy or on the noted eProcurement website, including an agreement to execute the attached Sample Contract form.

Pursuant to all RFP Documents, this Form of Proposal, and all attachments, and pursuant to all completed Documents submitted, including these forms and all attachments, the undersigned proposes to supply the SHA with the services described herein for the fee(s) proposed within.

Signature Date Printed Name Company

SHA Conflict Of Interest Disclosure v2026

Springfield Housing Authority 200 North 11th Street

CONFLICT OF INTEREST DISCLOSURE FORM

For purposes of determining any possible conflict of interest, all bidders/vendors, must disclose if the Springfield Housing Authority Chief Executive Officer, or his/her employee(s), are owners, corporate officers, employees, etc., of their business.

Indicate either “YES” (if a SHA employee is also associated with your business), or “NO”. If yes, give person(s) name(s) and position(s) with your business.

YES NO

NAME(S) POSITION(S)

Person, Firm, or Corporation

Printed Name Title

Authorized Signature Date

SHA Contract Compliance Attachment

CONTRACT COMPLIANCE ATTACHMENT

THE FOLLOWING ARE COMPLIANCE REQUIREMENTS THAT SHALL BE INCORPORATED INTO AND MADE A PART

OF ANY CONTRACT ISSUED PURSUANT THERETO.

A. The Contractor shall abide by and comply with all applicable local and State laws relating to 1) fair employment practices, affirmative action and prohibiting discrimination in employment as set forth in the Illinois Human Rights Act; 2) any and all applicable workmen’s compensation laws; and 3) wages and claims of laborers, mechanics and other workmen, agents, or servants in any manner employed in connection with contracts involving public funds or the development or construction of public works, buildings or facilities. The scale of wages to be paid shall be obtained from the Illinois Department of Labor and posted by the Contractor in a prominent and accessible place at the project work site.

A. The Contractor shall personally and individually agree and covenant, and shall furnish and provide evidence of general liability insurance in the amount of $1,000,000.00 and shall indemnify, protect, defend at its own cost, and hold harmless the Local Agency from and against all losses, damages, injuries, or claims thereof to or by persons or property, arising out of, through, or by virtue of the construction and development of the specified project facilities.

B. The Contractor certifies that to the best of its knowledge, no officer or employee has been convicted of bribery or attempting to bribe an officer or employee of the State of Illinois, nor has any officer or employee made an admission of guilt of such conduct which is a matter of record.

C. The Contractor certifies it has not been barred from being awarded a contract with a unit of State or local government as a result of a violation of Section 33E‐3 or 33E‐4 of the Criminal Code of 1961 (bid rigging or bid rotating).

D. The Contractor certifies, pursuant to the Illinois Human Rights Act (775 ILCS 5/2‐105), that it has a written sexual harassment policy that includes, at a minimum the following information: (i) the illegality of sexual harassment; (ii) the definition of sexual harassment under State law; (iii) a description of sexual harassment utilizing examples; (iv) the Contractor’s internal complaint process including penalties; (v) the legal recourse, investigation and complaint process available through the Illinois Department of Human Rights and the Human Rights Commission and directions on how to contact both; and (vi) protection against retaliation as provided by Section 6‐6‐101 of the Illinois Human Rights Act. A copy of the policy shall be provided to the Department of Human Rights upon request.

E. The Contractor certifies that neither it nor any substantially owned affiliated company is participating or shall participate in an international boycott in violation of the provisions of the U.S. Export Administration Act of 1979 or the regulations of the U.S. Department of Commerce promulgated under that Act.

Contractor Printed Name

Contractor Signature

Date

SHA Drug Free Workplace Certification

DRUG FREE WORKPLACE CERTIFICATION

The below signed bidder certifies that it has implemented a drug free workplace program. In order to have a drug free workplace program, a business shall:

1. Publish a statement notifying employees that unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

2. Inform employees about the dangers of drug abuse in the workplace, the business’s policy of maintaining a drug free workplace, any available drug counseling, rehabilitation and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

3. Give each employee engaged in providing the commodities or contractual services that are under quote a copy of the statement specified in section 1.

4. In the statement specified in section 1, notify the employees that, as…