SPS 2026-6 Marshal Services.pdf

MIDDLETOWN, CONNECTICUT

SMALL PURCHASE SOLICITATION (SPS) 2026-6 FOR

MARSHAL SERVICES

CONTENTS:

Section 1: Introduction, Questions & Communication, Submission, Evaluation, and Award

Section 2: General Terms and Conditions Section 3: Scope of Services

Section 4: Evaluation of Proposals

Section 5: Price Proposal Form (Signature Required) Section 6: Acknowledgement of Addenda (Signature Required)

Section 7: Contractor Information (Signature Required) Exhibit A: General Information about MHA

ATTACHMENTS:

• Acknowledgement of Addenda (list all issued addenda, signature required)

• Sample Contract

• HUD Form 5369b: Instructions to Offerors (Pre-award Terms)

• HUD Form 5369c: Representations, Certifications and other Statement (signature required)

• Section 3 Contractor Compliance Commitments and Statement of Compliance

SCHEDULE OF EVENTS:

Solicitation Issuance Thursday, August 27, 2026

Last Day for Questions Thursday, September 10, 2026, by 2:00 pm

Proposal Due Date/Responses Due Thursday, September 24, 2026, by 2:00 pm

Award/Contract Effective On or around week of September 28, 2026

[BONDS ARE NOT REQUIRED FOR THIS SOLICITATION]

MIDDLETOWN HOUSING AUTHORITY, 40 Broad Street, Middletown, CT 06457

SPS #2026-6 MARSHAL SERVICES

SECTION 1: INTRODUCTION, QUESTIONS & COMMUNICATION, SUBMISSION,

EVALUATION, AND AWARD

1.1 Introduction

The Middletown Housing Authority, of Middletown, Connecticut (MHA), is publishing this Small

Purchase Solicitation (SPS) to solicit proposals for marshal services, for an initial period of three years.

MHA is seeking one or more qualified State Marshals (a “Contractor”) to serve legal documents related primarily to summary process actions and to other services requiring Marshal services within the statutory price limits, on an "as needed, when needed" basis. The Authority reserves the right to make one award or multiple awards under this SPS, whichever is deemed to be in its best interest. The

Authority reserves the right to make partial or full award of the services described below. Any obligations of Respondents in this SPS continue to be obligations of Contractor(s) when awarded.

1.2 Questions and Communication

All questions must be put in writing to the SPS Contact named below no later than the date and time indicated on the cover of this SPS as the Last Day for Questions. MHA goal is to assure that all respondents have access to the same information concerning this SPS. MHA needs sufficient time to post questions and answers in an addendum to this SPS. MHA reserves the right to use its discretion in issuing addenda for questions and answers; only those questions and answers which might materially affect a vendor’s response will result in an addendum.

The respondent must check MHA’s website, www.middletownha.org, to acquire addenda MHA may issue for this SPS.

NOTE: Any solicitation or lobbying directed at any MHA staff, or any Board of Commissioners member, is prohibited and is grounds for disqualification of the respondent’s proposal.

MHA’s sole SPS Contact:

Ben Bare

Contracting Officer

40 Broad Street

Middletown, CT 06457

Email: bids@middletownha.org

1.3 Response Deadline and Delivery

The respondent must email its full proposal to bids@middletownha.org, on or before the date and time indicated on the cover page of this SPS. No mailed originals will be accepted.

1.4 Proposal Format

To ensure proper electronic receipts and handling of responses, the respondent shall use the following file naming convention: the respondent’s name, hyphen, SPS number, hyphen, and the services solicited.

Naming Convention Example:

Good Services, LLC - SPS 2025-20 - General Contractor Services

The respondent’s failure to use MHA’s naming convention may result in the loss, misplacement, or rejection of the respondent’s proposal.

The respondent must include the following with its response:

Client References

Include three (3) references for which the respondent has provided a similar scope of work.

Include contact name, address, and phone number. Provide a brief description and the value of the work performed.

Organizational Chart and Staffing

Provide an organizational chart for staff and subcontractors providing services to the MHA.

Provide resumes highlighting credentials, qualifications, roles, and professional licensing/certifications of key staff and subcontractors who will be involved in the work.

MHA does not permit staff or subcontractor substitutions after award without prior written approval of MHA.

Indicate the primary physical location from which staff will be providing respondent’s services.

Discuss commitments made to staff continuity, including your staff turnover experience in the last three years.

Technical Proposal

Submit a detailed response to SPS Section 3, Scope of Services. Address the scope items in the same order as they appear in the SPS. Include a description of the respondent’s ability to perform in a manner that demonstrates evidence of the respondent’s knowledge and experience.

The respondent may reply “NO RESPONSE” to any scope of service that the respondent does not want to provide.

Fee Proposal

Include a complete Fee Proposal indicating any and all costs associated with the services proposed to fulfill the terms of the contract. Include hourly billing rates for key staff and identify any and all items that are billable expenses.

In addition:

• MHA does not permit cost-plus-a-percentage-of-cost fee structures.

• MHA treats administrative subcontractor markups as a cost-plus fee structure, which it does not permit.

• MHA does not permit charging travel costs and other incidental expenses.

Contractor shall pay any and all costs not specifically provided for in this proposal.

1.5 Pricing Period

MHA requires all offers to be firm for a period of ninety (90) days following the SPS due date.

1.6 Right to Verify Information

MHA may verify any and all information provided in each response. If MHA finds evidence of false or misleading information, MHA may reject the respondent’s submittal.

1.7 Respondent’s Qualifications

MHA may make such investigations it deems necessary to determine the ability of the respondent to perform the services outlined in the scope of work. If requested, the respondent shall provide MHA with all such information and data for this purpose. MHA reserves the right to reject any response if the evidence submitted by or derived from an investigation fails to satisfy MHA that the respondent has the capacity to perform the obligations of the contract and to complete the work specified in this SPS.

1.8 Security

If respondent’s proposal references terms and conditions or clauses in a license, subscription, maintenance, support, or similar agreement, including via an internet link or uniform resource locator address, that conflict with the terms of this contract, the additional terms and conditions or conflicting clauses are not binding on MHA, and the provisions of this contract governs. Further, no such terms and conditions or clauses expand MHA’s liability or reduce MHA’s rights.

1.9 Award

MHA may award a contract to the respondent whose proposal is deemed most advantageous to MHA.

MHA may award more than one contract. Further, MHA may administer the contract in the manner that is most advantageous to it, taking into consideration cost effectiveness, efficiency, and practicality.

MHA’s contract administration may include assigning work on a rotational basis, or by dividing tasks among awardees. MHA may make a “no award” on all or any part of this SPS, and to negotiate the extent of services provided (upward or downward).

MHA may make a partial or a full award of the services requested. The respondent’s obligations continue to be obligations of the contractor when awarded. MHA makes awards based on an evaluation of price and of other factors described in this SPS.

An award is not an exclusive contract and there is no guarantee as to the amount of work to be assigned for any particular period of time. MHA may seek separate solicitations for major projects or for assignments not covered by the Scope of Services.

1.10 Conditions of Contract

This SPS, including all attachments and linked terms and conditions, together with the respondent’s proposal form the entire agreement between the respondent and MHA. MHA does not permit modifications to the Sample Contract attached to this SPS.

If MHA requires additional services that have not been awarded, MHA may seek the services in the open market.

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

MHA encourages responses from all small businesses including Section 3 companies located in or owned by persons residing in a public housing development, and minority or woman owned businesses.

The respondent shall have authorized the person signing a proposal to commit the respondent in contractual matters, and to conduct negotiations on behalf of the respondent.

1.11 Funding

MHA’s award is contingent upon continued funding from one or more sources, including federal funds.

In the event that sufficient funds are not available at any time during the contract term, MHA may cancel the contract. In such event, MHA will pay the contractor for satisfactory services provided to date of contract termination.

1.12 Subcontracting

The contractor shall not assign, subcontract, or transfer any interest in an awarded contract without the prior written consent of MHA.

1.13 Availability

The contractor shall have one or more people available during normal business hours to address any

MHA problems or complaints related to the awarded contract.

1.14 Federal Section 3 Requirements and Other Socio-Economic Consideration

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

Urban Development (HUD) financial assistance provided to MHA, to the greatest extent feasible, and consistent with existing Federal, State, and local laws and regulations, are directed to Low-Income and

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

The contract resulting from this solicitation is not subject to the terms of Section 3.

The Authority does encourage responses from small businesses including minority and women owned businesses and respondents may fill out and submit the attached Section 3 Contractor Compliance

Commitments with their response if they wish to participate in efforts to support Section 3 Business

Concerns and individuals.

SECTION 2: GENERAL TERMS AND CONDITIONS

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

2. CHANGES: MHA has the right, at any time, to increase or decrease the scope of “Work” contained in this SPS to meet increased or decreased needs.

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

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

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

6. CONFIDENTIALITY OF RESPONSES: In submitting a response, the respondent agrees not to discuss or otherwise reveal the contents of its response to any source outside of MHA until after the award of the contract. MHA may disqualify the respondent not in compliance with this provision. Only discussions authorized by MHA are exempt from this provision.

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

8. COST FOR RESPONSE PREPARATION: Any costs incurred by the respondent in preparing or submitting a response are the respondent’s sole responsibility. MHA will not reimburse the respondent for any costs incurred prior to MHA awarding the contract.

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

10. COLLUSIVE ACTIVITY: The respondent’s signature on the response is a guarantee that the prices quoted have been arrived at without collusion with other eligible respondents and without an effort to preclude MHA from obtaining the lowest possible competitive price.

11. ERRORS AND OMISSIONS: The respondent shall not take advantage of any errors or omissions in this SPS. The respondent shall promptly notify MHA of any omissions or errors found in this document.

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

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

14. NOTIFICATION OF AWARD: After all prerequisites and specifications have been met by the respondent and the award has been made (in the case of contract approval by MHA Board of

Commissioners, award will be deemed made upon such approval), the successful respondent will be notified within ten (10) working days of this award. MHA will notify the successful respondent in writing, either by a Letter of Award or a Purchase Order or both. VERBAL NOTIFICATION OF

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

NOTIFICATION AND, THEREFORE, WILL NOT BE RECOGNIZED AS OFFICIAL

NOTIFICATION.

15. AUTHORIZED PERSONNEL: While engaged in the performance of the services described herein, only authorized employees of the contractor are allowed at MHA locations where the services are being performed. During the performance of these services, the contractor’s employees are not to be accompanied in the work area by acquaintances, family members, associates, or any other person, not a current, authorized employee or agent of the contractor.

16. DRUG POLICY: The contractor certifies that it maintains a drug-free workplace environment to ensure worker safety and workplace integrity. The contractor further agrees its employees shall comply with MHA’s Drug-Free Workplace Policy.

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

18. CONTINUANCE OF WORK: If the contract term expires and the contractor has not completed assignments that are underway, MHA may, at its discretion, allow the contractor to complete those assignments if the following conditions are met and evidenced in writing:

1. The contractor submits a request to MHA to complete the assignments that are underway.

2. The prices in contract remain in effect until all work is completed.

3. All other contractual obligations and conditions remain the same, including insurance requirements.

4. This provision does not apply to any continuance of work which would extend the contract term (including any extensions by MHA) beyond five years from the date of contract award.

19. STATE AND FEDERAL REGULATIONS: The contractor shall perform all work in accordance with

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

20. PUBLIC SAFETY: The contractor shall protect the safety and convenience of the general public.

The contractor shall perform services as needed and necessary to protect the general public from hazards.

SECTION 3: SCOPE OF SERVICES

3.1 General

The selected registered Marshal must possess the qualifications, experience and capacity to perform the work described herein, in compliance with all applicable laws including but not limited to Conn

General Statute 52-261 and 47a-42; Marshal Service and Evictions, respectively.

Work to be Performed

Service of all process, including service of Notice to Quit, Writs, Summons and Complaints, Executions and Subpoenas incidental to the institution of eviction actions and actual physical eviction actions. Service of other documents not related to summary process on an as needed basis.

Approximate Volumes:

Notice to Quit (rent collection) - appx 60-80 per month

Service of Writs and Summon – appx 0-6 per month

Service of Summary Process Executions – appx 4-8 per year

Eviction Carried Out – appx 4-8 per year

Cancellations (Evictions) – appx 2-4 per year

The Contractor(s) must be available to meet with the Authority staff and General Counsel as the need arises.

The Contractor(s) will provide all materials, supplies and equipment and shall pay any expense necessary to perform his/her service including coordinating with the appropriate service providers on the actual eviction.

Moving Services by companies registered to do business in Connecticut and in possession of a

Household Goods Moving Certificate with the State of CT are to be subcontracted for by the

Contractor. The Contractor must assure that Moving Services are conducted in compliance with Conn

General Statute 47a-24 Moving costs are firm for the duration of the contract resulting from this solicitation.

3.2 Term

The term of the awarded contract is three years, commencing on the date both parties sign the contract.

Upon satisfactory completion of the initial term of the contract, MHA may extend the term of the contract at MHA’s sole discretion, for two additional one year terms, at the prices initially bid by the contractor subject to the pricing clause below.

MHA shall provide the contractor with written notice of its intent to extend the contract at least ninety

(90) days prior to the expiration of the then current contract term.

The Contractor warrants that the pricing stated herein will remain firm for the duration of the initial three

(3) year term of the Contract. Upon receipt of notice of MHA’s intent to extend the Contract the

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

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

3.3 Minimum Qualifications

Ability to handle high-volume summary process requirements, such as large housing authorities and real estate management companies.

Detailed knowledge of Authority properties and the ability to operate successfully on a 24-hour basis.

Detailed knowledge of applicable Connecticut statutes and summary process procedures.

3.4 Experience

The respondent should include a description of its experience and expertise serving clients:

• in the multi-family housing arena.

SECTION 4: EVALUATION OF PROPOSALS

4.1 General

Responses are evaluated in accordance with MHA’s Procurement Policy.

MHA will assign an agent to review each response to this SPS to determine if it substantially complies with this SPS’s requirements and procedures. MHA will not complete its evaluation of responses that are not substantially compliant.

In general, MHA will evaluate the pricing in a response, the criteria identified below, a demonstrated record of integrity and business ethics, and the quality of prior performance(s). If the respondent provides unclear information, MHA may assume hypothetical or prior years of experience to identify a qualifying respondent.

4.2 Evaluation Criteria

CRITERION POINTS

General Background and Experience…

Verifiable experience with requested service(s) proposed; capacity to perform; references; integrity;

knowledge of public policy; experience with governmental, housing and/or redevelopment organizations, past performance; financial and technical resources.

Technical Response….;

Narrative responses to the Scope of Services; demonstrated knowledge of staff that will be assigned to services.

Competitiveness of Proposed Fees

4.3 Interviews

MHA may form a selection panel to interview the highest scoring respondents (typically the highest 3).

The selection panel my adjust scores based upon the interview. MHA may make an award based solely upon written proposals; therefore, the respondent is urged to provide a complete written response including its best offer.

SECTION 5: PRICE PROPOSAL FORM (SIGNATURE REQUIRED)

5.1 General

The respondent is required to provide a complete fee schedule inclusive of all costs associated with delivering the full range of services proposed. Any and all costs not specifically provided for in the proposal response will be paid by the contractor.

5.2 Fixed Fees Where Possible

Wherever possible, the respondent should provide fixed fee for service.

5.3 Hourly Rates/Key Staff

The respondent should structure hourly rates by service and key staff if there are separate rates and fees for particular services and staff. The fees should be associated with titles and job descriptions of key staff to be assigned.

MHA will not reimburse for travel, mileage, hotel, meals, or other related expenses and will not pay for travel time to and from MHA locations.

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

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

5.4 Cost-Plus-Pricing Prohibited

MHA prohibits cost-plus-a-percentage-of-cost pricing, including all subcontractor pricing, administrative markups, and part or supply markups. MHA cautions the respondent that a proposal with cost-plus-pricing may be disqualified.

5.5 Fees to Remain Firm

Fees remain firm for the duration of the contract unless a price change clause is included in this SPS, or the pricing description specifically allows for price escalations at known dates or performance levels.

As assignments arise, MHA may request project estimates from the contractor. The contractor shall base the project estimates on the hourly rates and expenses fees provided in its proposal. Any and all costs not specifically stipulated will be paid by the contractor.

PRICING FORM

Pricing for Type of Service Per Household

Each

Additional (2+ in same household)

1. Notice to Quit $

2. Service of Writs and Summons $

3. Service of Summary Process Executions $

4. Evictions Carried Out $

5. Cancellation of Eviction after arrival $

6. Moving Services for Evictions $

7. Service of other notices, as needed $

Itemize all costs which would be an additional charge to the Authority, together with the fee for such items of this agreement will be factored into determining the most advantageous offer to the Authority

The undersigned agrees to keep its offer open for 90 days after the SPS due date.

(Respondent’s Name)

(Authorized Signature)

(Printed Name, Title)

SECTION 6: ACKNOWLEDGEMENT OF ADDENDA (SIGNATURE REQUIRED)

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

Addendum Number __________ Date Received: __________________

SECTION 7: CONTRACTOR INFORMATION (SIGNATURE REQUIRED)

Owner of the Company: _________________________________________________

List the number of years in business: ___________________

Is your business full or part-time? ______________________

List the temporary workers employed on a regular basis, and their positions or titles (attach list)

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

Who is MHA’s contact person for this contract?

Name: _______________________________________

E-mail Address: ________________________________

Phone Number: ________________________________

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

1. The contractor’s authorized representative is signing this proposal.

2. The contractor is compliant with all Federal, State and Local licensing requirements and will continue to maintain such compliance during the term of the contract.

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

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

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

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

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

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

CONTRACTOR: _________________________________________________________________

ADDRESS: ____________________________________________________________

CITY, STATE, ZIP: ____________________________________________________________

TELEPHONE: _________________________________

EMAIL ADDRESS: ____________________________________________

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

UNDERSTANDING, AGREEMENT, OR CONNECTION WITH ANY OTHER CONTRACTOR

SUBMITTING A RESPONSE FOR THE SAME SERVICES, AND IS IN ALL RESPECTS FAIR AND

WITHOUT COLLUSION OR FRAUD. I AGREE TO ABIDE TO ALL TERMS AND CONDITIONS OF

THIS RESPONSE AND CERTIFY THAT I AM AUTHORIZED TO SIGN THIS RESPONSE AS OR FOR

THE CONTRACTOR.

Date: _____________________________________

RESPONDENT MUST SIGN AND INCLUDE THIS FORM IN ITS RESPONSE. FAILURE TO

PROVIDE ANY OF THE INFORMATION REQUIRED HEREIN INCLUDING RESPONDENT

SIGNATURES MAY RESULT IN THE RESPONSE BEING DEEMED BY MHA AS NON-

RESPONSIVE.

EXHIBIT A: GENERAL INFORMATION ABOUT MHA

MHA currently employs 13 full-time employees (5 maintenance staff and 8 office staff) and anticipates increasing its staff to approximately 18 over the next 18 months.

MHA’s HCV Program currently administers approximately 1370 vouchers, has a utilization rate of approximately 60%, and consists of a program manager and an HCV coordinator. MHA is a HUD

Cohort 4 Moving To Work agency.

MHA manages 247 units in its Low-Income Public Housing portfolio. These units are spread throughout

4 locations (Sbona Towers, Monarca Place, Traverse Square, and Maplewood Terrace) all in the City of Middletown, and are of varying ages and varying unit types. Unit types include everything from duplex townhouse style apartments to high rise single bedroom apartments.

MHA manages 198 units in its State Family Moderate Rental Housing Projects. These projects include units in Sunset Ridge, Rockwood Acres, and Santangelo Circle, all in the City of Middletown. Also in the portfolio there are 48 units at the State Elderly Housing Project, Marino Manor. Unit types include duplex style apartments and garden style walk-up single bedroom apartments.

MHA’s most recent audited financial statements are available upon request for additional information.