REQUEST FOR PROPOSAL BACKGROUND CHECK SERVICES

Transcription

1 REQUEST FOR PROPOSAL BACKGROUND CHECK SERVICES The Housing Authority of the City of Daytona Beach ( HACDB ) invites submission of proposals ( Proposals ) from licensed firms interested in providing comprehensive background & credit checks and tenant screening services. The HACDB intends to contract with a qualified, firm for a performance period of three base years, with two additional one-year options to extend the contract term. HACDB expects that the selected firm or individual will perform all required background checks and tenant screening services of the HACDB. 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. Only licensed firms by the State of Florida and in good standing may respond. Through prior work performed, firms must be able to show evidence of reliability, ability, experience, and personnel to perform the services. The Housing Authority of the City of Daytona Beach, Florida intends to award a contract for three (3) years to perform background & credit checks and tenant screening services for HACDB s various programs for the fiscal years ending June 30, 2018, June 30, 2019 and June 30, 2020 with the option of up to two (2) one (1) year renewal (maximum contract term of five years.) All proposals submitted in response to this solicitation must conform to all of the requirements and specifications outlined with this document in its entirety. There is not expressed or implied obligation for HACDB to reimburse responding firms for any expenses incurred in preparing proposals in response to this request. Notwithstanding, anything contained in this Request for Proposal (RFP) to the contrary, HACDB reserves the right without prejudice to reject any and all proposals. During the evaluation process, HACDB reserves the right, where it may serve HACDB s best interest, to request additional information or clarifications from proposers, or to allow corrections of errors or omissions. During the evaluation process, any one or more of the firms may be requested to make an oral presentation. The presentation will provide the firm with an opportunity to answer any questions HACDB may have regarding the firm s proposal. A bidders conference for all firms interested in submitting a proposal is not scheduled at this time. Respondents may direct questions, to the address below. Interested firms should submit one (1) original and four (4) copies of their Proposal; which address the requirements described in the Scope of Work section. Fax and proposals are not acceptable. Page 1

2 PROPOSALS WILL BE ACCEPTED UNTIL 2:00 PM (EST), October 20, 2017 They should be addressed to: Ethel L. Turner Deputy Executive Director Housing Authority of the City of Daytona Beach, Florida 211 N. Ridgewood Avenue, Suite 300 Daytona Beach, FL ext. 302 If you have any questions concerning this Request, please submit queries via to Ethel L. Turner at the address above. Sincerely, Dr. Anthony E. Woods Executive Director/CEO Page 2

3 TABLE OF CONTENTS PART I - GENERAL INFORMATION 4 PART II - HACDB S RESERVATION OF RIGHTS 4 PART III - CONTRACT PERIOD 5 PART IV - SCOPE OF SERVICES SCOPE OF WORK (SOW) 5 PART V - PROPOSAL FORMAT AND REQUIREMENTS 8 PART VI SUBMISSION INSTRUCTIONS 13 PART VII PROPOSAL SELECTION--EVALUATION FACTORS 14 PART VIII - CONTRACT AWARD 15 PART IX CONTRACT TERMS 15 PART X - FORMS AND ATTACHMENTS Appendix 1-- Timetable 18 Appendix 2 Proposer Guaranty 19 Appendix 3 Proposer Warranties 20 Appendix 4 Profile of Firm 21 Page 3

4 PART I - GENERAL INFORMATION The Housing Authority of the City of Daytona Beach (hereinafter, HACDB is a public entity that was formed in 1938 to provide federally subsidized housing and housing assistance to low-income families, within the City limits. The HACDB is headed by an President/ Chief Executive Director (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 HACDB s procurement policy. Though brought into existence by the City Resolution #38-21 of the Statutory Authority of Florida 421 it is a separate entity from the City of Daytona Beach. Currently, the HACDB is responsible for the management of 1,337 Housing Choice Vouchers and 635 Public Housing units which is divided into two (2) AMPs. In addition, HACDB is the co-general partner of four (4) Low Income Housing Tax Credit developments with 390 units of which 144 are ACC units. HACDB also has two (2) Instrumentalities in which it engages in the development of affordable housing and providing social service programs within the community it serves. In keeping with its mandate to provide efficient and effective services, the Housing Authority of the City of Daytona Beach ( HACDB ) invites submission of proposals ( Proposals ) from licensed firms interested in providing comprehensive background checks and tenant screening services. The HACDB intends to contract with a qualified, experienced firm for a performance period of three base years, with two additional one-year options to extend the contract term. HACDB expects that the selected firm or individual will perform all required background and credit checks and tenant screening services of the HACDB. 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. Only a firm licensed by the State of Florida and in good standing may respond. Through prior work performed, firms must be able to show evidence of reliability, ability, experience, and personnel to perform the services. PART II - HACDB S RESERVATION OF RIGHTS: 1 The HACDB 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 HACDB to be in its best interests. 2 The HACDB reserves the right not to award a contract pursuant to this RFP. 3 The HACDB reserves the right to terminate a contract awarded pursuant to this RFP, at any time for its convenience upon 10 days written notice to the successful proposer(s). 4 The HACDB reserves the right to determine the days, hours and locations that the successful proposer(s) shall provide the services called for in this RFP. 5 The HACDB 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 HACDB Contracting Officer (CO). 6 The HACDB reserves the right to negotiate the fees proposed by the proposer entity. Page 4

5 7 The HACDB 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. 8 The HACDB shall have no obligation to compensate any proposer for any costs incurred in responding to this RFP. 9 The HACDB shall reserve the right to at any time during the RFP or contract process to 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 Web page (hereinafter, the noted Web page ) and by downloading this document, each prospective proposer is thereby agreeing to abide by all terms and conditions listed within this document and further agrees that he/she will inform the CEO in writing within 5 days of the discovery of any item listed herein or of any item that is issued thereafter by the HACDB that he/she feels needs to be addressed. Failure to abide by this time frame shall relieve the HACDB, but not the prospective proposer, of any responsibility pertaining to such issue. PART III - CONTRACT PERIOD The HACDB anticipates that it will initially award a contract for the period of three years with the option, at the HACDB s discretion, of 2 additional one-year option periods. PART IV - SCOPE OF SERVICES SCOPE OF WORK (SOW) The HACDB is seeking proposals from qualified licensed, insured and bonded entities to provide a wide range of background checks and tenant screening services. These services are a necessary supplement to the daily operation of the HACDB. The successful proposer shall provide background & credit checks and tenant screening services for HACDB Programs, (i.e. public housing and Section 8 programs); and employment services. Services under the contract which shall be entered into by and between the Daytona Beach Housing Authority (HACDB) and the successful respondent shall include, but not be limited to: Criminal Background and Tenant Screening Services Report Content Elements Tenant screening and other requested background reports will consist of designated combinations of the following informational elements. Report shall include description of charges, explanation and sentence for each citation: a. Landlord/housing provider research covering the past five (5) years of applicant housing history regarding rent payment, unit care, peaceful enjoyment, and lease compliance. b. Civil court activity to identify eviction actions, collections, judgments, and other liabilities related to housing history. c. Integrated three (3) bureau industry-standard credit report and credit rating in compliance with the Fair Credit Reporting Act (FCRA) to assist in verification of applicant supplied income and asset information. d. Personal address history from the applicant s credit report to identify addresses and localities where applicants have a history of financial activity. Page 5

6 e. Criminal history, to include sex offender searches; in all other states of record, as made known by applicant-provided housing history and by other information which surfaces in the credit and address history information. Report shall include description of charges, explanation and sentence for each citation. f. Driver s license and/or state issued ID verification. g. Social Security Number (SSN) verification. h. Nationwide Criminal History report which includes Terrorist and Sex Offender searches. i. Lifetime Sex Offender Registry reports (levels 1, 2, & 3). Report Format The Consultant will provide tenant screening and other requested background reports in a format that is mutually acceptable to HACDB. The report will have a professional appearance, using correct grammar and spelling, with appropriate use of white space to facilitate readability, and will incorporate the following technical elements: a. The report format may be subject to revision during the contractual period to accommodate administrative requirements. Such revisions will be communicated to the Consultant in writing at least ten (10) business days prior to implementation. A draft modified report will be provided to HACDB for review within five (5) business days of the revision request and a final mutually accepted, revised report format will be ready at least 48 hours prior to implementation of the change(s). b. The report must be available in an electronic format that is convertible to a printable format for imaging and reproduction purposes. c. Housing history and criminal background information will be individually separated from the body of the report by page breaks in order to create a distinct and singular housing history and criminal background sub-report sections. References to an applicant s criminal background must not appear in other sections of the report. d. The report will be well organized with logical groupings of individual topics and information flow containing industry-standard terms and measurements. e. The reports must be kept on file and stored electronically at the Consultant s site for reference and future retrieval for 12 months from the original request date. Customization Options The Consultant must have capacity to provide customized reports as requested by HACDB comprised of designated combinations of the nine (9) report content elements listed in the Scope of Work in the interest of economy, expense and time, as needed. Specifically: a. Full report, as defined by the Scope of Work. b. Criminal background only, including sex offender check, driver s license (or state issued ID) and SSN validation. c. Credit report only. Methods of Communication and Report Submission a. Consultant must operate a secure web site at all times with mechanisms in place to secure information posted to, archived within, and retrieved from the web site as well as during transmission via the Internet between HACDB and the Consultant. b. Consultant must have capacity for HACDB staff to transmit application information to the Consultant by using a Consultant supplied and maintained web-based secure form and by facsimile using a Consultant provided hard-copy application and release of information form in the event that the Internet based system is experiencing technical difficulties. c. Consultant must have practices and protections in place to ensure that confidential information is handled appropriately from the point at which a request is submitted by HACDB staff to receipt of the final report by HACDB staff. Page 6

7 d. Completed tenant screening and background reports will be posted by the Consultant on their secure web site or ed to be accessed by designated HACDB staff. e. The Consultant will immediately notify HACDB staff by using a standard format once completed reports have been posted to the Consultant s web site. f. The Consultant s web site will have capacity to archive information for limited future retrieval (up to 120 days). Professional Service Expectations. The actual number of reports may vary significantly and HACDB cannot commit to, or guarantee specific volume. a. The Consultant will have staffing capacity to process approximately tenants screening/ background reports annually, to include credit reports annually. The average monthly screenings are 100 per month for the HCV program and 100 per month for the public housing program. There may be additional screenings conducted for or to investigate alleged fraudulent activity by program participants, which are not included above. Additionally, 50 screenings annually may be requested related to employment services, etc. b. The Consultant will endeavor to post completed tenant screening and background reports on its web site within two (2) business days of HACDB s request submission. The two (2) day timeline is intended to be a general timeframe and should not result in limiting or mitigating the quality of information in the individual background reports which may on occasion require a longer timeframe to accurately complete. Delays will be communicated to HACDB staff as quickly as possible. c. The Consultant will be accessible during regular business hours from 9:00 a.m. to 5:00 p.m. (Eastern Time), Monday through Friday, to positively resolve problems and engage HACDB staff in building and maintaining a productive working relationship. d. The Consultant will provide on-site or web based training to HACDB staff in the use of the Consultant s web site interface at the HACDB Main Office located at 211 N. Ridgewood, Daytona Beach, Florida, e. The Consultant will provide written information to HACDB staff regarding the interpretation of tenant screening and background reports including industry standard terminology, measurements, and concepts. f. The Consultant will have a stated position on the ethical obligations associated with the backgroundreporting industry which acknowledges the Consultant s obligations under law, states the Consultant s position on the accuracy of reported information, and outlines how the Consultant will respond to inquiries and complaints. g. The Consultant will provide qualified personnel (available free-of-charge upon referral from HACDB staff) to advise applicants who request clarification, who may dispute the information that the Consultant has reported about them, or who may simply desire advice about how to manage the problems in their credit report. Other background checks and tenant screening services as may be requested by the HACDB Board of Commissioners and/or Executive Director. The HACDB shall retain the right to have the successful proposer provide services in any matter that the HACDB believes the background checks and tenant screening firm is qualified to provide and if, in the opinion of the CEO, it is in the best interests of the HACDB to do so. Please note that the preceding is not intended to be an all-inclusive listing of all of the background checks and tenant screening issues that the HACDB may retain the successful proposer to provide, but Page 7

8 is intended to be a representative listing of issues that the HACDB has previously required such services for. PART V - PROPOSAL FORMAT AND REQUIREMENTS In order to secure information in a form which will ensure that your response will be properly evaluated, the technical proposal must address all the points in the RFP as outlined and organized in a tabbed submission format as specified below. These categories represent the criteria for evaluating and analyzing material submitted: Cover Letter The cover page should include the proposal subject, the firm s name, address, phone and fax numbers, addresses, and contact person(s), date of the proposal. The Profile of Firm Form is attached hereto as Attachment to this RFP document. This 2-page Form must be fully completed executed and submitted under this tab as a part of the proposal submittal. The requested related information shall be entered where provided for on the Profile of Firm Form. Table of Contents Immediately following the cover letter, there must be a Table of Contents of the material included in the proposal. Transmittal Letter The Transmittal Letter must briefly state the understanding of the scope of work, commitment to perform the work within the time period agreed, why the firm thinks they are the best qualified and that the proposal is an irrevocable offer for a stated period of time (minimum 90 days). Independence The Firm must provide an affirmative statement that it is independent of HACDB as defined by the U.S. General Accounting Office s Government Standards. License to Practice in Florida An affirmative statement must be included indicating that the firm is properly licensed to provide services under this RFP in the State of Florida and are in good standing with any licensing agencies. A copy of the proposer s business license allowing that entity to provide such services within the State of Florida should be included, as an attachment. FIRM QUALIFICATIONS Describe how long the Firm has been in business and current structure. Provide any other names under which the firm has done business, and the dates it operated under each name, and the locations at which it operated. Provide both current and past experience the firm has in providing services outlined in Section Scope of Work, including Board certifications held. Describe Offeror s experience with public housing and HCV background checks and tenant screening issues including applicable State of Florida and Federal regulations, specific to each program: 1) A broad and practical knowledge of HUD rules, regulations, requirements, and related procedures; knowledge of various housing programs of the U.S. Department of Housing and Urban Development (HUD) with particular emphasis on the Public and Indian Housing Programs and the Housing Choice Voucher (Section 8) Housing Programs and experience in implementing the same. Page 8

9 Skills, capabilities, capacity and work experience of a demonstrated level that would assure completion of the scope of work in a timely and satisfactory manner. To include all necessary and/or required licenses, registrations, and certifications. Certification that the firm/individual is not debarred, and has all necessary and/or required insurance coverage in effect. Describe the experience of the Offeror conducting comparable services during the most recent five-year period similar in scope to the services required by HACDB. Provide a list of companies or governmental agencies or organizations to which your firm is currently providing services. If this does not include at least three entities, then provide the names of the entities for which similar services have been provided. For each client entity include: o The term (beginning and ending dates) of your contract agreement(s) o A brief description of the scope of work o The name and contact information of the individual that administered your contract(s) o Explain the roles performed by the proposer for the client entity Partner, Supervisor and Staff Qualifications and Experience List all key members of the firm who will be committed to this contract. Indicate the level of effort and function of each member of the firm toward the execution of this contract. Prepare an organizational structure to show how the key members will be involved. Include resumes for these individuals. 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. 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 CEO. Any purported assignment of interest or delegation of duty, without the prior written consent will result in the cancellation of the contract with the HACDB, or may result in the full or partial forfeiture of funds paid to the successful proposer as a result of the proposed contract. Specific Approach The proposal must include the following: understanding of engagement, a work plan, level of staff and hours. Outline the level of support your firm will require of the HACDB staff. Provide a brief summary of your firm s approach to the work associated with the requested services, demonstrating an understanding of the scope of services required, and approaches to be utilized in performing these services, specifically related to the rules, regulations associated with public housing and HCV. Include 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.). Malpractice Actions Complaints and Disciplinary Actions The proposal must identify each instance in the past five (5) years in which the firm has been named as a defendant in any malpractice, misrepresentation, or professional negligence action. The firm must disclose in writing if they have ever been suspended and or debarred from doing business with the federal government. Schedule of Performance/Timeliness/Deliverables Page 9

10 Each proposal shall include a description of how the firm intends to assume responsibility of existing background checks and tenant screening matters and how soon the firm would be in a position to provide services. The description should also include the firm s availability for all future services outlined in under the Scope of Work, (i.e., court appearances, board meetings, etc.). Total All-inclusive Maximum Price Provide billing rates for services. Provide the structure of rates for background checks, credit checks, and driver license checks. Selected proposer must be capable of tracking and billing (invoicing) all work hours and materials (if reimbursable) by specific program or funding source as required by HACDB. Any proposer not capable or willing to comply with this requirement will be considered non-responsive. Preferred formatting will be agreed upon during contract negotiations. All costs related to this contract will be governed by federal regulations and HUD Handbook No REV 2. Certification The Bid should include certification that the person signing the proposal is entitled to represent the firm, empowered to submit the bid, and authorized to sign a contract with HACDB. Fixed Fees by Category The Bid should contain all pricing information relative to performing background checks and tenant screening services as described in this request for proposal. The total all-inclusive maximum price to be bid is to contain all direct and indirect costs including all out-of-pocket expenses for each of the five years. Note that years 4 and 5 are negotiable. The Bid should include a schedule of professional fees and expenses, presented in the format provided below, that supports the yearly and the total all-inclusive price. Per Fee Year 1 Year 2 Year 3 Year 4 Year 5 Cost Credit Report $ $ $ $ $ only Background $ $ $ $ $ Check & sex offender check only Driver $ $ $ $ $ License Check Full Report $ $ $ $ $ Other $ $ $ $ $ (Specify) Total $ $ $ $ $ Page 10

11 Rates for Additional Professional Services If it should become necessary for HACDB to request the bidder to render any additional services requested in this request for proposals or to perform additional work as a result of the specific recommendations included in any report issued on this engagement, then such additional work will be performed only if set forth in an addendum to the contract between HACDB and firm. Any such additional work agreed to by HACDB and the firm will be performed at the same rates set forth in the schedule of fees and expenses included in the Bid. Proposed Fees: Unless otherwise stated, the proposed fees 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 not specifically agreed to by the HACDB; etc. Any costs for approved travel required by the proposer will be reimbursed at reasonable cost, as preapproved by the HACDB. Quantities: All quantities entered within the preceding are for calculating purposes only. As may be further detailed herein, the HACDB does not guarantee any minimum or maximum amount of work as a result of any award ensuing from this RFP, as the ensuing contract will be a Requirements Contract, in that the HACDB shall retain one contractor only and shall retain the right to order from that contractor (successful proposer), on a task order basis, any amount of services or items that the HACDB requires during the ensuing contract period(s). Escalation: Pertaining to the ensuing contract, there shall be no escalation of the proposed unit costs allowed at any time during the awarded contract periods. The successful proposer guarantees, by submitting a proposal, that he/she will hold all proposed costs for a period of 3 years. For the 3 rd -year contract period, if the successful proposer chooses to not hold or guarantee the originally proposed costs, the HACDB will not force the successful proposer to renew the contract at the original pricing but will conduct a new competitive solicitation process, which the successful proposer may respond to (unless otherwise barred by the HACDB for default or poor performance or other similar cause); and the successful proposer may only do so by delivery to the HACDB of a written notice delivered to the CEO at least 120 days prior to the end of the contract period. Manner of Payment Provide statement on expected terms of progress payments, and the basis of billing for hours of work completed during the course of the engagement in accordance with the firm s Bid proposal. Interim billings will cover a period of not less than a calendar month. Proprietary Information and Public Records Act Requests All rights to information developed, disclosed, or provided in a Proposal and its attendant submissions are the property of HACDB, unless a respondent makes specific reference to data that is considered proprietary. Conflicts of Interest If a bidder has any existing relationship(s) that involves a member, an employer or a Board member of HACDB or an elected or appointed official of City of Daytona Beach that would compromise its objectivity, the bidder must disclose such relationship(s). The bidder shall certify in their proposal that no relationship exists or will exist during the contract period between the bidder and HACDB that interferes with fair competition or is a conflict of interest. HACDB reserves the right to reject a bid Page 11

12 proposal or cancel the award if, in its sole discretion, any relationship exists that could interfere with fair competition or conflict with the interests of HACDB. Infringement and Indemnification The firm awarded this contract agrees to protect, defend and hold harmless HACDB against any demand for payment for use of any patented materials, process, article, or device that it may enter into the rendering of the necessary services. Furthermore, the selected firm agrees to indemnify and hold harmless HACDB, their Board of Commissioners and employees from suits or actions of every nature and description arising out of, or in connection with, the performance of this contract, or on account of any injuries or damages received or sustained by a party or parties by or from any act of the selected firm, or its agents. Equal Opportunity The Housing Authority emphasizes that all respondents will receive full consideration without regard to race, color, religion, sex, national origin, disability, age or sexual orientation. Minority Business Enterprise (MBE) and Women s Business Enterprise (WBE) firms are especially encouraged to respond to this RFP. Explain method and procedures that your firm will use to achieve meaningful Section 3, Minority and Women Business participation in the contract. Limitations HACDB reserves the right to reject any and all Proposals and to waive any informality in the solicitation process. Licensing and Insurance Requirements The successful Offeror shall provide HACDB with evidence of all appropriate and applicable insurance coverage carried by the firm, including policy coverage periods. Offerors shall furnish HACDB with certificates of insurance, showing that the following insurance is in force and will insure all operations under this RFP. Prior to award (but not as a part of the proposal submission) the successful proposer will be required to provide: An original certificate evidencing the proposer s current industrial (worker s compensation) insurance carrier and coverage amount of $1,000,000; An original certificate evidencing General Liability coverage, naming the HACDB as an additional insured, together with the appropriate endorsement to said policy reflecting the addition of the HACDB as an additional insured under said policy (minimum of $1,000,000 each occurrence, general aggregate minimum limit of $5,000,000, 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; 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 $5,000,000), with a deductible of not greater than $1,000; 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. Proposer Guaranty and Proposer Warranties The firm needs to execute the Proposer Guaranty and Proposer Warranties attached to the request for proposal as Appendix 2 and 3. Page 12

13 PART VI - SUBMISSION INSTRUCTIONS Tabbed Proposal Submittal In order to allow HACDB to properly evaluate the offers received; all proposals submitted in response to this RFP must be formatted in accordance in a tabbed format having each category separated by numbered index dividers (numbers extends so that each tab can be located without opening the proposal). Each numbered tab should be labeled to correspond with a specific section listed under PART V - PROPOSAL FORMAT AND REQUIREMENTS. FORMS AND ATTACHMENTS The following forms and HUD Certifications, which shall constitute a part of the RFP and any contract should be included, under a corresponding tab. Completion and inclusion of these forms, are the respondent s concurrence that all work will be performed in accordance with professional standards, HUD regulations, requirements, criteria, local codes, ordinances, and statutes. o o o o o o o o o o Profile of Firm Form Form HUD-2992: Certification Regarding Debarment and Suspension Form HUD-50071: Certification of Payments to Influence Federal Transaction Form HUD-5369-B: Instructions to Offerors Non-Construction Form HUD-5369-C - Certifications and Representations of Offerors, Non-Construction Contract Form HUD-5370-C - General Conditions Non-Construction Contracts (Provided for informational purposes and does not need to be submitted with the proposal) Non-Collusive Affidavit. Equal Employment Opportunity Policy with Affirmative Action Program Minority Business Enterprise Policy and Certifications Proposal Submission: All proposals must be submitted in a sealed envelope to the HACDB office by no later than the submittal deadline stated herein (or within any ensuing addendum). A total of 1 original signature copy (marked "ORIGINAL") and 4 exact copies. The sealed envelope should be addressed to: BACKGROUND CHECKS AND TENANT SCREENING SERVICES RFP Daytona Beach Housing Authority Attention: Ethel L. Turner Deputy Executive Director 211 N. Ridgewood Avenue, Suite 300 Daytona Beach, FL All Proposals are due by 2:00 PM, EST, Monday, October 20, Any proposal received after This deadline will not be considered. HACDB reserves the right to reject any or all proposals with or without cause. Any technical questions concerning the request for proposal should be submitted in writing to the above address. Such questions must be received by the date and time stipulated in the calendar of events. If Page 13

14 necessary, written responses to these questions will be provided to all firms holding RFPs no later than October 16, Proposal Calendar Attached to proposal is Appendix 1, the table listing key dates for the submission of the proposal, evaluation of responses, and the selection of the firm. Dates are subject to change. PART VII PROPOSAL SELECTION--EVALUATION FACTORS An HACDB evaluation committee will be established to review responses to this RFP. Proposals will be evaluated using the following evaluation criteria. The HACDB intends to retain the successful proposer pursuant to a Best Value basis, not a Low Proposal basis ("Best Value," in that the HACDB will, as detailed within the following Section consider factors other than just cost in making the award decision). Proposals must meet certain mandatory criteria in order to qualify for evaluation. Any firm that is not properly licensed, or has had disciplinary action or pending background checks and tenant screening action within the last 5 years will require a written explanation, and may disqualify the respondent s proposal. The Authority, however, reserves the right to reject any and all proposals and to waive any informality in proposals received for any reason whatsoever. Technical Evaluation Factor: The following factors will be utilized to evaluate each proposal submittal received: NO. MAX POINT VALUE FACTOR TYPE 1 10 points Subjective (Technical) 2 20 points Subjective (Technical) 3 40 points Subjective (Technical) 4 20 points Subjective (Technical) 7 10 points Subjective (Technical) 100 points FACTOR DESCRIPTION The proposer s UNDERSTANDING THE SCOPE OF WORK REQUIREMENTS / TECHNICAL CAPABILITIES. The proposer s DEMONSTRATED ABILITY TO PROVIDE REPORTS PER THE OUTLINED REQUIREMENTS The proposer s DEMONSTRATED EXPERIENCE in performing similar work and the proposer s DEMONSTRATED SUCCESSFUL PAST PERFORMANCE in providing general background & credit checks and tenant screening to a PHA or similar organization. Five (5) years or more of experience. The proposer s DEMONSTRATED EXPERIENCE in methods of communication of reports through similar work and the proposer s DEMONSTRATED SUCCESSFUL PAST PERFORMANCE. The OVERALL QUALITY AND PROFESSIONAL APPEARANCE OF THE PROPOSAL SUBMITTED, Offeror s compliance with all specifications and/or other requirements contained in this RFP based upon the opinion of the evaluators. Total Technical Points Page 14

15 During proposal evaluation, HACDB reserves the right to call for supplementary information from Offerors and to meet with all or any one of them to clarify points of uncertainty or ambiguity. If selected, candidates may be requested to attend an interview to discuss the proposed scope of work, including availability of equipment and staffing, accounting and payment procedures, schedules, qualification of subcontractors proposed for portions of the work, and such other items as are directly related to the proposal prior to being awarded the contract. Pre-proposal Conference: pre-proposal conference 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. Therefore, the HACDB will not be hosting a pre-bid conference. PART VIII CONTRACT AWARD Board Approval Upon completion of the evaluation process, the Committee will present a recommendation to the full Board for award of a contract. HACDB reserves the right to award a contract to the firm which will provide the best match to the requirements of the RFP and the needs of HACDB, which may not be the firm offering the lowest fees. Contract Negotiations After Board approval, contract negotiations will be initiated. HACDB expects contract negotiations to be brief. If the contract cannot be negotiated quickly with the selected bidder, HACDB, may, in its sole discretion, terminate negotiations with the previously selected bidder and commence contract negotiations with another bidder from the list of the three highest scoring firms. If such negotiations are not, in the opinion of the CEO successfully concluded within 5 business days, the HACDB shall retain the right to end such negotiations and begin negotiations with the next-rated proposer. The HACDB 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 nextrated following until a successful negotiation is reached). PART IX - CONTRACT TERMS The HACDB will not execute a contract on the successful proposer's form--contracts will only be executed on the HACDB form (please see Sample Contract), and by submitting a proposal the successful proposer agrees 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. Employee Standards: The successful Offeror shall be responsible for maintaining satisfactory standards of employees competency, conduct, courtesy, appearance, honesty, integrity and shall be responsible for taking such disciplinary action with respect to any employee, as may be necessary. The HACDB shall retain the right to demand and receive a change in personnel assigned to the work if the HACDB believes that such change is in the best interest of the HACDB and the completion of the contracted work. Page 15

16 Contract Term: The successful Offeror shall be expected to execute a standard professional service contract with HACDB. The term of the contract shall be effective when executed by HACDB. HACDB has the option to extend the contract annually up to five years, unless terminated sooner in accordance with the contract. Contract negotiations and renewals will be discussed with selected candidates. Term Extension: The contract with the selected background checks and tenant screening firm will include a ninety (90) day term extension at the existing billing rates after contract expiration (if convenient to HACDB). This extension may be necessary if the current background checks and tenant screening firm is not selected for the next background checks and tenant screening services contract. Page 16

17 PART X - FORMS AND ATTACHMENTS Page 17

18 Appendix 1 PROPOSAL TIMELINE The following table is a list of key dates for the submission of the proposal, evaluation of responses, and the selection. Dates are subject to change. Dates for RFP Distribution of RFP September 20, 2017 Bidder Conference None Bidder submits questions on RFP September 20, 2017-October 13, 2017 HACDB will respond to bidders questions on October 16, 2017 Due Date of RFP October 20, 2017 Evaluation Committee reviews responses October 23-27, 2017 Executive Director reviews top scoring firms October 30-31, 2017 Interview, (if necessary) November 2, 2017 Board approval November 17, 2017 Firms informed of Board decision November 20, 2017 Contract negotiations TBD Proposed Contract Start Date November 27, 2017 Page 18

19 Appendix 2 Proposer Guaranty The proposer certifies it can and will provide and make available, as a minimum, all services set forth in the Scope of Work. Signature of Official: Name (typed:) Title: Firm: Date: Page 19

20 Appendix 3 Proposer Warranties A. Proposer warrants that it is willing and able to obtain an errors and omissions insurance policy providing a prudent amount of coverage for the willful or negligent acts, or omissions of any officers, employees, or agents thereof. B. Proposer warrants that it will not delegate or subcontract its responsibilities under an agreement without the prior written permission of Daytona Beach Housing Authority. C. Proposer warrants that all information provided by it in connection with this proposal is true and accurate. D. Proposer warrants that it is willing and able to comply with Federal, State and Local laws with respect to public housing. Signature of Official: Name (typed:) Title: Firm: Date: Page 20

21 HOUSING AUTHORITY OF THE CITY OF DAYTONA BEACH PROFILE OF FIRM FORM Appendix 4 (This Form must be fully completed and placed under Tab #3 of the proposal submittal.) (1) Prime Subcontractor (This form must be completed by and for each). (2) Name of Firm: Tel: Fax: (3) Street Address, City, State, Zip: (4) Please attached a brief biography/resume of the company, including the following information: (a) Year Firm Established; (b) Year Firm Established /County; (c) Former Name and Year Established (if applicable); (d) Name of Parent Company and Date Acquired (if applicable). (5) Identify Principals/Partners in Firm (submit under Tab #5 a brief professional resume for each): Name Title % of Ownership (6) Identify the individual(s) that will act as project manager and any other supervisory personnel that will work on project; please submit under Tab #5 a brief resume for each. (Do not duplicate any resumes required above): Name Title (7) Proposer Diversity Statement: You must circle all of the following that apply to the ownership of this firm and enter where provided the correct percentage (%) of ownership of each: Caucasian Public-Held Government Non-Profit American (Male) Corporation Agency Organization % % % % Resident- (RBE), Minority- (MBE), or Woman-Owned (WBE) Business Enterprise (Qualifies by virtue of 51% or more ownership and active management by one or more of the following: Resident- African **Native Hispanic Asian/Pacific Hasidic Asian/Indian Owned* American American American American Jew American % % % % % % % Woman-Owned Woman-Owned Disabled Other (Specify): (MBE) (Caucasian) Veteran % % % % WMBE Certification Number: Certified by: (NOTE: A CERTIFICATION/NUMBER NOT REQUIRED TO PROPOSE ENTER IF AVAILABLE) Signature Date Printed Name Company Page 21

22 HOUSING AUTHORITY OF THE CITY OF DAYTONA BEACH PROFILE OF FIRM FORM (This Form must be fully completed and placed under Tab #3 of the proposal submittal.) (8) Federal Tax ID No.: (9) Business License No.: (10) State of Florida License Type and No.: (11) Worker s Compensation Insurance Carrier: Policy No.: Expiration Date: (12) General Liability Insurance Carrier: Policy No. Expiration Date: (13) Professional Liability Insurance Carrier: Policy No. Expiration Date: (14) Debarred Statement: Has this firm, or any principal(s) ever been debarred from providing any services by the Federal Government, any state government, the State of Florida, or any local government agency within or without the State of Florida? Yes No If "Yes," please attach a full detailed explanation, including dates, circumstances and current status. (15) Disclosure Statement: Does this firm or any principals thereof have any current, past personal or professional relationship with any Commissioner or Officer of the HACDB? Yes No If "Yes," please attach a full detailed explanation, including dates, circumstances and current status. (16) Non-Collusive Affidavit: The undersigned party submitting this proposal or bid hereby certifies that such proposal or bid is genuine and not collusive and that said proposer entity has not colluded, conspired, connived or agreed, directly or indirectly, with any proposer or person, to put in a sham proposal or bid or to refrain from proposing or bidding, 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 or bid price of affiant or of any other proposer or bidder, to fix overhead, profit or cost element of said proposal or bid price, or that of any other proposer or bidder or to secure any advantage against the Housing Authority or any person interested in the proposed contract; and that all statements in said proposal or bid are true. (17) Verification Statement: The undersigned proposer hereby states that by completing and submitting this form he/she is verifying that all information provided herein is, to the best of his/her knowledge, true and accurate, and agrees that if the HACDB discovers that any information entered herein is false, that shall entitle the HACDB to not consider nor make award or to cancel any award with the undersigned party. Signature Date Printed Name Company Page 22