REQUEST FOR PROPOSALS

Transcription

1 REQUEST FOR PROPOSALS THE HOUSING AUTHORITY OF THECITY OF FORT MYERS (HACFM) Tenant Screening Program Deadline for Submission of Proposals: 4:00 p.m. on Thursday, April 30, 2009 BACKGROUND: HACFM has the need for comprehensive tenant screening services There are approximately 1000 applicants and current residents who would have a screening completed on an annual basis HACFM seeks proposals from interested parties in order to select a single firm/individual to be the provider of these services. HACFM plans to select a firm or individual to provide tenant screening and enter into a one year Contract by end of June SUMMARY OF HACFM S OBJECTIVE HACFM will be selecting a single firm/individual to offer tenant screening services to applicants and residents of HACFM. HACFM is interested in a firm/individual that will guarantee a highly competitive price for tenant screening services and provide a variety of services and excellent customer service to it s rental properties. HACFM will select the most responsible, responsive firm/individual to submit a proposal to offer this service. To qualify, a firm/individual must, at a minimum, provide credit reports or evaluations, national criminal background reports and eviction history via the Internet and through FAX or Mail. Because of all of the participants will be applicants and current residents of HACFM, any responding firm needs to specifically indicate the steps they will require from HACFM Developments to ensure compliance with the Fair Credit Reporting ACT, specifically the Fair and Accurate Credit Transactions Act (FACTA). HACFM will enter into a Standard Contract with General Conditions for Non- Construction Contract form HUD-5370-C with the selected firm/individual for one calendar year, with the option for renewal annually, at HACFM s discretion. The term of the contract shall begin from the date the contract is executed. The proposal submitted m will form the basis of the Contract. HACFM will not guarantee any specific volume of business or revenue to the firm. The selected firm and HACFM will enter into a Contract services and all fees will be paid to the firm/individual directly by HACFM.

2 SUBMISSION REQUIREMENTS: Please submit your firm s proposal in a sealed envelop, marked on the outside envelop with Tenant Screening Proposal to the address below: Housing Authority of the City of Fort Myers Attn: Jeanne Dufrense 1700 Medical Lane Fort Myers, FL : Proposals may be submitted by U.S. mail, delivery service, or in person. FAX or copies will not be accepted. 2: An original and two (2) copies of the proposal must be provided 3: The proposal must be received by 4:00 p.m. on April 30, : Incomplete or late applications will not be considered. Proposals MUST include the following: 1. Cover letter signed by firm representative in a decision-making capacity. 2. A brief history of the firm and description of the firm s experience, including but not limited to: a. Number of years in existence b. Experience with landlords with over 750 screening requests c. If the firm has operated under any other name d. All industry organization memberships 3. A clear description of how your firm intends to comply with the Federal Trade Commission and Fair Credit Reporting ACT; specifically the Fair and Accurate Credit Transactions Act (FACTA or FACT Act) and the Safeguards Rule. 4. A list and description of the tenant screening services provided by the firm. 5. List of the standard prices offered for the above services. 6. Description of the available ways to receive reports with associated costs and time frame per technology: fax, , internet, US mail, and telephone. 7. Three (3) references from rental property owners. These should include contact name, address, phone number and services provided. (use attached form) 8. Description of firm s customer service standards including: a. Policies and practices for refunds. b. Response time to phone call inquiries. c. Response time to inquiries. d. Days and hours of availability for live customer service; state on which holidays your firm will not be available.

3 9. Clear narrative explaining the sign-up process, the step-by-step process to use the service, and any signup or other fees, including; a. The name and position of primary contact person who will be responsible for implementing and monitoring the tenant screening. b. Copies of membership applications and forms required for participation. 10. The selected firm will be required to provide quarterly updates to HACFM Developments. 11. Proof of the following minimum level of insurance $1,000,000 General Liability; $2, Aggregate. The HACFM will named as additional insured. Certificates evidencing all insurance is in force shall be furnished to the HACFM as part of the Contract process, and maintain this minimum level of coverage throughout the Contract period. Evaluation Criteria: The selected firm will be chosen based on the following: Competitive Pricing: 1. Internet rates & non-internet rates for required minimum package; i.e. criminal background check and credit and eviction history. 2. Internet rates & non-internet rates for additional services provided. 3. Membership Fees (points will be deducted for membership, annual or sign-up fees). Customer Service: 1. Customer Service Policies. 2. User-friendly process to request/obtain reports. 3. References, including Better Business Bureau Record. Service: Firms that provide additional services to HACFM s developments will receive additional points. Such services include, but are not limited to: 1. Employment Verifications 2. Bank References 3. Previous Landlord Verifications 4. Former Tenancy Search Interviews: HACFM may elect to conduct interviews during the selection process. If HACFM deems this step necessary, firms submitting proposals will be notified and given an interview opportunity.

4 HACFM Contact: If you have any questions pertaining to this Request for Proposals, please contact Jeanne Dufresne directly at (239) or Equal Opportunity: HACFM is an Equal Opportunity Employer and prohibits, in accordance with law, discrimination on the basis of race, color, religion, sex, national origin, sexual orientation, age or handicap. In additional, no contractor, subcontractor, nor any person on his/her behalf shall discriminate against or intimidate any employee hired for the performance of work under a contract for HACFM on account of race, sex, creed, or color.

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6 PROPOSAL PRESENTED BY FIRM: Address: Contact Name/Title: Phone: FAX: SERVICE INTERNET RATE NON INTERNATE RATE Required Basic Package (if additional services are included in basic package price, please list on blank lines) Credit Report or Evaluation National Criminal Background Report Eviction History Basic Package Total INTERNET TIME FRAME NON INTERNET TIME FRAME FAX US MAIL A la carte Services: Additional Services (put N/A if not offered: use blank spaces for other services not listed) Credit Report or Evaluation Only Eviction History Only Employment Verification Bank References Previous Landlord Verification Former Tenant Search

7 Firm Name: Do you offer package rates? If so, please list below. You may attach additional sheets if needed to show different packages and services available. Does your firm offer on call management? If so, please describe services offered: Do you provide volume discounts? If so, please explain below: Please list 3 references: 1. Name: Address: Phone: # of years as a subscriber # rental units 2. Name: Address: Phone: # of years as a subscriber # rental units 3. Name: Address: Phone: # of years as a subscriber # rental units