West Hartford Housing Authority Request for Proposals (RFP) HQS Services

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1 I. INTRODUCTION The West Hartford Housing Authority (WHHA) is seeking proposals from qualified Housing Quality Standard inspection firms (Proposers) to perform HQS inspections of its Housing Choice Vouchers (HCV) and its Project Based Voucher (PBV) units. The initial term of the HQS Contract shall be one (1) year. The Contract shall include options to extend the term up to two times (2) times at one (1) year increments each, for a total possible Contract term of three (3) years. II. RFP SCHEDULE AT A GLANCE RFP Issued 03/19/2018 Deadline for Inquiries & Modifications Proposals Due Anticipated Contract Award Date How to obtain RFP documents How to submit a Proposal 03/30/2018 4:00 PM 04/9/2018/ :00 AM 05/01/2018 2:00 PM Request a copy of the RFP by sending an to whharfp@gmail.com Submit Proposals to whharfp@gmail.com. See Section III. GENERAL INSTRUCTIONS III. GENERAL INSTRUCTIONS A. How to obtain a copy of the RFP documents Each Proposer must formally request a copy of the RFP via to whharfp@gmail.com. Only those Proposals submitted by firms who requested a copy of the RFP via this process will be considered. B. Deadline for Inquiries and Modifications 1. Inquiries regarding this RFP will be accepted in writing until March 30, 2018 at 4:00 PM and should be submitted via only to whharfp@gmail.com.

2 2. On or before this date and time: Proposers may submit any questions, clarifications or requests for further information. Proposers must promptly notify the WHHA of any ambiguity, inconsistency, or error they may discover upon examination of this RFP and all documents attached and/or referenced hereto. Further, Proposers must notify the WHHA of any term(s) in any document attached to this RFP to which the Proposer has an objection or that it is unwilling to execute. Requested modifications to any term or to any attachment to the RFP not submitted via on or before this date will not be reviewed or considered by the WHHA unless the WHHA, in its sole and absolute discretion and judgment, determines any such changes are minor in nature and not prejudicial to fair competition. 3. Responses to requests for modifications to the terms of this RFP or any attachment thereto, if acceptable to the WHHA, will be issued as an addendum via BCC to every Proposer on record as having received the RFP from the WHHA. 4. All questions will be answered via BCC to every Proposer on record as having received the RFP from the WHHA. C. Deadline for Proposals Proposers shall submit their Proposal no later than 10:00 A.M. on April 9, Proposals submitted after the deadline will not be considered. D. Where to submit a Proposal All Proposals must be submitted via to whharfp@gmail.com. Please submit (1) one with a single PDF attached. The PDF attachment must be named with the company name in the file name, such as ABC Inc.pdf. E. Proposal format 1. The entire Proposal shall be submitted in a single PDF document. 2. The PDF must contain five (5) sections in the following order: a) Section A - Qualifications b) Section B - Service Plan c) Section C - Fee Proposal d) Section D - References e) Section E - Required Forms 3. See VII. PROPOSAL REQUIREMENTS for individual section requirements.

3 F. Proposals that do not conform to or otherwise do not meet these requirements may be rejected. The WHHA shall not accept or review Proposals received after the designated submission deadline. The WHHA, at its sole discretion, reserves the right to re-designate the submission deadline upon reasonable notice to all RFP recipients. The WHHA reserves the right to reject any and all Proposals if it determines it to be in the best interest of the WHHA to do so. IV. BACKGROUND The Housing Authority of the Town of West Hartford (WHHA) is a local government agency which administers a Housing Choice Voucher Program (HCV) and Project Based Unit program (PBV), utilizing HUD monies for the purpose of providing affordable housing. As the administrator of these programs, the WHHA must ensure compliance with HUD Housing Quality Standards to make sure that the leased housing units are decent, safe and sanitary. The HCV and PBV programs are administered pursuant to 24 CFR 982. The majority of the participants rent units in the private market. WHHA is seeking a qualified person or entity to provide inspection services for HCV/Project Based participants residing in privately owned units listed on the Housing Choice Voucher/Project-Based Programs. There are approximately 540 independently owned units that require an inspection each year. This annual figure may fluctuate depending on the need and/or growth of the agency/program. The workload requirements must be obtained from the WHHA and submitted to the WHHA on a daily basis. The WHHA is located at 80 Shield Street, West Hartford, CT (860) V. SERVICES REQUIRED The selected Proposer(s) shall perform or have experience with the following services in accordance with all requirements of this RFP: A. Conduct HQS inspections in accordance with HUD s Housing Quality Standards (24 CFR ) and WHHA Policy. This comprises initial move-in inspections, annual inspections, special inspections, complaint inspections and follow-up inspections for units that initially were in non-compliance. B. Prepare and send inspection notifications, appointments and results. These notifications must be provided to the landlord, tenant and the WHHA. C. Provide the WHHA with inspection reports reflecting the status of each performed inspection. Electronic reports are required. D. Maximize technology to ensure the efficiency and accuracy of the inspection process/results.

4 E. Submit work assignments daily to the WHHA. F. Comply with Connecticut state policies and federal privacy laws. VI. PROPOSAL REQUIREMENTS Proposals that do not conform to these requirements may be rejected. The Proposal must contain five (5) sections in the following order: A. Qualifications To be eligible for Contract award, the Proposer shall demonstrate the following qualifications and include the following information: 1. Identify the Proposer and its business form (proprietorship, LLC, corporation, etc.), as well as each individual who shall be assigned to provide the Services, including the team leader, if applicable. 2. Provide information with respect to the Proposer's knowledge of and years of experience in each of the following areas. Be specific as to the knowledge and years of experience of the relevant individual(s) responsible for each area. a) Experience working with a public housing authority or similar public or private organization. b) Experience in the field of HQS inspection services consistent with the size and scope of that required in this RFP. c) Experience working with housing software which specializes in federal and state housing programs. 3. Proposer is able to provide any equipment and tools (hardware, software, or any other equipment or tools) necessary to properly and successfully provide the services and support required in Section V of the RFP. 4. Have sufficient professionally trained and certified staff to provide the services required in Section V of the RFP. B. Service Plan The Proposer shall describe the manner in which the Proposer shall develop, implement, and provide each of the services required in Section V. To be eligible for Contract award, the Proposer's Service Plan(s) shall include, at a minimum, the following information: 1. An explanation and description of how the Proposer will provide the services required in Section V.

5 2. Approach to consultations and providing/receiving feedback to/from client. 3. A thorough description of items, information, reports or the like (if any) that the Proposer will require from the WHHA in order to complete the Services. 4. A thorough description of items, information, reports, etc. and the method of transmission of such that the Proposer shall provide to the WHHA in order to keep the WHHA informed of Proposer's performance regarding the Services. C. Fee Proposal The WHHA hereby notifies Proposers that Contract award is not solely determined by the lowest Fee Proposal. To be eligible for Contract award, the Proposers shall submit a Fee Proposal for performance of the Services as follows: 1. The Proposer's Fee Proposal shall indicate a rate for each category of service (move-in inspections, annual inspections, special inspections, complaint inspections and follow-up inspections for units that initially were in non-compliance.). The fee rate for each category shall also include all anticipated expenses and overhead costs in connection with the provision of the services. 2. The Fee Proposal shall be signed by an officer of the Proposer who is legally authorized to enter into a contractual relationship in the name of the Proposer. 3. If the Proposer must outsource or sub-contract any work to meet the requirements contained herein, this must be clearly stated in the Proposal as well as the name and description of the organization(s) being sub-contracted. 4. Costs included in the Proposal must include any outsourced or sub-contracted work. D. References 1. The WHHA reserves the right to contact any and all references provided by the Proposer in order to verify the successful previous performance of substantially similar work on relevant projects of similar scope and size.

6 2. The Proposer shall submit at least three (3), but no more than five (5), entities that have been customers of the Proposer within the last three (3) years. This list shall demonstrate that the Proposer has: a) Been in business for a minimum of three (3) years. b) Provided services substantially similar to those requested by this RFP. c) Provided services for customers comparable in size to the WHHA with regard to functional, operational and organizational environment and the extent of the services. 3. The Proposer shall provide the following information for each reference: a) Company/Agency name b) Type of organization c) Name and title of contact d) Address e) Telephone f) address g) Very brief description of the work performed. h) Commencement and completion dates of Contract. E. Required Forms In addition to all other submissions required by this RFP, the Proposer must complete and submit as part of their submission the required forms attached to this RFP as Appendix A. Those documents are self-explanatory. VII. PROPOSAL EVALUATION PROCESS A. Proposals shall be reviewed by an Evaluation Committee composed of WHHA staff appointed by the WHHA Executive Director or his designees (WHHA Evaluation Committee). The WHHA Evaluation Committee shall include a minimum of three (3), but no more than five (5) members.

7 B. A points system will be used by the WHHA Evaluation Committee to evaluate and score Proposals. Each member will score each Proposal. Points will be awarded for each of the following criteria: Criteria Qualifications Service Plan Fee Proposal References Total Maximum Points Max Point Value 5 points 5 points 5 points 5 points 20 points C. All but the top three (3) scoring proposals will be eliminated from further consideration. D. References will be contacted. E. Proposers on the short list may be required to present themselves before the WHHA Selection Committee for interviews at a date and time selected by the Committee. F. The Proposal that best serves the interests of the WHHA, with price and all evaluation factors considered, including any proposed revisions, if any, shall be recommended to the Executive Director. G. The Contract award shall be conditioned on successful negotiation between the Proposer and the WHHA and is subject to the approval of the WHHA Executive Director and the WHHA Board of Commissioners. The WHHA hereby notifies Proposers that Contract award is not solely determined by the lowest Fee Proposal. VIII. GENERAL CONDITIONS OF THE RFP A. The selected Proposer will provide a draft Contract to the WHHA describing the Scope of Services to be performed, compensation and other pertinent provisions. This RFP shall be attached to the Contract as reference, and shall be made part of the Contract. After negotiation and upon mutual acceptance of the terms set forth in the Contract, each party shall execute the Contract.

8 B. Prior to Contract, the winning Proposer will be required to show evidence of insurance coverage of a kind and in an amount satisfactory to the WHHA and as outlined in section VIII. M of this RFP. The WHHA shall be named additional insured under the Proposer s policies as noted in section VIII. M of this RFP. C. Submittal of a Proposal shall be deemed acceptance of all the terms set forth in this RFP unless the Proposer includes with its Proposal, in writing, any conditions or exceptions requested by the Proposer to the Agreement. D. Any Contract entered into by the WHHA and the successful Proposer shall provide that the WHHA may terminate the Contract upon thirty (30) days notice to the Proposer. E. Contract Award Subject to the rights reserved in this RFP, the WHHA shall give written notice to the selected Proposer (the Contractor) no later than ninety (90) days after the date designated for receipt of Proposals; the parties may extend the time for acceptance by mutual agreement. Award of the Contract is subject to the approval of the WHHA Board of Commissioners and shall be conditioned on the successful negotiation of revisions, if any, to the Proposal that are recommended as part of the evaluation of Proposals. F. Term The initial term of the Professional Service Contract (Contract) shall be one(1) year. The term of the Contract may be extended, at the WHHA's sole option, in order to accommodate any additional services, or for such time as is otherwise deemed necessary by the WHHA, provided that, in no event shall the term of such an amendment to the Contract exceed two (2) one (1) year terms. G. No Warranty Proposers shall examine the RFP, specifications, and instructions pertaining to the Services. Failure to do so shall be at the Proposer's own risk. It is assumed that the Proposer has made full investigation as to be fully informed as to the extent and character of the Services and of the requirements of the specifications. No warranty is made or implied as to the information contained in the RFP, specifications, and/or instructions. H. Expense of RFP Submission All expenses incurred in the preparation and submission to the WHHA of Proposals in response to this RFP shall be borne by the Proposer.

9 I. Compliance with Applicable Laws and Regulations The Proposer agrees to comply with the all relevant local, state, and federal applicable laws and/or regulations. J. Indemnification 1. To the fullest extent permitted by law, the Proposer shall indemnify and hold harmless the WHHA and their respective consultants, agents, and employees from and against all claims, damages, losses and expenses, direct, indirect or consequential (including but not limited to fees and charges of engineers, attorneys and other professionals and court and arbitration costs) arising out of or resulting from the performance of the Proposer s work, provided that such claim, damage, loss or expense is caused in whole or in part by any negligent act or omission by the Proposer, or breach of its obligations herein or by any person or organization directly or indirectly employed or engaged by the Proposer to perform or furnish either of the services, or anyone for whose acts the Proposer may be liable, regardless of whether or not it is caused in part by a party indemnified hereunder. 2. As to any and all claims against the WHHA or any of its consultants, agents or employees by any employee of Proposer, by any person or organization directly or indirectly employed by Proposer to perform or furnish any of the work, or by anyone for whose acts Proposer may be liable, the indemnification obligation under this requirement shall not be limited in any way by any limitation on the amount of type of damages, compensation or benefits payable by or for Proposer under worker s or workman s compensation acts, disability benefit acts or other employee benefit acts. K. Non-Discrimination The Proposer agrees and warrants that in the performance of the Contract pursuant to this solicitation he/she will not discriminate or permit discrimination against any person or group of persons on the grounds of sex, race, color, religion, age, marital status, ancestry, national origin, past history of mental disorder, mental retardation or physical disability or other basis in any manner prohibited by the laws of the United States, the State of Connecticut or the WHHA.

10 L. WHHA Reservation of Rights 1. The WHHA reserves the right to cancel this RFP, or to reject, in whole or in part, any and all Proposals received in response to this RFP, upon its determination that such cancellation or rejection is in the best interests of the WHHA. The WHHA further reserves the right to waive any minor informalities in any Proposals received, if it be in the WHHA s interest to do so. The determination of the criteria and process whereby Proposals are evaluated, the decision as to who shall receive a Contract award, or whether or not an award shall be made as a result of this RFP, shall be at the sole and absolute discretion of the WHHA. 2. A Proposal may be corrected, modified, or withdrawn, provided that the correction, modification, or request for withdrawal is made by the Proposer in writing and is received at the place and prior to the date and time designated in the RFP for receipt of Proposals. After such date and time the Proposer may not change the Fee Proposal or any other provision of its Proposal in a manner prejudicial to the interests of the WHHA and/or fair competition. M. Insurance Requirements The Proposer shall, at its own expense and cost, obtain and keep in force during the entire duration of the Project or Work the following insurance coverage covering the Proposer and all of its agents, employees, sub-contractors and other providers of services and shall name the WHHA its employees and agents as an Additional Insured on a primary and non-contributory basis to the Proposer s Commercial General Liability and Automobile Liability policies. These requirements shall be clearly stated in the remarks section on the Proposer s Certificate of Insurance. 1. Insurance shall be written with Carriers approved in the State of Connecticut and with a minimum Best s Rating of A-. In addition, all Carriers are subject to approval by the WHHA. Minimum limits and requirements are stated below: a) Worker s Compensation Insurance: (1) Statutory Coverage (2) Employer s Liability (3) $100,000 each accident/$500,000 diseasepolicy limit/$100,000 disease each employee

11 b) Commercial General Liability: (1) Including Premises & Operations, Products and Completed Operations, Personal and Advertising Injury, Contractual Liability and Independent Contractors. (2) Limits of Liability for Bodily Injury and Building Damage Each Occurrence $1,000,000 Aggregate $2,000,000 (The Aggregate Limit shall apply separately to each job.) c) Automobile Insurance: (a) Including all owned, hired, borrowed and non-owned vehicles (b) Limit of Liability for Bodily Injury and Building Damage: Per Accident $1,000,000 d) Errors and Omissions Liability or Professional Services Liability Policy Provide Errors and Omissions Liability or Professional Services Liability Policy for a minimum Limit of Liability $1,000,000 each occurrence or per claim. 2. The Proposer agrees to maintain these coverages for the entire duration of this Contract, and shall provide for an Extended Reporting Period in which to report claims for (5) years following the conclusion of the contract. 3. The Proposer shall provide a Certificate of Insurance as evidence of General Liability, Auto Liability including all owned, hired, borrowed and non-owned vehicles, Lead Inspectors and statutory Worker's Compensation and Employer's Liability coverages. 4. The Proposer shall direct its Insurer to provide a Certificate of Insurance to the WHHA before any work is performed. The Certificate shall specify that the WHHA shall receive 30 days advance written notice of cancellation or non-renewal. The Certificate shall evidence all required coverage including the Additional Insured and Waiver of Subrogation. The Proposer shall provide the WHHA copies of any such Policies upon request. 5. The above insurance requirements are the WHHA s general requirements. Insurance requirements with the awarded Proposer are subject to final negotiations.

12 Appendix A Required Forms 1) HUD B Instructions to offerors Non-Construction 2) HUD C Certifications and Representations of Offerors

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