Moline Housing Authority

Transcription

1 REQUEST FOR PROPOSALS (RFP) Bed Bug Control Services Moline Housing Authority th Avenue A Moline, IL August 14, 2014 MOLINE HOUSING AUTHORITY (MHA) Page 1 (RFP Document August 14, 2014)

2 REQUEST FOR PROPOSALS (RFP) Bed Bug Control Services RFP Document Table of Contents [Table No. 1] Section Description Page Introduction 3 RFP Information at a Glance MHA S Reservation of Rights Scope of Work/Technical Specifications Overview Scope of Services General Specifications Assessment to Include Reporting Requirements Additional Considerations Proposal Format Tabbed Proposal Submittal Entry of Proposed Fees Additional Information Pertaining to the Pricing Items Proposal Submission Proposer's Responsibilities--Contact With MHA Pre-proposal Conference Recap of Attachments Proposal Evaluation Evaluation Factors Evaluation Method/Plan Contract Award Contract Award Procedure Contract Conditions Contract Period Licensing and Insurance Requirements Right to Negotiate Fees Contract Services Standards 23 Index of Tables 23 MOLINE HOUSING AUTHORITY (MHA) Page 2 (RFP Document August 14, 2014)

3 REQUEST FOR PROPOSALS (RFP) Bed Bug Control Services INTRODUCTION The Moline Housing Authority (hereinafter, MHA ) is a public entity that was formed in 1940 to provide federally subsidized housing and housing assistance to low-income families. MHA is headed by an Executive Director (ED) 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 MHA s procurement policy. Currently, MHA has three housing complexes, Spring Brook Courts 184 units, Spring Valley 182 units, and Hillside Heights 120 units, totaling 486 units of public housing, and administrates a total of 234 Section 8 Housing Choice Vouchers. In keeping with its mandate to provide safe, decent and affordable housing, MHA is now soliciting proposals from qualified, licensed and insured entities to provide the services outlined in section 2 Scope of Work. 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 their entirety. MHA will not discriminate against otherwise qualified persons because of disability in the admission, access to, treatment, or employment in its programs and activities. This policy is applicable to all programs and activities of MHA. Minority, Minority Women-Owned and Small Business Enterprises are encouraged to participate in this Solicitation Process. RFP INFORMATION AT A GLANCE [Table No. 2] MHA CONTACT PERSON Maria Nino, Telephone FAX HOW TO OBTAIN THE RFP DOCUMENTS Available on Tuesday, August 15 th, 2014 Moline Housing Authority, th Avenue A, Moline, IL HOW TO OBTAIN THE RFP DOCUMENTS ON THE WEBSITE PRE-PROPOSAL CONFERENCE HOW TO FULLY RESPOND TO THIS RFP BY SUBMITTING A PROPOSAL SUBMITTAL Click on the Procurement tab. Tuesday, August 21 st 2014, 2:00 P.M. MHA, rd St., Moline, IL As instructed within Section 3.0 of the RFP document, submit 3 copies of your "hard copy" proposal to MHA Procurement office. QUESTIONS DEADLINE Written questions on this RFP shall be directed to jfa@molinehousing.com no later than Close of Business on August 29 th,2014 PROPOSAL SUBMITTAL RETURN & DEADLINE Friday, September 5 th 2014, 2:00 P.M. Moline Housing Authority th Avenue A Moline, IL ANTICIPATED APPROVAL BY MHA BOARD OF COMMISSIONERS September 2014 MOLINE HOUSING AUTHORITY (MHA) Page 3 (RFP Document August 14, 2014)

4 REQUEST FOR PROPOSALS (RFP) Bed Bug Control Services 1. MHA S RESERVATION OF RIGHTS: 1.1 MHA 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 MHA to be in its best interests. 1.2 MHA reserves the right not to award a contract pursuant to this RFP. 1.3 MHA 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). 1.4 MHA reserves the right to determine the days, hours and locations that the successful proposer(s) shall provide the services called for in this RFP. 1.5 MHA 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 MHA Contracting Officer (CO). 1.6 MHA reserves the right to negotiate the fees proposed by the proposer entity. 1.7 MHA reserves the right to reject and not consider any proposal that does not meet the requirements of this RFP, including but not necessarily limited to incomplete proposals and/or proposals offering alternate or non-requested services. 1.8 MHA shall have no obligation to compensate any proposer for any costs incurred in responding to this RFP. 1.9 MHA 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. MOLINE HOUSING AUTHORITY (MHA) Page 4 (RFP Document August 14, 2014)

5 REQUEST FOR PROPOSALS (RFP) Bed Bug Control Services 2.0 SCOPE OF WORK (SOW)/TECHNICAL SPECIFICATIONS (T/S): MHA is seeking proposals from qualified, licensed and bonded entities to provide the following detailed services to eliminate bed bugs at MHA s Hillside Heights high rise housing complex. 2.1 General: The successful proposer shall furnish all labor, material, equipment and supervision to perform a program of the elimination of bed bugs in MHA s units within the requirements of the EPA and DOA. 2.2 Project Services: Aggressive and intensive program of bed bug elimination must be performed under a strict schedule of time as described following. All such individual services will be performed at the discretion of MHA after issuance of a task order Inspections: Inspections for bed bugs in MHA s units will typically be made on the same day each week When an inspection determines the presence of bed bugs in a MHA unit, a Preparation Sheet Plan (please see the following Section ) shall be given to those occupying the affected area (an adult listed on the lease) and to the manager of the property The Preparation Sheet shall be explicit and concise and designed for both the adult occupant and manager signatures indicating readiness for treatment Treatment: Treatment of the infected areas shall typically be conducted on the same day of each week Apply curative treatments to all areas of the affected property that are prepared either by using pesticide or heat treatment Apply preventive treatments to all areas that are not compliant in preparation to temporarily control of the infestation spreading Perform follow-up inspections and second treatments one week after initial treatment unless a second treatment is delayed by pesticide label restrictions or otherwise Define follow-up inspections as an inspection to determine the success of the treatment and/or to identify the potential need for additional treatment to solve the problem. MOLINE HOUSING AUTHORITY (MHA) Page 5 (RFP Document August 14, 2014)

6 REQUEST FOR PROPOSALS (RFP) Bed Bug Control Services Define the second treatment to be the application of additional pesticide for completion of treatment and shall be applied no later than 10 days after the initial treatment or as soon as label restrictions allow Monitoring: Monitoring of the successful proposer s performance shall be done through the maintenance of a Bed Bug Control Log (please see the following Section ) consisting of the following elements Date, cost center, property designation from the initial request Date of inspection and giving of the prep list Date of curative treatment application Date of second treatment when performed Date of follow-up inspection to clear the area as being free of infestation Emergency Task Orders: MHA may request an emergency task order may be requested by MHA to eliminate a critical problem. The successful proposer must complete response to this request within 24 work hours. 2.3 Bed Bug Management Plan: Each proposer s Bed Bugs Management Plan (please see the following Section ) shall be accepted at MHA s discretion. If MHA s finds the top-rated proposer s submitted Bed Bug Management Plan incomplete or unacceptable, MHA reserves the right to require the top-rated proposer to, within 5 days of such request by MHA, submit a revised Plan. At a minimum, the Bed Bug Management Plan shall include, but not be limited to: Materials and Equipment: The successful proposer shall provide current labels and Material Safety Data Sheets (MSDS) of pesticides to be used, and brand names of pesticides application equipment Method for Monitoring and Surveillance: The successful proposer shall describe methods and procedures to be used for identifying sites of bed bug harborage and access, and for making an objective assessment of pest population levels throughout the term of the contract. 2.4 Successful Proposer s Responsibilities: It is the responsibility of the successful proposer to provide personnel: Who are qualified, who understand current practices in the field and have experience providing bed bug control services in a residential MOLINE HOUSING AUTHORITY (MHA) Page 6 (RFP Document August 14, 2014)

7 REQUEST FOR PROPOSALS (RFP) Bed Bug Control Services environment. During the ensuing contract period, any substitutions, additions, or replacement of personnel from those cited in the contractor's original proposal must be submitted to MHA for approval prior to their beginning services on-site Who possess current certification as Commercial Pesticide Applicators in the category of residential and institutional IPM services. Uncertified individuals working under the supervision of a certified applicator must obtain certification within 30 days Including timely access to a full-time entomologist who will be available, at MHA s discretion, for routine and emergency consultation Who shall conduct themselves in a professional and workmanlike manner, with minimal noise and disruption. Cooperation by the successful proposer with the building occupants shall be deemed essential to assure the progress of this work Who shall observe all safety precautions throughout the performance of the ensuing contract. Certain areas within some buildings may require special instructions for persons entering these areas. All restrictions associated with these special areas will be explained by MHA to the contractor as a part of the ensuing contract Who shall be subject to government regulations that are applicable during the time spent on MHA property. Building passes, if needed, will be supplied by MHA Who, while working at HA-owned or leased properties, shall wear distinctive uniform clothing. The uniform shall have the successful proposer s name easily identifiable, affixed in a permanent and easily discernable manner. Additional personal protective equipment required for safe performance of work must be determined and provided by the successful proposer. Protective clothing, equipment, and devices shall, at a minimum, conform to Occupational Safety and Health Administration (OSHA) standards for products being used. Vehicles used by the successful proposer must be licensed, insured, and identified in accordance with state and local regulations. 2.5 Hours of Operation: Except as otherwise listed within the ensuing contract, all work at properties under this contract shall be performed between the hours of 8:00 a.m. and 3:00 p.m., Monday through Friday, and shall, to the greatest extent reasonably feasible, not interfere with daily MHA operations. 2.6 Minimum Standards of Performance: MOLINE HOUSING AUTHORITY (MHA) Page 7 (RFP Document August 14, 2014)

8 REQUEST FOR PROPOSALS (RFP) Bed Bug Control Services The successful proposer s performance will be evaluated by MHA in accordance with the ensuing contract, including the approved Bed Bug Management Plan. If bed bugs appear between scheduled treatment, the contractor may be called back to treat the room(s), or building where the problem occurred Routine call-back service shall be furnished within 1 workday after receipt of notification by HA. Call-back service shall be priced on a per-unit basis Call-back service required by MHA due to the successful proposer s incomplete or sub-standard services or negligence will be at no charge If the successful proposer fails to arrive at MHA site and complete the work within 1 workday after the request for call-back service, MHA shall have the right to obtain the service elsewhere and the successful proposer agrees that the actual cost of such service shall be deducted from the successful proposer s invoice covering the period for which the outside service was obtained. This deduction will be supported by a copy of the invoice covering the emergency service obtained elsewhere. Such failure on the part of the successful proposer shall also be considered by MHA to be a failure to perform enabling MHA to invoke progressive discipline procedures. 2.7 Reporting: As a part of the services provided under the ensuing contract, the collection and transmittal of data collected by the successful proposer during the provision of the work is crucial to the effectiveness in managing the Bed Bugs Management Plan. The successful proposer is required to collect and submit the reports detailed below. Report format and examples of the forms for reporting (log sheets, property reporting forms, and treatment summary), shall be reviewed and approved by MHA prior to contract award Individual Property Reporting (within one week): Upon completion of each treatment cycle at a MHA property, the successful proposer is required to submit the Extermination Log Plan (please see the following Section ) with a spreadsheet summary highlighting troubled areas or units. This report is required to be submitted within one week after the treatment cycle. The required means of this report submittal is electronic. Extermination logs can be sent via mail or hand-delivered Treatment Cycle Reporting (within one week): Upon completion of each treatment, the successful proposer is required to issue a Treatment General Summary Report (please see the following Section ) within one week. The required means of this report submittal is electronic. The Report shall include, but not be limited to, the following: Brief narrative discussing the findings as they relate to an increase or new infestations by unit or apartment number, MOLINE HOUSING AUTHORITY (MHA) Page 8 (RFP Document August 14, 2014)

9 REQUEST FOR PROPOSALS (RFP) Bed Bug Control Services including recommendation for treatment or preventative measures Discuss any findings of deficiencies due to lack of access, inadequate/improper treatments or recommendations of change to a more effective chemical. The successful proposer shall submit all reports to the Contract Technical Representative named within the ensuing contract. Failure to submit the above reports on time shall be considered a material breach of the contract and may (and probably will) be used as basis for progressive discipline, including termination of the contract. 2.8 Equipment, Supplies; Materials: As a part of the proposed fees, the successful proposer shall supply any and all such items needed to provide the services detailed herein; meaning, MHA shall not pay any additional fees for such. 2.9 Safety: The successful proposer shall, at all times, ensure that all work provided by the successful proposer complies with all local, State and Federal rules pertaining to work place safety; meaning, the successful proposer shall, at all times, conduct business in such a manner as to protect its workers, MHA residents, MHA staff, and the public. Further, the successful proposer shall have full and sole responsibility to correct any such condition found unsafe by any authorized entity (including MHA), and, if such unsafe conditions result to any group named within this section, shall have full and sole responsibility to compensate such persons if so ordered by an authorized agency or a court having jurisdiction Ensuing Debris: The contractor shall, as detailed herein, remove all ensuing debris from MHA property daily. MOLINE HOUSING AUTHORITY (MHA) Page 9 (RFP Document August 14, 2014)

10 REQUEST FOR PROPOSALS (RFP) Bed Bug Control Services 3.0 PROPOSAL FORMAT: 3.1 Tabbed Proposal Submittal: MHA intends to retain the successful proposer pursuant to a Best Value basis, not a Low Proposal basis ("Best Value," in that MHA will, as detailed within the following Section 4.0, consider factors other than just cost in making the award decision). Therefore, so that MHA can properly evaluate the offers received, all proposals submitted in response to this RFP must be formatted in accordance with the sequence noted following. Each category must be separated by numbered index dividers (which number extends so that each tab can be located without opening the proposal) and labeled with the corresponding tab reference also noted below. None of the proposed services may conflict with any requirement MHA has published herein or has issued by addendum. RFP Section Tab No. [Table No. 3] Description Form of Proposal: This Form is attached hereto as Attachment A to this RFP document. This 1-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the proposal submittal Form HUD-5369-C (8/93), Certifications and Representations of Offerors, Non-Construction Contract: This Form is attached hereto as Attachment B to this RFP document. This 2-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the proposal submittal. MHA Affidavit of Non Collusion Form: This Form is attached hereto as Attachment C to this RFP document. This 1 page Form must be fully completed, executed where provided thereon and submitted under this tab as part of the proposal submittal. MHA Conflict of Interest Statement: This Form is attached hereto as Attachment D to this RFP document. This 4 page Form must be fully completed, executed where provided thereon and submitted under this tab as part of the proposal submittal Profile of Firm Form: The Profile of Firm Form is attached hereto as Attachment E to this RFP document. This 3-page Form must be fully completed executed and submitted under this tab as a part of the proposal submittal Proposed Services: As more fully detailed within Section 2.0, Scope of Proposal/Technical Specifications, of this document, the proposer shall, at a minimum, clearly detail within the information submitted under this tab documentation showing: As detailed within Section 4.1, Evaluation Factor No. 2, herein, the proposer s Demonstrated Understanding of MHA s Requirements. MOLINE HOUSING AUTHORITY (MHA) Page 10 (RFP Document August 14, 2014)

11 REQUEST FOR PROPOSALS (RFP) Bed Bug Control Services As detailed within Section 4.1, Evaluation Factor No. 3, herein, the proposer s Technical Approach (including, if appropriate, labor categories, estimated hours and skill mix) and the proposer s proposed Work Plan to provide the required services. PLEASE NOTE: While proposers may make reference to the proposed hours for each position listed within Section 3.2.1, proposer s shall NOT, as detailed within Section 3.2 herein, enter anywhere within the tabbed proposal submittal any reference to the proposed fees entered within the Proposal sheet As detailed within Section 4.1, Evaluation Factor No. 4, herein, the proposer s Technical Capabilities (in terms of personnel, equipment and materials) and Management Plan (including staffing of key positions, method of assigning work and procedures for maintaining level of service, etc.) As detailed within Section 4.1, Evaluation Factor No. 5, herein, the proposer s Demonstrated Experience in performing similar work and the proposer s Demonstrated Successful Past Performance (including meeting costs, schedules and performance requirements) of contract work substantially similar to that required by this solicitation If appropriate, how staff are retained, screened, trained and monitored; The proposed quality control program; 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.); A complete description of the products and services the firms provides Managerial Capacity/Financial Viability: The proposer entity must submit under this tab a concise description of its managerial and financial capacity to deliver the proposed services, including brief professional resumes for the persons identified within areas (5) and (6) of Attachment E, Profile of Firm Form. Such information shall include the proposer's qualifications to provide the services; a description of the background and current organization of the firm Client Information: The proposer shall submit a listing of former or current clients, including the Public Housing Authorities, for whom the proposer has performed similar or like services to those being proposed herein. The listing shall, at a minimum, include: The client s name; The client s contact name; The client s telephone number, fax and address: MOLINE HOUSING AUTHORITY (MHA) Page 11 (RFP Document August 14, 2014)

12 REQUEST FOR PROPOSALS (RFP) Bed Bug Control Services A brief description and scope of the service(s) and the dates the services were provided; Dollar value of the contract for the services; The duration of the project including start and completion dates, or projected completion date, if still active; Identify past experience in performing work for large public housing authorities possessed by the Proposer and/or its participants; Demonstrate ability to produce reports that are well regarded in the industry in terms of content, timeliness and responsiveness; Equal Employment Opportunity: The proposer must submit under this tab a copy of its Equal Opportunity Employment Policy, also if you can show documentation of your Practice and History of Employing Minorities and/or Women in Professional Positions you will be considered for an award of points pursuant to Evaluation Criteria No. 8d of Section 4.1 any Proposer that does not submit documentation will not be considered for award of such points) Subcontractor/Joint Venture Information (Optional Item): The proposer shall identify hereunder whether or not he/she intends to use any subcontractors for this job, if awarded, and/or if the proposal is a joint venture with another firm. Please remember that all information required from the proposer under the proceeding tabs must also be included for any major subcontractors (10% or more) or from any joint venture Section 3 Business Preference Documentation: The proposer shall under this tab include the fully completed and executed Section 3 Form attached hereto as Attachment F and any documentation required by that form MHA Section 3 Mandatory Requirements - The MHA actively implement/enforce its Section 3 Plan for any new contracts that has a labor component for employment opportunities for small businesses and low- income resident/persons. It must be satisfied by one of the options as indicated in Attachment D. Please be mindful that the documents listed within this tab must be completed and placed under this tab as it is subject to the terms and conditions under Section 3 of the HUD Act of 1968, as amended, 12.U.S.C. 1701u Other Information (Optional Item): The proposer may include hereunder any other general information that the proposer believes is appropriate to assist MHA in its evaluation If no information is to be placed under any of the above noted tabs MOLINE HOUSING AUTHORITY (MHA) Page 12 (RFP Document August 14, 2014)

13 REQUEST FOR PROPOSALS (RFP) Bed Bug Control Services (especially the "Optional" tabs), please place there under a statement such as "NO INFORMATION IS BEING PLACED UNDER THIS TAB" or "THIS TAB LEFT INTENTIONALLY BLANK." DO NOT eliminate any of the tabs Proposal Submittal Binding Method: It is preferable and recommended that the proposer bind the proposal submittals in such a manner that MHA can, if needed, remove the binding (i.e. comb-type; etc.) or remove the pages from the cover (i.e. 3-ring binder; etc.) to make copies then conveniently return the proposal submittal to its original condition. 3.2 Entry of Proposed Fees: The proposed fees shall be submitted by the proposer and received by the MHA where provided on the enclosed Proposal Form only. Do not submit, enter or refer to any fees or costs within the 10-tab hard copy proposal submittal detailed within Section 3.0 any proposer that does so may be rejected without further consideration. The priced Proposal sheet shall be placed in a sealed envelope within the RFP package marked Maria Nino-RFP Proposed Pricing. A proposer must enter a proposed fee for each item--a "No Proposal" will not be allowed for any item, though a No Charge will be allowed for items the proposed fees submitted by each proposer are inclusive of all necessary costs to provide the proposed services, including, but not limited to: employee costs and benefits; clerical support; overhead; profit; supplies; materials; licensing; insurance; etc., not otherwise provided for herein. RFP Section Item No. Qty U/M Description Lot No. 1: Bed Bug Services TBD Units 0-bedroom (Studio) TBD Units 1-bedroom TBD Units 2-bedroom 3.3 Additional Information Pertaining to the Pricing Items: Quantities: All quantities entered by MHA herein and within the corresponding Pricing Items on the noted Proposal Sheet are for calculating purposes only. As may be further detailed herein, MHA 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 MHA 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 MHA requires Explanation as to the above noted Percentage within Section through As detailed within Section 2.4 herein, MHA will set the rate of hourly pay for each temporary employee. MHA understands that the successful proposer will require a fee above those set rates of hourly MOLINE HOUSING AUTHORITY (MHA) Page 13 (RFP Document August 14, 2014)

14 REQUEST FOR PROPOSALS (RFP) Bed Bug Control Services pay for administrating the services detailed within this RFP, most specifically within Section 2.0 herein. Accordingly, the fees paid to the successful proposer for these services will be proposed by the proposer and awarded by MHA at a percentage of each such rate of hourly pay for any temporary employee MHA chooses to employ Each proposer shall enter this item where provided for as a percentage over the hourly fee that the proposer pays the temporary employee. For instance, if the proposer wishes to provide the services at 32% over each such hourly fee paid, he/she shall enter "1.32" within the cost area for this item; and so forth. The proposer shall then perform the extended calculations. Please note that this fee proposed shall be the ONLY fee that the successful proposer shall receive from MHA to provide these services Price Escalation: Any escalation in fees paid to the successful proposer will occur as detailed within the preceding Section 3.2 herein Overtime: Pertaining to the hourly rates paid to the temporary employees, pursuant to the Contract Work Hours and Safety Standards Act, overtime shall be not less than time and one half for hours worked in excess of 40 hours per week. MHA shall consider regular-time to be Monday-Friday (excluding holidays), 8:00am 5:00pm. Accordingly, MHA will pay a rate of 1.5 of the listed hourly rate (or any increased rate that increased per Section herein) for any work MHA requires the successful bidder to work specifically during non-regular-time hours (MHA shall NOT be responsible to pay the successful bidder for any work that the successful bidder CHOOSES to work during non-regular-time hours, only for such hours MHA orders) Price Escalation: N/A Notification Must Be Received From the Contractor: N/A Overtime: Pursuant to the Contract Work Hours and Safety Standards Act, overtime shall be not less than time and one half for hours worked in excess of 40 hours per week. MHA shall consider regular-time to be Monday-Friday (excluding holidays), 8:00am 5:00pm. Accordingly, MHA will pay a rate of 1.5 of the listed hourly rates within Pricing Items No. 7-8 (or any increased rate that increased per Section herein) for any work MHA requires the successful proposer to work specifically during non regular-time hours (however, MHA shall NOT be responsible to pay the successful proposer for any work that the successful proposer CHOOSES to work during non-regular-time hours) Davis-Bacon (D/B) Wage Rates: Do not apply. MOLINE HOUSING AUTHORITY (MHA) Page 14 (RFP Document August 14, 2014)

15 REQUEST FOR PROPOSALS (RFP) Bed Bug Control Services 3.4 Proposal Submission: All pricing must be entered where provided within the noted Proposal Sheet only and included in a separate sealed envelope within the Proposal. All hard copy proposals must be submitted and time-stamped received in the designated MHA office by no later than the submittal deadline stated herein (or within any ensuing addendum). A total of one (1) original signature copy (marked "ORIGINAL") and three (3) exact copies (each of the four separate proposal submittals shall have a cover and extending tabs) of the hard copy proposal submittal. These shall be placed unfolded in a sealed package and addressed to: Moline Housing Authority Maria Nino th Avenue A, Moline, IL, The package exterior must clearly denote the above noted RFP name and must have the proposer s name and return address. Proposals received after the published deadline will not be accepted Submission Conditions: DO NOT FOLD OR MAKE ANY ADDITIONAL MARKS, NOTATIONS OR REQUIREMENTS ON THE DOCUMENTS TO BE SUBMITTED! Proposers are not allowed to change any requirements or forms contained herein, either by making or entering onto these documents or the documents submitted any revisions or additions; and if any such additional marks, notations or requirements are entered on any of the documents that are submitted to MHA by the proposer, such may invalidate that proposal. If, after accepting such a proposal, MHA decides that any such entry has not changed the intent of the proposal that MHA intended to receive, MHA may accept the proposal and the proposal shall be considered by MHA as if those additional marks, notations or requirements were not entered on such. By accessing these documents, each prospective proposer that does so is thereby agreeing to confirm all notices that MHA delivers to him/her as instructed, and by submitting a proposal, the proposer is thereby agreeing to abide by all terms and conditions published herein and by addendum pertaining to this RFP Submission Responsibilities: It shall be the responsibility of each proposer to be aware of and to abide by all dates, times, conditions, requirements and specifications set forth within all applicable documents issued by MHA, including the RFP document, the documents listed within the following Section 3.7, and any addenda and required attachments submitted by the proposer. By virtue of completing, signing and submitting the completed documents, the proposer is stating his/her agreement to comply with the all conditions and requirements set forth within those documents. Written notice from the proposer not authorized MOLINE HOUSING AUTHORITY (MHA) Page 15 (RFP Document August 14, 2014)

16 REQUEST FOR PROPOSALS (RFP) Bed Bug Control Services in writing by the CO to exclude any of MHA requirements contained within the documents may cause that proposer to not be considered for award. 3.5 Proposer's Responsibilities--Contact with MHA: It is the responsibility of the proposer to address all communication and correspondence pertaining to this RFP process to the CO only. Proposers must not make inquiry or communicate with any other MHA staff member or official (including members of the Board of Commissioners) pertaining to this RFP. Failure to abide by this requirement may be cause for MHA to not consider a proposal submittal received from any proposer who may has not abided by this directive Addendums: All questions and requests for information must be addressed in writing to the CO. The CO will respond to all such inquiries in writing by addendum to all prospective proposers (i.e. firms or individuals that have obtained the RFP Documents). During the RFP solicitation process, the CO will NOT conduct any ex parte (a substantive conversation substantive meaning, when decisions pertaining to the RFP are made between MHA and a prospective proposer when other prospective proposers are not present) conversations that may give one prospective proposer an advantage over other prospective proposers. This does not mean that prospective proposers may not call the CO it simply means that, other than making replies to direct the prospective proposer where his/her answer has already been issued within the solicitation documents, the CO may not respond to the prospective proposer s inquiries but will direct him/her to submit such inquiry in writing so that the CO may more fairly respond to all prospective proposers in writing by addendum. 3.6 Pre-proposal Conference: The scheduled pre-proposal conference identified on Page 2 of this document is, pursuant to HUD regulation, not mandatory. Many prospective proposers have previously responded to an RFP with a multi-tabbed submittal and feel comfortable in doing so without attending the pre-conference. Typically, such conferences last 1 hour or less, though such is not guaranteed. The purpose of this conference is to assist prospective proposers in having a full understanding of the RFP documents so that he/she feels confident in submitting an appropriate proposal; therefore, at this conference MHA will conduct an overview of the RFP documents, including the attachments. Prospective proposers may also ask questions, though the CO may require that some such questions are delivered in writing prior to a response. Whereas the purpose of this conference is to review the RFP documents, attendees should bring a copy of the RFP documents to this conference; however, MHA will not distribute at this conference any copies of the RFP documents General Directions to the Pre-proposal Conference: [Table No. 4] RFP Section Direction Take Interstate 74 East or West as appropriate to the Avenue of the Cities exit; MOLINE HOUSING AUTHORITY (MHA) Page 16 (RFP Document August 14, 2014)

17 REQUEST FOR PROPOSALS (RFP) Bed Bug Control Services Merge onto 19 th Street; Turn right onto 12 th Avenue; Turn left onto 41 st Street Take the 3 rd right onto 11 th Avenue A th Avenue A turns left and becomes 43 rd Street As 11 th Avenue A turns to the left to become 43 rd Street there will be a fenced in Maintenance Building (Gray in color) on the right hand side of the road. Enter the parking lot through the gate; park in any open spot and enter the building through the white door; the pre-bid conference room will be half way down the hallway on the right hand side. 3.7 Recap of Attachments: It is the responsibility of each proposer to verify that he/she has downloaded the following attachments pertaining to this RFP, which are hereby by reference included as a part of this RFP: [Table No. 5] RFP Section Attachment Attachment Description A Form of Proposal B Form HUD-5369-C (8/93), Certifications and Representations of Offerors, Non-Construction Contract C MHA Form of Non-Collusive Affidavit D MHA Conflict of Interest Statement E Profile of Firm Form F Section 3 Form, including explanation G Form HUD-5369-B (8/93), Instructions to Offerors, NonConstruction G-1 Form HUD-5370-C (10/2006), General Conditions for NonConstruction Contracts Section I (With or without Maintenance Work) G-2 Form HUD-5370-C (10/2006), General Conditions for NonConstruction Contracts Section II (With Maintenance Work) H Proposed Products to be Utilized Form I MHA Profile of Property MOLINE HOUSING AUTHORITY (MHA) Page 17 (RFP Document August 14, 2014)

18 REQUEST FOR PROPOSALS (RFP) Bed Bug Control Services 4.0 PROPOSAL EVALUATION: 4.1 Evaluation Factors: The following factors will be utilized by MHA to evaluate each proposal submittal received; award of points for each listed factor will be based upon the documentation that the proposer submits within his/her proposal submittal: [Table No. 6] NO. MAX POINT FACTOR VALUE TYPE FACTOR DESCRIPTION 1 35 points Objective The PROPOSED COSTS the proposer proposes to charge MHA to complete the required work points Subjective (Technical) 3 15 points Subjective (Technical) 4 15 points Subjective (Technical) 5 15 points Subjective (Technical) The proposer s DEMONSTRATED UNDERSTANDING of the REQUIREMENT; The APPROPRIATENESS of the TECHNICAL APPROACH (including labor categories, estimated hours and skill mix) and the QUALITY of the WORK PLAN. The proposer s TECHNICAL CAPABILITIES (in terms of personnel, equipment and materials) and the MANAGEMENT PLAN (including staffing of key positions, method of assigning work and procedures for maintaining level of service, etc.). The proposer s DEMONSTRATED EXPERIENCE in performing similar work and the proposer s DEMONSTRATED SUCCESSFUL PAST PERFORMANCE (including meeting costs, schedules and performance requirements) of contract work substantially similar to that required by this solicitation as verified by reference checks or other means points Objective SECTION 3 BUSINESS PREFERENCE PARTICIPATION: A firm may qualify for Section 3 status as detailed within Attachment F 100 points Total Points 4.2 Evaluation Method: Initial Evaluation for Responsiveness: proposal received will first be evaluated for responsiveness (e.g., meets the minimum of the published requirements). MHA reserves the right to reject any proposals deemed by MHA not minimally responsive (MHA will notify such firms in writing of any such rejection) Evaluation Packet for Proposals Deemed Responsive: Internally, an evaluation packet will be prepared for each evaluator, including the following documents: Instructions to Evaluators; MOLINE HOUSING AUTHORITY (MHA) Page 18 (RFP Document August 14, 2014)

19 REQUEST FOR PROPOSALS (RFP) Bed Bug Control Services Proposal Tabulation Form; Written Narrative Justification Form for each proposer; Recap of each proposer s responsiveness; Copy of all pertinent RFP documents Evaluation Committee: MHA anticipates that it will select a minimum of a three-person committee to evaluate each of the responsive hard copy proposals submitted in response to this RFP. PLEASE NOTE: No proposer shall be informed at any time during or after the RFP process as to the identity of any evaluation committee member. If, by chance, a proposer does become aware of the identity of such person(s), he/she SHALL NOT make any attempt to contact or discuss with such person anything related to this RFP. As detailed within Section 3.5 of this document, the designated CO is the only person at MHA that the proposers shall contact pertaining to this RFP. Failure to abide by this requirement may (and most likely will) cause such proposer(s) to be eliminated from consideration for award Evaluation: The CO will evaluate and award points pertaining to Evaluation Factors No. 1 and 6 (the Objective Factors). The appointed evaluation committee, independent of the CO or any other person at MHA, shall evaluate the responsive proposals submitted and award points pertaining to Evaluation Factors No. 2, 3, 4 and 5 (the Subjective Factors). Upon final completion of the proposal evaluation process, the evaluation committee will forward the completed evaluations to the CO Potential "Competitive Range" or Best and Finals Negotiations: MHA reserves the right to, as detailed within Section 7.2.N through Section 7.2.R of HUD Procurement Handbook REV 2, conduct a Best and Final Negotiation, which may include oral interviews, with all firms deemed to be in the competitive range. Any firm deemed not to be in the competitive range shall be notified of such in writing by MHA in a timely manner as possible, but in any case within no longer than 10 days after the beginning of such negotiations with the firms deemed to be in the competitive range Determination of Top-ranked Proposer: The points awarded by the evaluation committee shall be combined with the points awarded by the CO to determine the final rankings, which shall be forwarded by the CO to the ED for approval. If the evaluation was performed to the satisfaction of the ED, the final rankings will be forwarded to the Housing Authority Board of Commissioners (BOC) for approval. Contract negotiations may, at MHA s option, be conducted prior to or after the BOC approval. MOLINE HOUSING AUTHORITY (MHA) Page 19 (RFP Document August 14, 2014)

20 REQUEST FOR PROPOSALS (RFP) Bed Bug Control Services l Ties: In the case of a tie in points awarded, the award shall be decided as detailed within Section 6.12.C of HUD Procurement Handbook REV 2, by drawing lots or other random means of selection Minimum Evaluation Results: To be considered to receive an award a proposer must receive a total calculated average of at least 60 points (of the 100 total possible points detailed within Section 4.1 herein) Award Recommendation: It is anticipated that the final rankings will be forwarded to MHA Board of Commissioners (BOC) for approval. MHA BOC will then make its determination as to whether or not to follow the evaluation committee s recommendation. Contract price negotiations may, at MHA s option, be conducted prior to or after the BOC approval Notice of Results of Evaluation: If an award is completed, all proposers will receive a Notice of Results of Evaluation. Such notice shall inform all proposers of: Which proposer received the award; Where each proposer placed in the process as a result of the evaluation of the proposals received; The cost or financial offers received from each proposer; Each proposer s right to a protest Restrictions: All persons having familial (including in-laws) and/or employment relationships (past or current) with principals and/or employees of a proposer entity will be excluded from participation on MHA evaluation committee. Similarly, all persons having ownership interest in and/or contract with a proposer entity will be excluded from participation on MHA evaluation committee. MOLINE HOUSING AUTHORITY (MHA) Page 20 (RFP Document August 14, 2014)

21 REQUEST FOR PROPOSALS (RFP) Bed Bug Control Services 5.0 CONTRACT AWARD: 5.1 Contract Award Procedure: If a contract is awarded pursuant to this RFP, the following detailed procedures will be followed: By completing, executing and submitting the Form of Proposal, Attachment A, the proposer is thereby agreeing to abide by all terms and conditions pertaining to this RFP as issued by MHA, including the contract clauses already attached as Attachments. Accordingly, MHA has no responsibility to conduct after the submittal deadline any negotiations pertaining to the contract clauses already published. 5.2 Contract Conditions: The following provisions are considered mandatory conditions of any contract award made by MHA pursuant to this RFP: Contract Form: MHA will not execute a contract on the successful proposer's form--contracts will only be executed on MHA forms, and by submitting a proposal the successful proposer agrees to do so (please note that MHA reserves the right to amend this form as MHA deems necessary). However, MHA will during the RFP process (prior to the submittal deadline) consider any contract clauses that the proposer wishes to include therein and submits in writing a request for MHA to do so; but the failure of MHA to include such clauses does not give the successful proposer the right to refuse to execute MHA s contract form. It is the responsibility of each prospective proposer to notify MHA in writing, prior to submitting a proposal, of any contract clause that he/she is not willing to include in the final executed contract. MHA will consider and respond to such written correspondence, and if the prospective proposer is not willing to abide by MHA s response (decision), then that prospective proposer shall be deemed ineligible to submit a proposal Please note that MHA has no legal right or ability to (and will not) at any time negotiate any clauses contained within ANY of the HUD forms included as a part of this RFP Assignment of Personnel: MHA shall retain the right to demand and receive a change in personnel assigned to the work if MHA believes that such change is in the best interest of MHA and the completion of the contracted work Unauthorized Sub-Contracting Prohibited: The successful proposer shall not assign any right, nor delegate any duty for the work proposed pursuant to this RFP (including, but not limited to, selling or transferring the contract) without the prior written consent of the CO. Any purported assignment of interest or delegation of duty, without the prior written consent of the CO shall be void and may result in the cancellation of the contract with MHA, or may result in the full or partial forfeiture of funds MOLINE HOUSING AUTHORITY (MHA) Page 21 (RFP Document August 14, 2014)

22 REQUEST FOR PROPOSALS (RFP) Bed Bug Control Services paid to the successful proposer as a result of the proposed contract; either as determined by the CO. 5.3 Contract Period: MHA anticipates that it will initially award a contract for the period of three (3) months with the option, at MHA s discretion, to renew as necessary. 5.4 Licensing and Insurance Requirements: Prior to award (but not as a part of the proposal submission) the successful proposer will be required to provide: An original certificate evidencing the proposer s current industrial (worker s compensation) insurance carrier and coverage amount; An original certificate evidencing General Liability coverage, naming MHA as an additional insured, together with the appropriate endorsement to said policy reflecting the addition of MHA as an additional insured under said policy (minimum of $1,000,000 each occurrence, general aggregate minimum limit of $2,000,000, 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 $2,000,000), 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, A copy of the proposer s business license allowing that entity to provide such services within the State of Illinois; (if applicable) A copy of the proposer's license issued by the State of Illinois licensing authority allowing the proposer to provide the services detailed herein (if applicable) The requested related information shall also be entered where provided for on the Profile of Firm Form (DO NOT ATTACH SUBMIT COPIES WITHIN THE PROPOSAL SUBMITTAL--we will garner the necessary certificates from the successful proposer prior to contract execution). 5.5 Right to Negotiate Final Fees: MHA shall retain the right to negotiate the amount of fees that are paid to the successful proposer, meaning the fees proposed by the top rated proposer may, at MHA s options, be the basis for the beginning of negotiations. Such negotiations shall begin after MHA has chosen a top-rated proposer. If such MOLINE HOUSING AUTHORITY (MHA) Page 22 (RFP Document August 14, 2014)

23 REQUEST FOR PROPOSALS (RFP) Bed Bug Control Services negotiations are not, in the opinion of the CO successfully concluded within 5 business days, MHA shall retain the right to end such negotiations and begin negotiations with the next-rated proposer. MHA shall also retain the right to negotiate with and make an award to more than one proposer, as long as such negotiation(s) and/or award(s) are addressed in the above manner (i.e. top-rated first, then next-rated following until a successful negotiation is reached). 5.6 Contract Service Standards: All work performed pursuant to this RFP must conform and comply with all applicable local, state and federal codes, statutes, laws and regulations. Index of Tables [Table No. 7] Table Description Page 1 Table of Contents 2 2 RFP Information at a Glance 3 3 Tabbed Proposal Submittal 10 4 General Directions to the Pre-proposal Conference 16 5 Recap of Attachments 17 6 Evaluation Factors 18 7 Index of Tables 23 MOLINE HOUSING AUTHORITY (MHA) Page 23 (RFP Document August 14, 2014)

24 Proposed Pricing Sheet for Solicitation of Bed Bug Control Services Proposed Pricing Sheet Each bidder shall submit his/her proposed pricing on this form only, which shall be completed and returned to the MHA in a sealed envelope inside the RFP. Item No. U/M Description Qty Lot No. 1: Bed Bug Services $ Per Unit Total 1 Units Initial Treatment: 0-bedroom 77 $ $ 2 Units Initial Treatment: 1-bedroom 42 $ $ 3 Units Initial Treatment: 2-bedroom 1 $ $ GRAND TOTAL *First, place within the above an amount for each noted unit to complete the required work. Second, add the unit costs to arrive at a Total Amount Quoted. **In the case of any discrepancy between the "Grand Total Amount Quoted" and the recalculated sum of adding each of the individual quote amounts entered (e.g. the Proposer makes a mistake in adding the amount to arrive at a Total Amount Quoted), the MHA reserves the right to choose either the new calculated sum or the original Total Amount Quoted submitted, either as may be in the favor of the MHA. The undersigned Proposer hereby quotes the above amounts to complete the required work (print clearly and legibly!). Further, by submitting this proposal, the undersigned Proposer agrees to abide by all terms and conditions listed within any document issued by the MHA pertaining to this issue. COMPLETED BY: Signature Printed Name Date Title Company Name Address (Street; City; State; Zip)

25 REQUEST FOR PROPOSALS (RFP) Bed Bug Control Services FORM OF PROPOSAL ( Attachment A ) (This Form must be fully completed and placed under Tab No. 1 of the hard copy tabbed proposal submittal.) Instructions: Unless otherwise specifically required, the items listed below must be completed and included in the proposal submittal. Please complete this form by marking an X, where provided, to verify that the referenced completed form or information has been included within the hard copy proposal submittal submitted by the proposer. Also, complete the Section 3 Statement and the Proposer s Statement as noted below: X=ITEM INCLUDED SUBMITTAL ITEMS (Three copies of each proposal, including one with original signatures) Tab 1 Form of Proposal (Attachment A) Tab 2 Form HUD-5369-C (Attachment B) MHA Affidavit of Non-Collusion Form (Attachment C) MHA Conflict of Interest Statement (Attachment D) Tab 3 Profile of Firm Form (Attachment E) Tab 4 Proposed Services Tab 5 Managerial Capacity/Financial Viability, including resumes Tab 6 Client Information Tab 7 Equal Employment Opportunity Statement Tab 8 Subcontractor/Joint Venture Information (Optional) Tab 9 Section 3 Documentation (Attachment F) Tab 10 Cost of Proposal Breakdown of Methodology Tab 11 Other Information (Optional) PROPOSER S STATEMENT The undersigned proposer hereby states that by completing and submitting this Form and all other documents within this proposal submittal, he/she is verifying that all information provided herein is, to the best of his/her knowledge, true and accurate. If the MHA discovers that any information entered herein to be false, such shall entitle the MHA to not consider or make award or to cancel any award with the undersigned party. Further, by completing and submitting the proposal submittal the undersigned proposer is thereby agreeing to abide by all terms and conditions pertaining to this RFP as issued by the MHA, including an agreement to execute the attached Sample Contract form. Pursuant to all RFP Documents, this Form of Proposal, and all attachments, and pursuant to all completed Documents submitted, including these forms and all attachments, the undersigned proposes to supply the MHA with the services described herein for the fee(s) entered. Signature Date Printed Name Company

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28 FORM OF NON-COLLUSIVE AFFIDAVIT ATTACHMENT C NON-COLLUSIVE AFFIDAVIT STATE OF } : CITY OF }, being first duly sworn, deposes and says: That he is (a partner or officer of the form of, etc.) the party making the foregoing proposal or bid, that such proposal or bid is genuine and not collusive; that said bidder has not colluded, conspired, connived or agreed, directly or indirectly, with any bidder or person to put in a sham bid or to refrain from bidding, and has not in any manner, directly or indirectly sought by agreement or collusion, or communication of conference, with any person, to fix the bid prices of affiant or any other bidder, or to fix any overhead, profit or cost element of said bid price, or of that of any other bidder, or to secure any advantage against the Moline Housing Authority or any person interested in the proposed contract; and that all statements in said proposal or bid are true. Signature of: (Bidder, if the bidder is an Individual) (Partner, if the bidder is a Partnership) (Officer, if the bidder is a Corporation) SUBSCRIBED AND SWORN TO BEFORE ME THIS DAY OF, 2012 My Commission Expires: (Date) (Notary Public) Contract No:

29 ATTACHMENT D MHA CONFLICT OF INTEREST STATEMENT The terms Contractor or Offeror or Bidder shall have the same meaning, and shall refer to the selected firm(s) under the bid. PART I. CONFLICT OF INTEREST 1. Neither the Moline Housing Authority (MHA) nor any of its subcontractors or their subcontractors may enter into any contract or arrangement in connection with a project in which any of the following classes of people has an interest, direct or indirect, during his or her tenure or for one year thereafter: a. Any present or former member or officer of the governing body of MHA or any member of the immediate family of such member or officer. There shall be excepted from this prohibition any present or former tenant commissioner who does not serve on the governing body of a resident corporation, and who otherwise does not occupy a policy-making position with the resident corporation, MHA or a business entity. b. Any employee of MHA who formulates policy or who influences decisions with respect to the project(s), or any member of the employee's immediate family, or the employee's partner. c. Any public official, member of the local governing body, or State or local legislator, or any member of such individual s immediate family, who exercises functions or responsibilities with respect to the project(s) or MHA. 2. Any member of these classes of persons must disclose the member's interest or prospective interest to MHA and the United States Department of Housing and Urban Development (HUD). 3. Any bidder/offeror who submits a proposal or bid in response to an MHA solicitation must disclose in its proposal or bid, the interest, direct or indirect, of any member of these classes of persons in such bidder/offeror, and shall also make the disclosures required in Parts II and III below. Offeror as used in Parts II and III below, refers to bidders in sealed bidding, and Offerors/responders in competitive proposals, and offer shall refer to bids and proposals. 4. For purposes of this section, the term, "immediate family member" means the spouse, mother, father, brother, sister, or child of a covered class member (whether related as a full blood relative, or as a "half" or "step" relative, e.g. a half-brother or stepchild). 5. No member of or delegate to the Congress of the United States of America or any representative of MHA shall be admitted to any share or part of any contract or to any benefits, which may arise from it. PART II. ORGANIZATIONAL CONFLICTS OF INTEREST NOTIFICATION 1. It is MHA s policy to avoid situations which place an Offeror in a position where its judgment may be biased if awarded the contract because of any past, present, or currently planned interest, financial or otherwise, that the Offeror may have which relates to the work to be performed pursuant to the proposed contract or where the Offeror receives an

30 unfair competitive advantage in submitting a proposal or bid for the proposed contract, such as, for example, an Offeror who submits a proposal or bid after acting as a consultant to MHA in preparing the specifications or performing a study for the proposed contract. Such situations which may either impair the Offeror s objectivity in performing the proposed contract work or result in an unfair competitive advantage to the Offeror are considered organizational conflicts of interest. 2. Where an Offeror is aware of, or has reason to be aware of an organizational conflict of interest, whether an actual or apparent conflict, the Offeror shall provide a statement which describes in a concise manner all relevant facts concerning any past, present, or currently planned interest, financial, contractual, organizational, or otherwise, relating to the work to be performed hereunder and bearing on whether the Offeror has a possible organizational conflict of interest with respect to: a. being able to render impartial, technical sound, and objective assistance or advice, or b. being given an unfair competitive advantage. 2.1 During the term of the contract resulting from this solicitation, the contractor and all principals and partners of any joint venture awarded a contract under this solicitation (collectively referred to herein as the Contractor ), shall be prohibited from providing services for or on behalf of any person, firm or company, which is in a position that is adverse to the interests of MHA. A position adverse to the interests of MHA shall include, but not be limited to, a person, firm or company that has a claim for damages against MHA in any judicial or administrative tribunal. Further, the Contractor shall not engage any subcontractor for the performance of any services under the proposed contract if such subcontractor has, at any time within the twelve (12) consecutive month period preceding the commencement of its engagement with the Contractor under the proposed contract, provided any services for or on behalf of any person, firm or company, which is in a position that is adverse to the interests of MHA. The Contractor shall insert and enforce a similar provision in its contract documents with each subcontractor. From time to time, during the term of the proposed contract MHA may require (a) the Contractor to submit a certification and affidavit as to the Contractor s compliance with the terms of this subsection 2.1; and (b) the Contractor to submit to MHA a certification and affidavit from any or all subcontractors as to their compliance with such substantially similar provision as shall be enforced by the Contractor. The Contractor shall immediately terminate any subcontractor in violation of the terms of this subsection 2.1. Failure of the Contractor to comply with the requirements of this subsection 2.1, or to terminate immediately any subcontractor in violation of such provision, shall constitute a default under the proposed contract and grounds for termination of the contract for cause, without liability to MHA. 3. The Offeror may also provide relevant facts that show how its organizational structure and/or management systems limit its knowledge of possible organizational conflicts of interest relating to other divisions of the organization and how that structure or system would avoid or mitigate such organizational conflict. 4. In the absence of any relevant interests referred to above, or any conflict of interest, financial, organizational, contractual or otherwise, Offerors shall complete the certification in Part III below, titled Conflict of Interest Certification of Offeror. 5. No award shall be made until the disclosure or certification has been evaluated by the

31 Contracting Officer. Failure to provide the disclosure or certification will be deemed to be a minor infraction and the Offeror will be permitted to correct the omission within a time frame established by the Contracting Officer. 6. Refusal to provide the disclosure or certification and any additional information as required, or the willful nondisclosure or misrepresentation of any relevant information shall disqualify the Offeror. 7. If the Contracting Officer determines that a potential conflict exists, the selected Offeror shall not receive an award unless the conflict can be avoided or otherwise resolved as determined by the Contracting Officer. 8. In the event the Offeror is aware of an organizational conflict of interest and intentionally does not disclose the existence of such conflict to the Contracting Officer before the award of this contract, MHA may terminate the contract for default. 9. The term Affiliated Entities shall include any parent, subsidiary, partner and/or joint venture of or with the Offeror and any person or entity that shares in the profits of the Offeror or in the proceeds or profits resulting from the proposed contract. The Offeror shall not contract with any Affiliated Entity without obtaining MHA s written approval of such contract. The Offeror shall disclose to MHA all contracts that it has with any Affiliated Entities to provide goods, materials, equipment, supplies or services, of any nature of kind, with respect to the proposed contract. PART III. CONFLICT OF INTEREST CERTIFICATION OF OFFEROR 1. The Offeror certifies that to the best of its knowledge and belief and except as otherwise disclosed, no member of the classes of persons listed in Part I above has an interest or prospective interest, direct or indirect, financial, contractual, organizational or otherwise, in the Offeror. 2. The Offeror certifies that to the best of its knowledge and belief and except as otherwise disclosed, it does not have any actual or apparent organizational conflict of interest which is defined as a situation in which the nature of work to be performed under this proposed contract and the Offeror's organizational, financial, contractual or other interests may: (a) (b) Result in an unfair competitive advantage to the Offeror; or Impair the Offeror's objectivity in performing the contract work. 3. The Offeror agrees that if the contract is awarded to the Offeror, and after award it discovers an actual or apparent conflict of interest, financial, contractual, organizational or otherwise, with respect to this contract, it shall make an immediate and full disclosure in writing to the Contracting Officer which shall include a description of the action which the Offeror has taken or intends to take to eliminate or resolve the conflict. MHA may, however, terminate the contract for the convenience of HUD and/or MHA. 4. The Offeror agrees that if the contract is awarded to the Offeror, the terms of this conflict of interest clause and any necessary provisions to eliminate conflicts of interest shall be included in all subcontracts and consulting agreements resulting from the proposed contract. 5. In the absence of any interest in the Offeror held by any member of the classes of persons referred to above and in the absence of any actual or apparent conflict, I, hereby certify and affirm under penalties of perjury, that to the best of my knowledge and belief, no

32 actual or apparent conflict of interest exists with regard to my possible performance of the proposed contract. The undersigned official certifies that he/she is authorized to sign this proposal form for the firm. Printed Name and Title Of Authorized Official or Responder Signature of Authorized Official or Responder Date

33 PROFILE OF FIRM FORM (Attachment E) (1) Prime Joint Venture/Partner Sub-contractor (This form shall be completed by and for each) (2) Name of Firm: Telephone: Fax: Address: Point of Contact: (3) Street Address, City, State, Zip: (4) Please attach a brief biography-resume of the company, including the following information: (a) Year Firm Established; (b) Year Firm Established in [JURISDICTION]; (c) Former Name and Year Established (if applicable); (d) Name of Parent Company and Data Acquired (if applicable). (5) Identify Principals/Partners in Firm (Provide resumes for each under Tab No. 3) 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 a brief resume for each. (Do not duplicate any resumes required above); NAME TITLE (7) Offer s Diversity Statement: You must check 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 Owned* American American American American Jew % % % % % % Disabled Woman-Owned Woman-Owned Asian/Indian Other (Specify): Veteran (MBE) (Caucasian) American % % % % %

34 PROFILE OF FIRM FORM continued (Attachment E) (This Form must be fully completed and placed in the proposal submittal.) (8) Federal Tax ID No.: (9) City of Moline Business License No.: (10 State of Illinois License Type and No.: (11) Has your firm or any member of your firm been a party to litigation with a public entity? If yes, when, with whom and state the circumstances and any resolution. (12) Has your firm or any member of your firm ever sued or been sued by the Moline Housing Authority or its affiliated entities? If yes, when and state the circumstances and any resolution of the lawsuit. (13) Has your firm or any member of your firm ever had a claim brought against because of breach of contract or nonperformance? If yes, when and state the circumstances and any resolution of the matter. (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 Illinois, or any local government agency within or without the State of Illinois? Yes No Initials 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 HA? Yes No Initials If "Yes," please attach a full detailed explanation, including dates, circumstances and current status. (16) Non-Collusive Affidavit: The undersigned party submitting this proposal hereby certifies that such proposal is genuine and not collusive and that said Offeror has not colluded, conspired, connived or agreed, directly or indirectly, with any Offeror or person, to put in a sham proposal or to refrain from proposing, 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 price of affiant or of any other Offeror, to fix overhead, profit or cost element of said proposal price, or that of any other Offeror or to secure any advantage against the SAHA or any person interested in the proposed contract; and that all statements in said proposal are true. Initials (17) Verification Statement: The undersigned Offeror 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 MHA discovers that any information entered herein is false, that shall entitle the MHA to not consider nor make award or to cancel any award with the undersigned party. Initials (18) In performing this contract, the contractor(s) shall comply with any and all applicable federal, state or local laws including but not limited to: Occupational Safety & Health, Equal Employment Opportunity, Immigration and Naturalization, The Americans with Disabilities Act, State Tax and Insurance Law, and the Fair Housing Act. Initials Signature Date Printed Name Company Seal if by Corporation

35 Note: A completed Profile of Firm Form must be submitted for each subcontractor. Proposed Subcontractors Item Specialty Company Name Section 3 SWMVBE I understand and agree that if awarded a contract as a result of this solicitation that the use of the above subcontractor(s) is subject to the approval of MHA and becomes a part of the contract. I further understand that any change in subcontractors also requires the pre-approval of MHA. (Signature) (Printed Name & Title) (Date) Note: A completed Profile of Firm Form must be submitted for each subcontractor.

36 Section 3 Business Preference Clause This contract is subject to the following conditions under Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u (Section 3). A. The work to be performed under this contract is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u (Section 3). The purpose of Section 3 is to ensure that employment and other economic opportunities generated by HUD assistance or HUDassisted projects covered by Section 3, shall, to the greatest extent feasible, be directed to low and very low-income persons, particularly persons who are recipients of HUD assistance for housing. B. The parties to this contract agree to comply with HUD's regulations in 24 CFR Part 135, which implement Section 3. As evidenced by their execution of this contract, the parties to this contract certify that they are under no contractual or other impediment that would prevent them from complying with the Part 135 regulations. C. The contractor agrees to send to each labor organization or representative of workers with which the contractor has a collective bargaining agreement or other understanding, if any, a notice advising the labor or organization or workers' representative of the contractor's commitments under this Section 3 clause, and will post copies of the notice in conspicuous places at the work site where both employees and applicants for training and employment positions can see the notice. The notice shall describe the Section 3 preference, shall set forth minimum number and job titles subject to hire, availability of apprenticeship and training positions, the qualifications for each; and the name and location of the person(s) taking applications for each of the positions; and the anticipated date the work shall begin. D. The contractor agrees to include this Section 3 clause in every subcontract subject to compliance with regulations in 24 CFR Part 135, and agrees to take appropriate action, as provided in an applicable provision of the subcontract or in this Section 3 clause, upon finding that the subcontractor is in violation of the regulations in 24 CFR Part 135. The contractor will not subcontract with any subcontractor where the contractor has notice or knowledge that the subcontractor has been found in violation of the regulations in 24 CFR Part 135. E. The contractor will certify that any vacant employment positions, including training positions that are filled (1) after the contractor is selected but before the contract is executed, and (2) with persons other than those to whom the regulations of 24 CFR Part 135 require employment opportunities to be directed, were not filled to circumvent the contractor's obligations under 24 CFR Part 135. F. Noncompliance with HUD's regulations in 24 CFR Part 135 may result in sanctions, termination of this contract for default, and debarment or suspension from future HUD assisted contracts. G. With respect to work performed in connection with Section 3 covered Indian housing assistance, Section 7(b) of the Indian Self-Determination and Education Assistance Act (25 U.S.C. 450e) also applies to the work to be performed under this contract. Section 7(b) requires that to the greatest extent feasible (preference and opportunities for training and employment shall be given to Indians, and (ii) preference in the award of contracts and subcontracts shall be given to Indian organizations and Indian-owned Economic Enterprise. Parties to this contract that are subject to the provisions of Section 3 and Section 7(b) agree to comply with Section 3 to the maximum extent feasible, but not in derogation of compliance with Section 7(b).

37 SECTION 3 PROGRAM Contractor Certification of Efforts to Fully Comply with Employment and Training Provisions of Section 3 The bidder represents and certifies as part of its bid/offer that it: Is a Section 3 Business concern. A Section 3 Business concern means a business concern: 1. That is 51% or more owned by Section 3 Resident(s); or 2. Whose permanent, full-time employees include persons, at least 30% of whom are currently Section 3 residents, or within the last three years of the date of first employment with the business concern were Section 3 residents; or 3. That provides evidence of a commitment to subcontract in excess of 25% of the dollar value of all subcontracts to be awarded to business concerns that meet the qualifications set forth in paragraphs 1 or 2 herein. Is Not a Section 3 Business concern but who has and will continue to seek compliance with Section 3 by certifying to the following efforts to be undertaken. EFFORTS TO AWARD SUBCONTRACTOR TO SECTION 3 CONCERNS: (Check ALL that apply.) By contacting business assistance agencies, minority contractors associations and community organizations to inform them of the contracting opportunities and requesting their assistance in identifying Section 3 businesses which may solicit bids for a portion of the work. By advertising contracting opportunities by posting notices, which provide general information about the work to be contracted and where to obtain additional information, in the common areas of the applicable development(s) owned and managed by the Housing Authority. By providing written notice to all known Section 3 business concerns of contracting opportunities. This notice should be in sufficient time to allow the Section 3 business concerns to respond to bid invitations. By following up with Section 3 business concerns that have expressed interest in the contracting opportunities. By coordinating meetings at which Section 3 business concerns could be informed of specific elements of the work for which subcontract bids are being sought. By conducting workshops on contracting procedures and specific contracting opportunities in a timely manner so that Section 3 business concerns can take advantage of contracting opportunities.

38 By advising Section 3 business concerns as to where they may seek assistance to overcome barriers such as inability to obtain bonding, lines of credit, financing, or insurance and aiding Section 3 businesses in qualifying for such bonding, financing, insurance, etc. Where appropriate, by breaking out contract work into economically feasible units to facilitate participation by Section 3 businesses. By developing and using a list of eligible Section 3 business concerns By actively supporting and undertaking joint ventures with Section 3 businesses. EFFORTS TO PROVIDE TRAINING AND EMPLOYMENT TO SECTION 3 RESIDENTS By entering into a first source hiring agreement with organizations representing Section 3 residents By establishing training programs, which are consistent with the requirements of the Department of Labor, specifically for Section 3 residents in the building trades. By advertising employment and training positions to dwelling units occupied by Section 3 residents By contacting resident councils and other resident organizations in the affected housing development to request assistance in notifying residents of the training and employment positions to be filled. By arranging interviews and conducting interviews on the job site By undertaking such continued job-training efforts as may be necessary to ensure the continued employment of Section 3 residents previously hired for employment opportunities. Authorized Signature of the Bidder Date

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