RFP – HQS Inspections

REQUEST FOR PROPOSALS
Housing Quality Standards (HQS) Inspections
PURPOSE: The Housing Authority of the City of West Hartford (WHHA) is extending the deadline for receipt of proposals for services of a qualified inspection firm certified in Housing Choice Voucher (HCV) inspections to conduct inspections of their HCV/Project Based (PB) Section 8 units to ensure that they meet Housing Quality Standards as defined by the Department of Housing and Urban Development. The inspections will be scheduled by the inspection company and the data results will be returned to the W. Hartford Housing Authority in a clear, concise format acceptable to WHHA. The inspection data will be submitted at the completion of each day’s inspection.
Projected term of contract: 0ne (1) year with option to extend the contract for two additional years at one (1) year intervals.
A. GENERAL INFORMATION
I.INTRODUCTION
The Housing Authority of the City of West Hartford (WHHA) is a local government agency federally funded that administers a voucher program with HUD dollars for the purpose of providing affordable housing. The WHHA administers the Section 8 Housing Choice Voucher and Project Based Project Programs. As administer 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 Section 8 programs are administered pursuant to 24 CFR 982.A. A constituent of the program regulations, every subsidized unit must meet Housing Quality Standards. The majority pf the participants rent units in the private market.
The Housing Authority of the City of West Hartford (WHHA), hereinafter is referred to as “the Agency”, is seeking a qualified person or entity, hereinafter referred as “the Respondent”, to provide inspection services for Section 8/Project Based participants residing in privately owned units listed on the Housing Choice Voucher/Project-Based Programs.

Contact Person: Eileen Kozlowski, Section 8 Manager @ (860)953-0002 Extension 21 or email: ekozlowski@westhartfordha.org.
Proposals submitted in response to this RFP must be received by April 10, 2017.
All proposals shall be submitted to:
Eileen Kozlowski, Section 8 Manager
West Hartford Housing Authority
80 Shield Street West Hartford, CT 06110

TABLE OF CONTENTS
A. GENERAL INFORMATION
I. Introduction………………………………………………………
II. Overview…………………………………………………………..
III. Scope of Services………………………………………………
IV. Conditions…………………………………………………………
V. Laws and Regulations………………………………………..
VI. Statement of Liability…………………………………………

B. PROPOSAL CRITERIA
I. Qualification of Respondent…………………………….
II. Submittal Requirements………………………………….
III. Proposal Evaluation………………………………………….
IV. Schedule of Events………………………………………….
V. Equal Opportunity Employment………………………
VI. Agency Options………………………………………………..
VII. Limit of Insurance…………………………………………….
C. ATTACHMENTS
I. Attachment A…………………………………………………..

II .OVERVIEW
There are approximately 600 independently owned units that require an inspection each year. The annual figure translates to approximately 1100 inspections per year. The workload requirements must be obtained from the Agency and submitted to the Agency on a daily basis. The Agency is located at 80 Shield Street, West Hartford, CT. 06110. (860)953-0002.

III. SCOPE OF SERVICES
It is the Agency’s intent to enter into a contract for the HQS inspections services. These services will include, but not be limited to the following:
• Retrieve and submit work assignments on a daily basis.
• Conduct HQS inspections in accordance with HUD’s Housing Quality Standards (24 CFR 981.401) and Agency Policy. This comprises move-in inspections, annual inspections, special inspections, tenant complaint inspections and follow-up inspections for units that initially were in non-compliance.
• Prepare and send inspection notifications appointments and the results.
• Provide the Agency with the inspection results.
• Comply with Connecticut date policies and federal privacy laws.
IV. CONDITIONS
The Agency will not pay any costs incurred in the preparation or submission of any proposal.
The respondent shall comply with all laws, ordinances and regulations applicable to the services contemplated herein, especially those applicable to conflict of interest. Respondents should be familiar with all federal, state and local laws, ordinances, codes, rules and regulations that may affect the services.

V.LAWS AND REGULATIONS
Respondent will indemnify and hold harmless the Agency and its representatives from all claims, loss, damages, actions , causes for action and/or expenses resulting from or brought on account of any personal injury or property damage that is attributed to any work performed under or related to this contract, resulting from the negligent acts or omissions of the Respondent.
Prospective Respondents are hereby notified that all information submitted as part of or in support of this RFP submission will be available for public inspection in compliance with federal and state laws.
VI. STATEMENT OF LIABILITY
The Respondent shall be responsible for all loses, damages or injuries incurred as a result of its fault or negligence. Selected Respondent will maintain all necessary licenses and carry insurance liability coverage equal to at least one million dollars.
B. PROPOSAL CRITERIA

I.QUALIFICATIONS OF RESPONDENT
Proposals shall be considered only from responsible organizations or individuals now or previously who have engaged in the performance of housing inspections. Each Respondent is requested to furnish information on competency in performing comparable services.

II. SUBMITTAL REQUIREMENTS
A. Background and experience
1. Provide employment history for last five (5) years. If applicable, include information about the employment of experience with housing inspections and specifically HQS inspections, including the number of years in business, number of employers, location of office, names of principal employees who will provide the services.
2. Consent to full background screening, including criminal background check and verification of credentials.
B. STATEMENT OF WORK
1. Provide a fee proposal based on per unit basis (see Attachment A).
This proposed fee should include the several types of inspections referenced here-in, including re-inspections of non-compliant units.
2. Provide detailed description to explain how the scope of work will be carried out.
3. Additional information that Respondent feels maybe relevant to this proposal.
All proposals are subjected to all requirements of the specifications and should be submitted by email or bound paper copy. The Agency reserves the right to reject any proposals in which in requested information is not furnished or where incomplete information, answers or materials are not supplied.

III. PROPOSAL EVALUTION
All proposals will be evaluated by the Agency based on the following criteria:
• Qualifications conducting housing inspections, length of time in business, qualifications of personnel conducting the inspections and any other pertinent experience that supports the qualifications of your company, including staffing required to fill the needs of this proposal – 30%
• Experience completing Housing Quality Inspections – 40%
• Cost/fee schedule – 30%. Schedule A must be completed in its entirety in order for your proposal to be considered. Include the fee breakdown of the cost per inspection for initial, annual, special, re-inspections and no entry.
IV. SCHEDULE OF EVENTS
The anticipated schedule for the RFP and contract approval is as follows:
1. Deadline for receipt of the RFP response April 10, 2017;
2. Review of RFP April 17, 2017;
3. Final Selection by April 24, 2017;
4. Contract start date May 1, 2017.
V. EQUAL OPPORTUNITY EMPLOYMENT
Respondents agree that there will not be discrimination as to race, sex, religion, color, age, creed or national origin in regard to obligations, work and services performed under the terms of any contract ensuing from this RFP.
VI.AGENCY OPTIONS
The Agency may, at sole discretion, reject any and all proposals, re-advertise this RFP or waive any irregularities in this RFP or in the proposals received as a result of this RFP. Also, the determination or proposals 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 ever be made as a result of this RFP, shall be at sole discretion of the Agency. In no event shall any challenger or protestor of these determinations be awarded a contract for the inspection services described in this RFP.

VII. LIMITS OF INSURANCE
Contractor shall maintain limits no less than:
1. General Liability: $2,000,000* per occurrence for bodily injury, personnel injury and property damage.
*or as negotiated with contractor.
2. Automobile insurance: $1,000,000 per accident for bodily injury and property damage.
These limits can be attained by individual policies or by combining primary and umbrella policies.

ATTACHMENT A
Inspection Cost Breakdown Sheet (all fields must be completed).

Estimated
Number of
Inspections Annuals Initials Re-Inspections Specials No Shows
1100 $ $ $ $ $

Note: For inspection year 2016 the breakdown was as follows:
_376__Annuals; _70___Move Ins; ___279_Re-Inspections; __11_Specials; __74__No Shows; 112 Complex Inspections
(114 cancellations-no charge to Housing Authority)

Submission By: __________________________________________