GUIDELINES FOR CONTRACTOR



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INDIANAPOLIS HOUSING AGENCY

Request For Proposal

ASSISTED HOUSING PROGRAMS

HOUSING QUALITY STANDARDS (HQS) INSPECTIONS

INTRODUCTION

The Indianapolis Housing Agency (IHA), located at 1919 N. Meridian Street, Indianapolis, Indiana, owns and/or has certain jurisdiction over 18 Marion County affordable housing communities, 11 of which are managed by IHA directly. Six of these communities are in Center Township, with 11 scattered throughout the rest of the county. These sites comprise 2,385 total dwelling units, including public housing units, Low Income Housing Tax Credit units, Project Based Section 8 units and market-rate units. Many of IHA’s communities operate under multiple state or federally regulated programs. IHA also administers 8871 Section 8 units leased under HUD’s Housing Choice Voucher Program.

The Agency is governed by a nine-member Board of Commissioners. Five of the nine Board members are appointed by the Mayor of the City of Indianapolis, two Board members are appointed by the City/County Council and two members are elected as representatives for the Family and senior community sites. The Agency’s day-to-day operations are directed by the Agency’s Executive Director. The Agency is primarily funded through the United States Department of Housing and Urban Development.

With approximately 145 employees, the Agency administers its programs with an operating budget of approximately $64 million per year and a total budget of approximately $68 million per year.

A. PURPOSE

The Indianapolis Housing Agency (IHA) is required to conduct Housing Quality Standards (HQS) inspections in accordance with criteria established by the U. S Department of Housing and Urban Development for all units in its Assisted Housing programs including Housing Choice Voucher Program, Project Based Voucher Program, Single Room Occupancy Program, and Continuum of Care Permanent Supportive Housing Programs, and Continuum of Care Rental Assistance Programs. However, IHA is precluded from inspecting units owned or affiliated with the agency. Additionally, IHA occasionally has a need for supplemental inspections services. Therefore, the IHA is requesting proposals from firms or individuals to provide professional Housing Quality Standards (HQS) inspections for the IHA. The selected contractor will perform initial, annual, and special HQS Inspections on residential rental dwellings within Marion County in connection with the following rental assistance programs administered by the IHA:

• The Housing Choice Voucher (HCV) Program.

• Project Based Voucher (PBV) Program

• Such other rental assistance or affordable housing programs, now or in the future, that require HQS or similar inspections

The IHA is seeking inspection services, for a one-year term with an option to extend for two additional one-year terms (1 year term+ 1 optional year term+ 1 optional year term).

Following are the key dates associated with this Request for Proposals:

(Dates are subject to change)

• Posting/Advertisement of RFP April 30th, 2021

Deadline for Questions and/or Comments: May 7th, 2021

• Deadline for submitting Proposals May 14th,2021

• Review of References May 14th,2021

• Recommendation to the IHA Board for contract May 18th, 2021

• Start date of the new contract May 19th, 2021

Contract Timeframe: It is the IHA intention to execute a contract and begin services on or about May 19th, 2021. The proposals of offerors that submit plans for service implementation must address the timeframe.

Project Background and Description: The IHA administers rental assistance programs within the jurisdiction of Marion County. U.S. Department of Housing and Urban Development (HUD) regulations require a Housing Quality Standards (HQS) inspection of each assisted rental dwelling before initial occupancy and at least biennially thereafter as long as the dwelling unit is subsidized. The IHA seeks proposals to continue having a portion of its HQS inspections conducted by an independent contractor.

B. Statement of Requirements - Services Required of Successful Proposer:

The selected contractor will be responsible to perform Housing Quality Standards (HQS) inspections on residential rental dwellings in connection with the rental assistance programs administered by the IHA.

• 300 Housing Choice Voucher (HCV) units annually.

• Approximately 200 Project Based Vouchers (PBV) units annually.

• Rent reasonableness and new lease inspections for HACM interest complexes.

The selected contractor must:

1. Provide the name, phone number and email address of the contact person for this RFP.

2. Perform these inspections using the Housing and Urban Development (HUD) prescribed form HUD-52580 as a means of recording status and deficiencies in the units inspected.

3. Perform full scope HQS inspections following HUD guidelines.

4. Deliver fully executed HUD-52580 inspection forms to the IHA upon completion of the inspection.

5. Utilize only trained/certified HQS and/or UPCS inspectors as required to meet the scope of work defined in this proposal.

6. Provide professional customer service and maintain confidentiality in compliance with program regulations.

7. Be available to answer questions about the specific inspection findings and cures from owners,

families, and the IHA staff.

8. Provide proper documentation on failed inspections to designated IHA staff on the same day.

9. Provide proper documentation on passed inspections to designated IHA staff within (3) business days.

C. Fee Proposal:

The cost for services will be submitted on a per inspection basis by type of inspection performed (e.g. Initial, Annual, Special, No Show, and Re-inspection). Costs should be based on approximately 300 annual inspections for the HCV program and approximately 200 inspections for the PBV program and other IHA interest complexes.

A cost should be provided for the initial contract term, and additional costs for two additional option years.

D. Qualifications:

The following are the minimum Inspector Qualifications required:

1. All Inspectors

a. All HQS inspectors are required to have Housing Quality Standards

Certifications.

b. Valid IN Driver’s License.

c. Use of an automobile during work hours.

d. The ability to work effectively with the IHA staff.

e. Ability to communicate professionally and courteously with landlords and assisted households.

f. Wear an identification badge at all times while on the premises and visible before entering a dwelling/unit.

g. Ability to take photos of issues observed in/around units that are cause for concern to be relayed to the IHA staff.

The IHA prefers, but it is not required, that at least one (1) inspector is fluent in both English and Spanish.

2. Debarment or Other Disqualifications

Proposers must disclose any debarment or other disqualification as a vendor for any federal, state, or local entities. Proposer must describe the nature of the debarment/disqualification, including where and how to find further detailed information.

E. References:

Proposing firms should also submit a list of no less than three (3) referenced agencies where inspections have been performed. Reference information should include:

1. Name of Housing Authority or another agency

2. Contact person

3. Phone number (email optional)

4. HQS Inspections

a. Number of units

b. Date of inspection contract

F. Acceptance Proposals:

The IHA reserves the right to accept or reject any or all proposals, to take exception to these RFP requirements or to waive any informality and to exclude any proposals for further consideration for failure to fully comply with the requirements of this RFP.

G. Preparation Costs:

All costs incurred in the preparation and presentation of a Proposal shall be completely absorbed by the respondent. All supporting documentation submitted with Proposals will become the property of the IHA. Any material submitted that is to be considered confidential should be clearly marked as such.

H. Selection Criteria:

Proposals will be reviewed and ranked using the following selection criteria:

• Cost

• References

• Understanding of HQS protocols and requirements including experience with biennial inspections.

• Use and cost-effective approaches that may be implemented to help contain and/or reduce annual costs to the IHA.

• Capabilities to meet required inspection schedule including a contingency plan in the event of an absence on the part of the assigned inspector/s.

I. Assigned Personnel:

The IHA reserves the right to request a change in the firm representative responsible for performing the work, if at the IHA discretion, the assigned representative is not adequately meeting the needs of the IHA.

J. Contract Termination:

The IHA reserves the right to terminate the contract for services if in the judgement of the Authority, the firm is not performing services satisfactorily under the terms agreed upon.

K. Method of Award:

Award will be made to the best Proposer based on cost, quality of the services offered, previous experience, quality of references, and incentives/suggestions for helping to contain and/or reduce annual costs to the IHA.

QUESTIONS

Questions shall be sent via email only to Diane Padgett, Procurement Manager at dpadget@. Telephone or faxed questions will not receive a response. Questions and answers will be posted on the website.

The deadline for questions is Friday, May 7th at 2:00 PM local time.

SCOPE OF WORK

The IHA is requesting Housing Quality Inspection Services. The Contractor shall inspect 500 leased housing units annually. The Contractor should have extensive knowledge in HQS services and delivery as well as the ability to conduct UPCS_V inspections upon application by HUD. Contractor will be able to provide annual, 24 hours, re-inspections, complaint, and quality control related inspections.

The Contractor will have the ability to schedule within 7 days of receipt of inspection. The Contractor must conduct inspections electronically and be able to interface with Yardi or Emphasis computer software. The Contractor must provide a qualified representative that will be the main contact person for the inspection services. The Contractor will be able to provide multiple means of contact with owners and families on the program as well as have an established portal for both tenant and owners to include pictures of failed items. The Contractor must have familiarity of the UPCS-V.

The selected Respondent shall perform all the duties and responsibilities normally associated with conducting residential unit inspections in accordance with the standards set forth by the Housing Quality Standards Inspection Guidelines via 24 CFR 982, IHA Administrative Plan, and HQS manual.

These duties shall include, but are not limited to the following:

1. Conducting Annual Inspections, Initial Inspections, Special (complaint) Inspections, all re-inspections, Quality Control Inspections and Rent Reasonableness documentation for each unit inspected.

2. Obtain and maintain a current list of tenants and property owners.

3. Mail out appointment letters to both the tenants and property owner/manager stating the date and time of their scheduled Annual Inspection via email, text, mail. Provide automatic reminders (robo calls) prior to Annual inspections.

4. Provide tenants and Owner/managers with a toll-free phone number to call with any questions or specific scheduling request.

5. Provide the IHA with a copy of all scheduled inspection dates and times.

6. Using a HUD approved inspection report, complete unit inspections on the date and time scheduled.

7. Provide the IHA with a completed inspection report within 24 hours of completion.

8. Provide owners and tenants with real time inspections results via email if applicable.

9. Provide the IHA with a listing of any tenant that failed to show for their unit inspection.

10. Make two (2) attempts to complete the unit inspection.

11. Mail a re-inspection letter to the tenant and property owner/manager of any unit that did not meet H.Q.S. standards with listing of failed items. The letter should explain exactly why the unit did not pass and the date that the repairs must be completed. The letter will also provide the property owner/manager with a tollfree phone number to call with any questions that they may have.

12. Provide the IHA with copies of all letters and documentation concerning each property inspected.

13. Perform any and all services not specifically mentioned above, in order to perform the services in a timely and professional manner according to SEMAP factors.

14. Make sure that any report reporting failed inspections clearly states responsibility (tenant or property owner/manager) in detail for H.Q.S. repairs.

15. Provide the IHA with a list of second - failed H.Q.S. Inspections on a daily basis (abatement-termination notices).

16. Provide the IHA with a list of passed/failed inspections results on a daily basis (final inspection).

17. Provide the IHA with a list of items to be certified as passed, that were marked inconclusive on the initial H.Q. S. Inspection Report.

18. Provide the IHA with a list of units that passed their Annual Inspection.

19. Conduct monthly quality control inspections and provide report to IHA.

20. Coordinate and implement methodologies that will increase average monthly/annual HQS pass rate.

21. Coordinate with the IHA to ensure data interfaces seamlessly with software in use.

22. Provide monthly performance reporting of the inspections conducted via electronic format.

STATEMENT OF WORK FOR INITIAL HQS INSPECTIONS

1. Obtain a current “Request for Tenancy” information for each RFTA request from the IHA via fax or other acceptable format. The information required should include the following: tenant’s full name, physical address of proposed unit, current phone number of tenants, name, mailing address and current phone number of the property owner/manager.

2. Make contact with the property owner/manager by phone, within 24 hours of receiving the RFT from the IHA to schedule the Initial Inspection.

3. Provide the IHA with a copy of scheduled inspection dates and times.

4. Using a HUD approved inspection report, complete unit inspections on the date and time scheduled.

5. Accept any paperwork or other documentation that the tenant or property owner/manager may provide and return it the IHA with the completed inspection report within three (3) days or less.

6. Provide the IHA with a list of any property owner/manager that failed to show for their unit inspection.

7. Provide written notification at time of inspection to the property owner/manager of any unit that did not meet H.Q.S. standards. The notice will explain exactly why the unit did not pass and the procedure the property owner/manager must take to schedule a reinspection of the unit.

8. Provide the property owner/manager with a toll-free number to call with any additional questions that they may have.

9. Provide the IHA with copies of all letters and documentation concerning each property inspected.

Bid Proposal Form

Having carefully examined the bid packet for the above referenced Project, for the Owner, the IHA, as well as the premises and conditions affecting this work and all other contract documents, I propose to furnish all labor, equipment, and materials necessary to complete the work.

Note: Bidder must include this proposal form with bid submittal.

Initial HQS Inspection $_________________ per unit

Annual HQS Inspection $_________________ per unit

Complaint/Special Inspection $_________________ per unit

Emergency HQS Inspection $_________________ per unit

Re-Inspection $_________________ per unit

Company Name: ____________________________________________________

Address: ___________________________________________________________

By: ____________________________ Title: ______________________________

Conditions

The IHA has set the following conditions:

1. A fully executed contract will be required. Sample available on IHA website at and click on Contracting Opportunities.

2. The contract is effective for one year with no renewal options (activities to be completed within 12 months, but post–transformation counsel services needed).

3. The IHA reserves the right to reject any and all proposals, and to waive any minor informalities and/or irregularities in the RFP process. The IHA shall be the sole judge of these minor informalities and/or irregularities. Late submissions do not constitute a minor informality or irregularity.

4. A proposal will be deemed as non-responsive if a significant portion of the requested information is omitted.

5. No minimum or maximum contract hours is stated or implied.

6. The IHA reserves the right to negotiate with one or more vendors, and may, as a result of the RFP evaluation process, enter into a “best and final” negotiation with one or more vendors.

7. The IHA reserves the right to request an interview with any and/or all of the responders in order to finalize any decisions.

8. Successful applicant must be able to initiate contract on or about April 13th, 2021.

9. The IHA will consider non-responsive any submittal that lacks critical information or deviates substantially from the RFP requirements.

10. The IHA reserves the right to request additional information from any responder after the submittal deadline.

11. Any solicitation or lobbying directed at any IHA staff, commissioner, or agent is prohibited and may be grounds for the disqualification of the proposal.

12. The responder shall state earliest possible start date from “Notice to Proceed.”

13. The responder shall provide a rate schedule to include fees, reimbursable costs, profit, and overhead. HUD Handbook 7460.8, Rev.2. requires this information and it will be deemed confidential and for use by the IHA staff only.

14. The signer of the proposal must have the requisite authorization to commit the applicant and to conduct negotiations or discussions if deemed necessary by the IHA.

15. The IHA assumes no liability for any costs incurred by responders in the preparation and delivery of a proposal in response to this RFP, or attendance of any subsequent meetings relative to responding to this RFP.

16. The responder shall provide proof of current insurance to include, but not limited to, general liability, errors and omissions, vehicular liability, and workers’ compensation.

Content of Response

Most forms are available on the “Doing Business With IHA” page of the agency’s website () or through the HUD’s website at . All proposal copies shall include the following items in the order presented and tabbed as such:

1. A letter of interest

2. Methodology in support of the RFP following grading points as presented.

3. System requirements including server, internet, and desktop computer.

4. MBE/WBE/VBE/DOBE certification, where applicable.

5. Copies of current insurance showing errors and omissions, general and vehicular liability, and workers’ compensation.

6. Descriptions of the following:

• Your firm and its areas of expertise.

• The decision-making Indianapolis Housing Agency of the local office and its relationship to national, regional, or other headquarter offices of your firm.

• Your relevant work with government organizations.

7. Contact name, title, company name, business type, address, phone number, e-mail address and a description of the products and/or service(s) provided for up to three references for payroll processing work most like the IHA.

8. Completed Certificate of Non-Organizational Conflict of Interest (On IHA website) Form 1131.

9. Completed Non-Collusive/Non-Identity of Interest Affidavit (On IHA website) Form 1127.

10. Completed Certificate of Non-Segregated Facilities (On IHA website) Form 1103.

11. Completed HUD-5369 B (On IHA website).

12. Completed Section 3 Plan (On IHA website) Form 1129.

13. Completed E-Verify Affidavit (On IHA website) Form 1133.

14. Analysis of fees by type of service included (Fee Tab Sheet: part of RFP).

15. Detailed description of system requirements.

16. Copy of most recent audited financial statement. This statement will be held in confidence as proprietary information and shall be enclosed in a sealed envelope and stamped “Confidential.”

Omission of any of the aforementioned documents, certifications or requested information will render the proposal non-responsive.

Please Note: If a firm is unable to provide a requested item or is professionally limited by professional rules or codes of conduct, please indicate the conflict and detail a thorough explanation for the scoring committee's consideration.

Proposal Contents and Form

Proposals must be limited to 8.5 x 11” pages with one-inch margins, excluding cover letter (limited to 2 pages). Proposals shall be indexed and tabbed as to content. Proposals must be signed in ink by an authorized member of the firm submitting the proposal, including a statement that the information provided is true, correct, and reliable for purposes of evaluation for potential contract award. Proposals should be submitted via EMAIL WITH “Legal Services”, along with the respondent firm’s name. Please email proposals directly to Execdir@

Proposal Evaluation Review and Selection Process

The IHA will evaluate all responses to this RFP, and select qualified proposals to undergo the ranking process applied by the IHA staff, which uses the following criteria:

1) Ability to provide the services requested: 0 to 30 points

2) The most economically viable: 0 to 25 points

3) Experience with similar entities: 0 to 25 points

4) MBE/WBE/VBE/DOBE Certification: (Certified by City/State) 0 to 15 points

Total 95 points

The IHA will meet with the highest ranked firm(s), enter negotiations, and select the firm most appropriate for the work to be performed.

MBE/WBE/VBE/DOBE Participation Requirement

1. The IHA policy is for Women’s Business Enterprises (WBE), Minority business Enterprises (MBE), Veteran Business enterprises (VBE), and Disability-owned business enterprises (DOBE) to have the maximum feasible opportunity to participate in the performance of contracts. Consequently, the Owner has established the following percentage goals for MBE, WBE, VBE, and DOBE participation on this Project, based on the Contract Price as awarded to the successful Bidder:

MBE: fifteen percent (15%) WBE: eight percent (8%) VBE: three percent (3%)

DOBE: one percent (1%)

2. Initial evaluation and review of a Bidder’s compliance with the requirements set forth herein in respect of MBE/WBE/VBE/DOBE participation, including review of documentation and information submitted by Bidders, shall be undertaken by IHA.

3. A Bidder shall complete the Bidders itemized Proposal and Declarations form for construction or goods & services to disclose the status of its ability to meet the MBE/WBE/VBE/DOBE goals as of the submittal due date. Failure to do so shall deem the response non-responsive.

4. Any Bidder who does not meet a project goal must petition IHA for relief from that goal by filing an application for a waiver, which application shall be submitted with the other required bid documents. The application for the waiver shall show with detailed documentation all good faith efforts that were made by the Bidder for the purpose of fulfilling the project goal and to assure that MBE, WBE, VBE, and DOBE firms are used as sources of supplies, equipment, construction, and services. The application for MBE/WBE/VBE/DOBE program waiver form shall be requested by contacting IHA, Procurement Department, 1919 N. Meridian Street, Indianapolis, IN 46202 or via phone at 317-261-7184. The application shall be submitted as a 72-hour post-bid submittal.

a. Examples of good faith efforts for MBE/WBE/VBE/DOBE shall include, at a minimum, all the following:

1. Documentation of any advertising that the Bidder performed in search for prospective MBE/WBE/VBE/DOBE for the contract in general circulation, trade, and minority-focused media.

2. Documentation of any written notifications that the bidder provided to MBE/WBE/VBE/DOBE firms notifying them of contracting opportunities in sufficient time to allow them to participate, and to minority business assistance agencies for the purpose of locating prospective MBE/WBE/VBE/DOBE for the contract. Documentation must also include written notification to IHA for assistance in locating prospective MBE/WBE/VBE/DOBE firms for the contract.

3. Documentation of the Bidder’s efforts to select portions of the work to be performed by MBE/WBE/VBE/DOBE firms in order to increase the likelihood of achieving the stated goals, including the division of contracts into economically-feasible units to facilitate participation.

4. Documentation of direct contact and negotiations with MBE/WBE/VBE/DOBE firms and/or partnerships for specific sub-bids, including at a minimum the following information.

1. The names address and telephone numbers of MBE/WBE/VBE/DOBE firms that were contacted.

2. A description of the information provided to MBE/WBE/VBE/DOBE firms regarding the plans and specifications for portions of the work to be performed, statement of why prospective agreements with MBE/WBE/VBE/DOBE firms were not reached.

5. Documentation of technical assistance provided to MBE/WBE/VBE/DOBE firms for obtaining bonding, insurance, or a needed line of credit for the project.

6. Documentation relevant to any other efforts the Bidder has made to assist MBE/WBE/VBE/DOBE firms in overcoming the traditional barriers of participation in the industry affected by the contract.

7. Documentation of efforts to research other possible areas of participation, including, but not l limited to, any of the following:

1. Suppliers;

2. Shipping or transport enterprises;

3. Engineering enterprises; and

4. Any other role that may contribute to the production and delivery of the product or service specified in the contract.

b. The bidder shall maintain adequate records of all relevant data with respect to the utilization and attempted utilization of MBE/WBE/VBE/DOBE firms and shall provide full access to these records to the owner upon its request to inspect them.

5. The apparent successful Bidder shall, within three (3) business days after notification by the Owner, provide the application for Program Waiver (if Bidder has not met all goals as set out in section 1 above), and any supporting documentation deemed necessary by the owner to demonstrate utilization of good faith efforts to achieve or maximize MBE/WBE/VBE/DOBE firms, participation goal levels as set out in section 1 which shall serve as an additional condition to the Bidder being found responsible and responsive.

6. The decision of the Owner concerning whether a Bidder has satisfactorily demonstrated good faith efforts shall be conclusive and binding upon such Bidder.

7. Where a Bidder proposes to utilize an MBE/WBE/VBE/DOBE firm that has not been certified as such by the City of Indianapolis, Office of Minority & Women Business Development shall submit a completed certification application for such

MBE/WBE/VBE/DOBE. The MBE/WBE/VBE/DOBE must become certified by OMWBD to count toward attainment of the MBE/WBE/VBE/DOBE goals for the project. Bidders must obtain copies of the certification from OMWBD at Suite 1260, City-County Building, 200 E. Washington Street, Indianapolis, IN 46204. Phone is 317327-5262; Fax is 317-327-4482.

8. For the purposes of determining the degree of participation for MBE/WBE/VBE/DOBE firms operating as participants in Joint Ventures, as Subcontractors or Suppliers, the following methodology shall be utilized:

1. A Joint Venture Bidder consisting of one or more MBE/WBE/VBE/DOBE parties will be credited with MBE/WBE/VBE/ DOBE participation on the basis of percentage of the dollar amount of the work to be performed by the MBE/WBE/VBE/DOBE. For example, if such Joint Venture proposes to perform fifty percent (50%) of the dollar amount of the work quoted at$1,000,000 and fifty percent (50%) of the work is to be performed by the MBE/WBE/VBE/DOBE Joint Venture partner, MBE/WBE/VBE/DOBE participation will be credited as twenty-five percent (25%) of the work or $250,000.

a. A Bidder will receive sixty percent (60%) toward goal attainment for the use of minority suppliers who are not manufacturers, i.e. where a Bidder proposes to purchase $10,000 worth of construction materials from a minority Supplier who did not manufacture the materials, $60,000 will be credited toward the Bidder’s minority participation goal. However, where the minority Supplier is the manufacturer of the product supplied, the Bidder will receive MBE/WBE/VBE/DOBE credit of one hundred percent (100%) of the dollar amount of the supply contract.

9. The Owner may, at any time before or after award, require the Bidder/Contractor to submit additional information to the owner regarding MBE, WBE, VBE, OR DOBE certification and utilization. Such information may include but not be limited to:

a. Copies of all executed agreements for each MBE/WBE/VBE/DOBE enterprise engaged to satisfy the participation goals, showing (ii) the name and address of the MBE/WBE/VBE/DOBE, (iii) the scope of work to be performed, (iv) the dollar value of work to be performed or furnished by each proposed MBE/WBE/VBE/DOBE subcontractor or MBE/WBE/VBE/DOBE joint venture partner, (v) acknowledgment and acceptance of the agreement by the MBE/WBE/VBE/DOBE and (vi) monthly utilization payment reports with each monthly application for payment using the on-line submittal process (Milk).

Failure to comply with the MBE/WBE/VBE/DOBE provisions of the contract may result in one or more of the following sanctions: cancellation, terminator or suspension of any contracts, or any portion(s) thereof, including but not limited to withholding any progress payment or any other monies payable or due under the contract, and/or inclusion on the Owner’s list of contractors or vendors who are non-responsible due to MBE/WBE/VBE/DOBE violations, meaning Bidder would not be eligible to do work for the Owner for a specified period Minority, Women, Veteran or Disability-Owned Business Enterprise Participation Plan for Goods and The IHA policy is for Minority Business Enterprises (MBEs), Women Business Enterprises (WBEs), Veteran Business Enterprises (VBEs) and Disability-Owned Business Enterprises (DOBEs) to have the maximum feasible opportunity to participate in the performance of contracts. Consequently, the Indianapolis Housing Agency, through its Board of Commissioners has established MBE participation goals of 15%, WBE participation goals of 8%, VBE participation goals of 3%, and DOBE participation goals of 1% for its dollars spent on public works, goods, and services. The Contractor shall include information concerning its MBE, WBE, VBE, and DOBE utilization for this contract on the MBE/WBE/VBE/DOBE Participation Plan form, found on the “Doing Business With IHA” page of the Agency’s website (). To receive credit toward the MBE/WBE/VBE/DOBE goals, all MBE, WBE, VBE, and DOBE suppliers offered for “direct participation” in a contract (e.g. subcontracting) must be certified by the City of Indianapolis, Office of Minority & Women Business Development (OMWBD). Contractors able to offer direct participation in the form of subcontractors must indicate the name of the MBE/WBE/VBE/DOBE firm(s) with which it will work; the contact name and phone number for the firm(s); the service9s) supplied by the firm(s); and the specific dollar amount from this contract that will be directed toward each firm. The evaluation and review of a Contractor’s MBE/WBE/VBE/DOBE participation, including a review of documentation and information submitted, shall be undertaken by IHA.

The Contractor shall maintain adequate records of all relevant data with respect to the utilization and attempted utilization of MBE, WBE, VBE, and DOBE firms and shall provide full access to these records to IHA upon its request to inspect them. IHA may require the Contractor to submit information in addition to the MBE/WBE/VBE/DOBE Participation Plan and/or Application for MBE/WBE/VBE/DOBE Program Waiver regarding MBE/WBE/VBE/DOBE certification and utilization. Such information may include, but is not limited to the following: (1) Copies of all executed agreements for each MBE/WBE/VBE/DOBE engaged to satisfy the participation policies, (2) the name and address of the MBE/WBE/VBE/DOBE, (3) the scope of work to be performed, (4) the dollar value of work to be performed or furnished by each proposed MBE/WBE/VBE/DOBE subcontractor or MBE/WBE/VBE/DOBE joint venture partner, (5) acknowledgement and acceptance of the agreement by the MBE/WBE/VBE/DOBE, and (6) monthly utilization payment reports with each monthly application for payment.

While direct participation of MBE/WBE/VBE/DOBE subcontractors is preferred, if it cannot be accomplished for this contract, “indirect participation” may be acceptable. Examples of indirect participation might include the use of common MBE/WBE/VBE/DOBE suppliers (i.e. office suppliers, courier services, shipping services, etc.) contributing to overhead costs or the overall operation of the business. Indirect participation may occur at the local, regional, or national level. (Note: For common suppliers located outside of Indiana that are participating in an indirect fashion, please return proof of home state or municipal certification to IHA.)

Any contractor that does not have MBE/WBE/VBE/DOBE direct participation shall submit the Application for MBE/WBE/VBE/DOBE Program Waiver with the reasons for the lack of participation. The application for MBE/WBE/VBE/DOBE program waiver form shall be requested by contacting IHA, Procurement Department, 1919 N. Meridian Street, Indianapolis, IN 46202, via phone at 317-261-7184 or via email at dpadget@. The application shall be submitted as a 72-hour post-bid submittal. The Waiver requires submission of documents showing the good faith efforts that were made by the Contractor for the purpose of attaining MBE/WBE/VBE/DOBE firs as subcontractors or sources of supplies, equipment, and services. The Waiver must be submitted if a contractor does not have any direct or indirect MBE/WBE/VBE/DOBE participation. If a contractor has only indirect participation, then the Waiver must be submitted for the direct participation and the MBE/WBE/VBE/DOBE Participation Plan must be submitted for the indirect participation.

Failure to provide the MBE/WBE/VBE/DOBE Participation Plan or Application for Waiver at the time of submission will result in the disqualification and rejection of the bid/proposal. IHA reserves the right to verify all information included in the MBE/WBE/VBE/DOBE Participation Plan before making final determination of the contractor’s responsiveness and responsibility.

Section 3

Prospective responders are advised that this project is a Section 3-covered project as described in 24 CFR 135 which implements Section 3 of the Housing and Urban Development Act of 1968, as amended (Section T). Without limitation of any other applicable affirmative action requirements, the successful bidder, and any other subcontractors, such as, but not limited to, delivery, assembly, and provision of raw materials, will also have an obligation to cause the work to be performed, to the greatest extent feasible, by business concerns located in or owned in substantial part by persons residing in the area of the project (i.e., City of Indianapolis), as those terms are defined in the documents. The employment of individuals residing in the communities or neighborhoods in which the project is located is considered as integral part of the Section 3 requirement. Admission(s) to apprenticeship programs may also be considered as fulfillment of the Section 3 requirement. IHA’s Section 3 Work Plan, Policy, and submittals are available on IHA web site, and click on Contracting Opportunities.

E-Verify Compliance

Pursuant to IC 22-5-1.7, Contractor shall enroll in and verify the work eligibility status of all newly hired employees of Contractor through the E-Verify Program (“Program”). Contractor is not required to verify the work eligibility status of all newly hired employees through the Program if the Program no longer exists.

• Contractor and its Subcontractors shall not knowingly employ or contract with an unauthorized alien or retain an employee or contract with a person that Contractor or its subcontractor subsequently learns is an unauthorized alien. If Contractor violates this section, Owner shall require Contractor to remedy the violation not later than thirty (30) days after Owner notifies Contractor. If Contractor fails to remedy the violation within the thirty (30) day period, Owner shall terminate the contract for breach of contract. If Owner terminates the contract, Contractor shall, in addition to any other contractual remedies, be liable to Owner for actual damages. There is a rebuttable presumption that Contractor did not knowingly employ an unauthorized alien if Contractor verified the work eligibility status of the employee through the program.

• If Contractor employs or contracts with an unauthorized alien but Owner determines that terminating the contract would be detrimental to the public interest or public property, Owner may allow the contract to remain in effect until Owner procures a new contractor.

• Contractor shall, prior to performing any work, require each Subcontractor to certify that the

Subcontractor does not knowingly employ or contract with an unauthorized alien and has enrolled in the Program. Contractor shall maintain on file a certification from each subcontractor throughout the duration of the Project. If Contractor determines that a Subcontractor is in violation of this section, Contractor may terminate its contract with the Subcontractor for such violation. Such termination may not be considered a breach of contract by Contractor or the Subcontractor.

Office Closings for the Remainder of 2021

The Indianapolis Housing Agency will be closed on the following dates for the remainder of 2021:

Memorial Day Monday May 31, 2021

Juneteenth Friday July 18, 2021

Independence Day Friday July 5, 2021

Labor Day Monday September 6, 2021

Indigenous People’s Day Monday October 11, 2021

Veterans Day Thursday November 11, 2021

Thanksgiving Eve Wednesday(1/2 Day) November 24, 2021

Thanksgiving Thursday & Friday November 25 & November 26, 2021

Christmas Eve Wednesday December 22, 2021

Christmas Thursday & Friday December 23 & December 24, 2021

New Year’s Eve Thursday (1/2 day) December 30, 2021

2022 New Year’s Day Friday December 31, 2021

Submittals

The deadline for the submittal of this proposal is 2:00 PM, local time, Friday, May 14th, 2021. Submittals delivered at 2:01 PM, local time, and onward will be deemed late and not accepted. IHA is the sole determinant of timeliness.

An original and five copies shall be submitted to:

Attention:

Diane Padgett, Procurement Manager The Indianapolis Housing Agency

Door 1, Second Floor

1919 N. Meridian Indianapolis, IN. 46202

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