INDIANAPOLIS HOUSING AGENCY ASSISTED HOUSING …

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:

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The Housing Choice Voucher (HCV) Program.

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Project Based Voucher (PBV) Program

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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).

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Following are the key dates associated with this Request for Proposals: (Dates are subject to change)

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Posting/Advertisement of RFP

Deadline for Questions and/or Comments:

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Deadline for submitting Proposals

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Review of References

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Recommendation to the IHA Board for contract

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Start date of the new contract

April 30th, 2021 May 7th, 2021

May 14th,2021

May 14th,2021 May 18th, 2021

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.

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300 Housing Choice Voucher (HCV) units annually.

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Approximately 200 Project Based Vouchers (PBV) units annually.

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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.

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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

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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:

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Cost

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References

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

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

the IHA.

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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.

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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.

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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.

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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 Annual HQS Inspection Complaint/Special Inspection Emergency HQS Inspection Re-Inspection

$_________________ per unit $_________________ per unit $_________________ per unit $_________________ per unit $_________________ per unit

Company Name: ____________________________________________________ Address: ___________________________________________________________ By: ____________________________ Title: ______________________________

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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:

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Your firm and its areas of expertise.

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The decision-making Indianapolis Housing Agency of the local office and its relationship to national,

regional, or other headquarter offices of your firm.

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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.

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