Addendums to Property Management and Inspection RFPs Now Available

To request a copy of the RFP - Inspection Services, please click here.

• Submission deadline - 2:00 p.m., November 4, 2020
• Addendum 1 - published October 22, 2020 

REQUESTS FOR QUALIFICATIONS
INSPECTION SERVICES
ADDENDIUM #1
QUESTIONS AND ANSWERS

1. Columbia Housing is requesting inspection notices emailed to landlords. Does CH's software system include an email management capability? Yes, our software has e-mail management capability, and we have e-mail addresses for the most all landlords and approximately 75% of participants. 
2. How many inspections were performed in 2019 - and was the Agency annual or biennial at that time? Approximately 4,300 inspections were performed in 2019 and yes, the agency was biennial at that time. 
3. What are the inspections windows for the Agency (i.e. 8am - 5pm, 8am -1pm 12pm-5pm etc.) There is no set inspection window; we will determine the most feasible with the selected vendor. 
4. Will the Agency require the inspectors to come into the office or can they download their routes remotely? There is no requirement to come into the office; we would prefer remote download.
5. Who is supplying the tablets for the Inspector, the Agency or the Contractor? If the vendor intends to use the HAB software, Columbia Housing will provide tablets. If the vendor intends to use a different software with an interface to HAB, then the vendor would provide the tablets.
6. What is the expected monthly inspection volume by inspection type? We do not have reliable data for this information. However, the data we do have should assist in making projections. We have a baseline of 4,037 vouchers with biennial inspections. Our turnover rate is approximately 5%. The initial inspection fail rate is 12% and the reinspection fail rate is 5%. We have had a total of 1330 initial inspections over the past 12 months with a 5% fail rate. 
7. What is the average monthly number of "no show/not-at-home" inspections? Would CH please add a row on the Price Form for pricing "no shows"? We do not have reliable data for no-shows as it was not previously tracked. We have added the no-show inspection on the revised price sheet attached to this addendum.
8. Is the respondent responsible for any hardware, software and maintenance costs associated with the HAB software system? If yes, please provide estimated annual costs. See #5 above. 
9. May the successful respondent use its own inspection management software? If yes, does HAB allow for an Application Programming Interface (API)? The vendor may use proprietary software and interface with HAB. The vendor will be responsible for all costs of the interface. 
10. Which vendor(s) are currently performing inspection services for CH? There is not a current vendor for inspections services. All inspections have been previously performed in-house. 
11. How many of each inspector and support staff are currently assigned to perform the inspection services listed in the RFP? Previously, Columbia Housing had 6 full-time staff assigned to the inspections department. 
12. Are any of the staff unionized? If yes, please provide the union name and bargaining agreements. There are no unions at Columbia Housing. 
13. When does the current Vendor's contract expire? There is no current vendor. 
14. What is the expected contract award date? Please reference the schedule in the solicitation, Section 3.1. As noted, the expected award date is November 19th. 
15. What is the expected go-live date? We anticipate a contract effective date of January 1, 2021, but are flexible to allow the selected vendor sufficient time for startup activities. 
16. Please provide the inspection pricing for the current vendor's contract by inspection type. There is not a current vendor. 
17. What is the purpose of the two levels of services? The purpose it to determine pricing variation of the two levels of service. 
18. Will CH award a contract for both levels to one respondent? We intend to award a single contract for a single level of service.
19. Will CH award a contract for both levels each to a different respondent See #18 above. 
20. Will CH award only one of the two levels of service? See #18 above. 
21. The RFP requires a flash/jump drive submission to be delivered in the drop box. During this time of COVID-19, would CH please consider changing the submittal requirement to an electronic submittal via email? No, please follow the instructions in the solicitation which state: "Proposals may be submitted in the drop box or sent via carrier." 
22. As proof of insurance, is it acceptable to provide a generic certificate of insurance (COI) that shows the required levels of insurance coverage since an official COI for the program would not be obtained until after award? Yes, vendors may submit proof of insurance with specific coverage for this contract to be provided prior to execution of a contract. 
23. The insurance company covering our firm has a Best Guide rating of "A-". Is this acceptable? Yes, this is acceptable. 
24. If we do not have A+ would this prevent us from receiving a contract? No, we will verify the carrier with the South Carolina Department of Insurance. 
25. This section states: "CH will inspect each unit under contract at least Bi-annually. CH will also maintain a quality control inspection program, which will re-inspect a minimum of 5% of all inspections to assure consistency of enforcement of HQS."Is the respondent required to conduct the 5% QC inspections? No, Columbia Housing will conduct the Quality Control Inspections as part of the contract monitoring process. 
26. Paragraph 5 of Section 3.2 requires the respondent to provide a sample contract. Section 5.5 of the RFP states that the services will be procured "through execution of a duly authorized contract prepared by CH." Please clarify whether the respondent is to provide a sample contract as part of its proposal. If yes, will the sample contract be the basis of the authorized contract prepared by CH? The respondent is to provide a sample contract. Columbia Housing will review and prepare either the sample contract, a contract of our own choosing or a combination thereof. 
27. The insurance limitations are high compared to other similar contracts. Is there flexibility in the limitations required? At the time of contract execution, we will require the limits stated in the solicitation. The submission with the response may be less than the required contract amount as we do not want vendors to secure any insurance prior to awarding a contract. 
28. Please clarify the statement: "the key personnel identified in the accepted proposal shall be the individuals who will actually complete the work, at the proposed levels of effort." Key personnel identified in the response should include the individuals that are actually going to be interacting with Columbia Housing in this contract. 
29. Are the UPCS inspections scheduled for the same time period each year? If so, when are those expected to be completed? We anticipate the development of a schedule for all UPCS inspections over a 12-month period. We would also schedule pre-UPCS inspections at the properties selected by REAC immediately preceding the schedule REAC inspections. It should be noted that REAC provides a short window for inspections so response to the pre-UPCS inspections will be short notice. 
30. What is the criteria for a unit going onto a bi-annual inspection? All HCV units are on biennial inspections. If we have continued issues with a particular landlord or apartment complex, we reserve the right to conduct more frequent inspections. 
31. Columbia Housing intends to award a two-year contract with four consecutive renewal terms to a single firm for all services proposed herein. What is the anticipated period for each of the renewal terms? Clarification - we intend to award an initial two-year contract, with three one-year renewal terms for a total contract period not to exceed 5 years. 
32. Based on history, approximately how many general landlord meetings/dispute resolution conferences are held each year? We have no data on this. 

END OF ADDENDUM #1

• Addendum 2 - published October 23, 2020

REQUESTS FOR QUALIFICATIONS
INSPECTION SERVICES
ADDENDIUM #2
ADDITIONAL QUESTIONS AND ANSWERS
The following additional questions were submitted prior to the deadline for submission of questions and were inadvertently left off Addendum #1 issued earlier today.

1. In regard to contract requirements can any exceptions be made? No, all contract requirements must be met. 
2. My business is Black Owned and I have proof of HUB certifications as a Black owned business in NC. What is a SWMBE and how do I become qualified if I'm not already? The current HUD certification will serve as proof of a Minority Owned Firm. 
3. Also, my business is owned by me and I do all the inspections. I can free up my schedule for the contract until I'm able to hire some employees. I am willing to work Monday - Saturday to execute the contract. Is my company being a sole member company an issue? The respondents will need to demonstrate capacity to perform the requested services. 
4. What does it mean to be HQS & UPCS certified? I'm a licensed NC & SC home inspector. Does me being licensed with the state meet or exceed those standards. If not how can I attain those certifications? Housing Quality Standards (HQS) are the federal inspection standards that govern the Housing Choice Voucher Program (formerly Section 8). Uniform Physical Condition Standards (UPCS) are the federal inspection standards that govern the Public Housing Program. The solicitation requires certification in both of these inspection standards. 
5. And last but not least will I be hiring all additional employees through your qualified applicants list via the company Capital Assets For inspection purposes? The services requested under the solicitation are for a third-party company to conduct the required inspections. Columbia Housing would not provide any applicants to the vendor. 

END OF ADDENDUM #2

To request a copy of the RFP - Property Management Services, please click here.

• Submission deadline - 2:00 p.m., November 4 2020
• Addendum 1 - published October 23 2020

REQUESTS FOR QUALIFICATIONS
PROPERTY MANAGEMENT SERVICES
ADDENDIUM #1
QUESTIONS AND ANSWERS

1. Regarding the insurance requirement under 5.14 of the RFP, would CHA consider allowing respondents to show proof of the required insurance coverages at the time of contract execution (after award), rather than providing proof of the requested coverages at proposal submission? Proof of insurance should be provided with the response, but Columbia Housing does not have to be listed as a certificate holder. 
2. Besides CHA Board approval, is an investor approval of the property management contract going to be required for those properties that have investors such as LIHTC financed projects? One property will require investor approval. Columbia Housing is the Managing Member for the property and does not anticipate issues with investor approval. 
3. What is the timeframe anticipated for contract execution after contractor award? This will be negotiated with the selected respondent(s) after appropriate notice is provided to existing property management agents as applicable. 
4. Was the Columbia Housing Section 3 policy attached to the RFP? The RFP stated that it was an exhibit, but we could not locate it. Thank you - It is attached to this addendum. 
5. In regards to the five-year capital plan requirement, do you envision engaging the services of professionals, such as engineers, to perform parts of the assessment for certain properties? If so, would Columbia Housing engage the professionals needed or would the management company be responsible for hiring the professionals? Columbia Housing will engage any professionals that may be needed to complete property assessments. 
6. Our E&O coverage is $1MM, your requirement was $2MM, is the 2 MM negotiable and if not, is it something we could increase if contract is awarded vs having in place when we submit the RFP? Provide current insurance coverage and additional coverage would be negotiated as needed for selected respondent(s).
7. Outside of Monthly Financial Reporting, previously addressed, what additional required reporting will be expected and when? Other reporting may be required by lenders or investors on proprietary portals. The State requires tax credit reporting in the Web-Compliance Management System (WCMS). 
8. Typically, Familiarization of the property, set up requirements and staff onboarding are completed within the first 30 days. Unit and property inspections are performed in detail within the first 60 days. It's more realistic to have this capital plan completed within 90-120 days, in order to have complete and meaningful assessment to utilize and build on with CH directors and Property Management staff. Here we would determine routine vs immediate needs with a plan for implementation. Will the 30-day timeframe be negotiable? Yes, Columbia Housing will work with the selected respondent(s) on the details for each property. 
9. Is this for every purchase for each appliance or item? Our typical Management Agreement outlines a threshold for purchasing requiring Owner approval of expenses exceeding $3,500. It is common when we prepare the annual budgets to also plan for capital items for the upcoming year. Those typically do not go back to the owner for approval once approved within budget. Yes, this is for any appliances to be purchased. Columbia Housing reserves the right to approve the energy rating on the appliance. Once approved, Columbia Housing may authorize replacement purchases of the same make, model and energy rating.

END OF ADDENDUM #1

TRAINING AND EMPLOYMENT OF SECTION 3 HIRES

Qualified Applicants

Through its Resident Services Programs, Columbia Housing will work with Service Partners that offer job readiness programs and training in day-to-day employment skills and apprenticeship programs to establish a pool of qualified applicants for referral to contractors procured by Columbia Housing.

The Resident Services Staff will identify and maintain a list of Section 3 Residents interested in employment and training opportunities. Columbia Housing will conduct preliminary screening of all applicants referred to contractors. This screening shall include a criminal background check and a drug screening, as applicable. Columbia Housing will match applicant skills to the available Section 3 positions and issue a formal referral to the corresponding contractor. Applicants for available positions shall be referred in the order listed below.

1. Current or former residents of the property where the work is to be performed. Former residents are defined as individuals listed on a CH lease agreement at the time the property was vacated.
2. Current residents of other properties owned by Columbia Housing.
3. Participants of the Housing Choice Voucher Program administered by Columbia Housing.
4. Other qualified Section 3 residents of the City of Columbia.
5. Other qualified Section 3 residents of Richland County.
6. Other qualified Section 3 residents of Lexington County.

Contractor Requirements - Section 3 Employees.

Contractors and subcontractors shall be required to submit a notice of intent to comply with the Section 3 regulations within all contracts.

The notice is to be sent to Columbia Housing Resident Services Department. The notice is also to be posted 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's preference. The notice 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 persons receiving the referrals for each of the positions, and the anticipated date the work shall begin.

The contractor shall, to the greatest extent feasible, give preference to Section 3 Residents when hiring any full-time employee for permanent, temporary or seasonal employment under the contract. Contracts in excess of $250,000 shall have an establishment number of Section 3 positions to be created under the contract. The contractor will be deemed to be in compliance with the training and employment requirements of the Section 3 Policy if 50% or the stated number in the applicable solicitation or contract, of new hires are Section 3 Residents from Columbia Housing communities or programs. The contractor is responsible for complying with the requirements of this policy in its own operations and for assuring compliance in the operations of its subcontractors.

Contract Preference for Section 3 Business Concerns.

The contractor shall, to the greatest extent feasible, give preference to Section 3 Business Concerns when entering into any contract for the work of the Project. The Contractor will be deemed to be in compliance with the contract preference for Section 3 Business Concerns if it commits to award to Section 3 Business Concerns at least 30% of the total dollar amount of the Contract.

Certifications and Assurances

The form of contract executed by Contractors/Subcontractors will include the requirements set forth in this policy.

Marketing Efforts

Columbia Housing will market the Section 3 policies to Residents and Program Participants through posting of information on its website; posting of notices at CH offices and developments; and issuance of flyers describing employment and training opportunities.

CH will also provide notices at strategic locations within the community where people gather (i.e., schools recreational facilities, and area churches). CH will also inform community leaders, contractors, political leaders and interested community organizations of the Section 3 and MBE/WBE hiring commitments.

Reporting

The contractor shall submit to CH a completed Monthly Employee/Business Concern Utilization Report in a format determined by CH each month throughout the contract period. The contractor shall promptly provide to CH at its request, any such other information or reports which CH may require and shall permit access to the job site and to any books, records, accounts and/or other material deemed by CH to be necessary to monitor the contractor's compliance with this Policy.

Termination

The contractor or any of its subcontractors may terminate the employment of a Section 3 Resident or the contract of a Section 3 Business Concern for good cause, provided that the contractor or subcontractor first notifies CH in writing of the proposed termination and the specific reasons for dismissal. If any Section 3 Resident employed by the contractor or a subcontractor pursuant to this Provision leaves or is terminated from such employment, or if any Section 3 Business Concern fails to perform under its contract or its contract is terminated, CH shall require the contractor and/or its subcontractor to employ another Section 3 Resident or contract with another Section 3 Business Concern in order to remain in compliance with the requirements of this Policy.

Department of Labor Requirements

Contractors subject to the Section 3 Resident Employment Provision are also required to comply with Executive Order 11246, as amended by Executive Order 12036 and the Department of Labor regulations issued pursuant thereto (41 CFR chapter 60), which provide that no person shall be discriminated against on the basis of race, color, religion, sex, or national origin in all phases of employment during the performance of Federal or Federally-assisted construction contracts.

Sanctions

If contractors or subcontractors do not comply with Section 3 mandates, CH will address the issues promptly. All sanctions against any contractor should be based on language in the signed contract.

Performance Standards

On each construction job site, it is expected from the contractor/sub-contractors, that all referred and hired Section 3 Residents will be treated with the same respect and consideration that is demonstrated toward non-Section 3 Residents.

At no time should there be any disparity in hours worked per day, nor days worked per week, unless both contractor and employee agree upon it. Violation of these performance standards by the general contractor and its subcontractors will be interpreted as violation of the contract agreement.

Payment in Lieu of Section 3 Hires

If a contractor is unable to meet the required Section 3 goals specified under their contract or in this policy, for any of the following reasons, Columbia Housing, at its sole discretion may approve a payment in lieu of Section 3 hires.

1. There are no new hires throughout the life of the contract.
2. The contract is of a highly technical nature and requires a high level of technical knowledge and/or skills for which there are no qualified Section 3 applicants.
3. CH Resident Services has been unable to provide referrals with the necessary skills for the available positions under the contract and the Contractor has made every effort to identify qualified Section 3 applicants.

The payment in lieu of Section 3 hires shall apply to all contracts in excess of $10,000 and shall be 3% of the total contract amount. All funds received under the Payment in Lieu of Section 3 hires shall be directed restricted for the Resident Services Department and shall be utilized solely for job readiness and employment training for Columbia Housing residents or program participants.

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Columbia Housing has numerous and ongoing business opportunities for providers of various services and products. We strive for a fair, efficient, and open business opportunity process. If you are a supplier of products, goods and/or services, Columbia Housing may have opportunities for you and your firm.