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 Contact  Customer Support: 866-526-9266 © Copyright 2024, International eProcurement   
Housing Agency Marketplace - Housing Agency Marketplace
 
Customer Support: 866-526-9266
        

Thu. Apr 25, 2024
05:44 PM UTC
     
 

Request for Proposals (RFP)
[Within the following, applicable reference within HUD Procurement Handbook No. 7460.8 REV 2]

You may print this Solicitation.

RFP Information
Solicitation #: P18004
Date Posted on the System: 12/07/2018 09:00 PM
Agency: Menard County Housing Authority
Main Service Category: Accounting and Auditing Services
Sub Service Description: Fee Accounting
 
Buyer Information
Buyer Name: Lindsey Whitley
Buyer Phone Number: 217-717-2434
Buyer Fax Number: 217-717-2434
Buyer E-mail: lwhitley@menardcha.org
 
Pre-proposal Conference(s)
Pre-proposal Conference: Will a Pre-proposal Conference be conducted in conjunction with this Solicitation  [Section 7.2.G, which references Section 6.7]?

No
 
Deadlines
Q/A Cutoff Date: 12/27/2018
Q/A Cutoff Time: 09:00 PM UTC
Proposal Due Date: 01/11/2019
Proposal Due Time: 09:00 PM UTC
To change your Time Zone, click on "Company Profile" in the navigation menu to the left.
Deadline Revision: Deadline has been revised, click here to view the revision history.
Cancellation: Submital Deadline has passed. Please use award features to do an award/non-award notice or an online evaluation.
Estimated Initial Contract Period:  
Start Date
02/01/2019 		End Date
01/31/2020
1st Estimated Contract Renewal Option:  
Start Date
02/01/2020 		End Date
01/31/2021
2nd Estimated Contract Renewal Option:  
Start Date
02/01/2021 		End Date
01/31/2022
3rd Estimated Contract Renewal Option:  
Start Date
02/01/2022 		End Date
01/31/2023
4th Estimated Contract Renewal Option:  
Start Date
02/01/2023 		End Date
01/31/2024
Economic Price Adjustment: Do you wish to include an Economic Price Adjustment Option as a part of Solicitation  [Section 10.1.C.1.b]?
No
 
Contract (Award) Types:
  Firm Fixed-price Contract [Section 10.1.C.1]
 
"Ship To" Information
A. Delivery of Purchased Items or Services
Name: Lindsey Whitley
Location:
Address: 101 W Sheridan Rd.
City: Petersburg
State: IL
Zip Code: 62675-0168
Phone Number: 217-717-2434
Fax Number:
E-mail: lwhitley@menardcha.org
 
B. Delivery of "Hard Copy" Proposal Submittal
Name: Lindsey Whitley
Location:
Address: 101 W Sheridan Rd.
City: Petersburg
State: IL
Zip Code: 62675-0168
Phone Number: 217-717-2434
Fax Number:
E-mail: lwhitley@menardcha.org
 
Proposal Format
Three (3) copies of the proposal submittal (one original signature + 2 exact copies, including extending tabs), submitted in a sealed package, properly addressed and tabbed.

The Agency intends to retain the successful proposer pursuant to a "Best Value" basis, not a "Low Bid" basis. Therefore, so that the Agency can properly evaluate the offers received, all proposals submitted in response to this RFP must be formatted in accordance with the sequence noted below. Each category must be separated by index dividers numbered (which number extends so that each tab can be located without opening the proposal). None of the proposed services may conflict with any requirement the Agency has published herein or will issue by addendum.
Tab 1: Form of Proposal
This Form is attached hereto as Attachment A to this RFP document. This 2-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the proposal submittal.
Tab 2: form HUD-5369-C (8/93), Certifications and Representations of Offerors, Non-Construction Contract.
This Form is attached hereto as Attachment B to this RFP document. This 2-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the proposal submittal.
Tab 3: Profile of Firm Form
The Profile of Firm Form is attached hereto as Attachment C to this RFP document. This 2-page Form must be fully completed, executed, and submitted under this tab as a part of the proposal submittal.
Tab 4: Proposed Services
The proposer shall place under this tab documentation further explaining the proposer’s services and showing how the proposer intends to fulfill the requirements of the preceding Section 2.0 herein, including, but not limited to:

(4.1) As detailed within Section 4.1, Evaluation Factor No. 2, herein, the proposer’s DEMONSTRATED UNDERSTANDING of the AGENCY’S REQUIREMENTS.

(4.2) As detailed within Section 4.1, Evaluation Factor No. 3, herein, the QUALITY of the TECHNICAL APPROACH and the SERVICES PROPOSED.

(4.3) As detailed within Section 4.1, Evaluation Factor No. 4, herein, the proposer’s DEMONSTRATED TECHNICAL CAPABILITIES (in terms of personnel) and the MANAGEMENT PLAN (including the ability to provide the services detailed herein).

(4.4) As detailed within Section 4.1, Evaluation Factor No. 5, herein, the proposer’s DEMONSTRATED RELEVANT EXPERIENCE in performing similar work and DEMONSTRATED SUCCESSFUL PAST PERFORMANCE (including meeting costs, schedules, and performance requirements) of contract work substantially similar to that required by this solicitation as verified by reference checks or the information submitted within the proposal. NOTE: The Agency will place particular emphasis on the proposer’s above described EXPERIENCE and PAST PERFORMANCE with related-work with public housing agencies.

(4.5) If appropriate, how staff are retained, screened, trained, and monitored.

(4.6) The proposed quality control program.

(4.7) An explanation and copies of forms that will be used and reports that will be submitted and the method of such reports (i.e. written; fax; internet; etc.).

(4.8) A complete description of the products and services the proposer’s firm provides.
Tab 5: Managerial Capacity/Financial Viability/Staffing Plan
The proposer entity must submit under this tab a concise description of its managerial and financial capacity to deliver the proposed services, including brief professional resumes for the persons identified within areas (5) and (6) of Attachment C, Profile of Firm Form. Such information shall include the proposer’s qualifications to provide the services; a description of the background and current organization of the firm.
Tab 6: Client Information
The proposer shall submit a listing of former or current clients, including any other Public Housing Authority, for whom the proposer has performed similar or like services to those being proposed herein. The listing shall, at a minimum, include:

(6.1) The client’s name;

(6.2) The client’s contact name;

(6.3) The client’s telephone number;

(6.4) A brief description and scope of the service(s) and the dates the services were provided.
Tab 7: Equal Employment Opportunity/Supplier Diversity
The proposer must submit under this tab a copy of its Equal Opportunity Employment Policy and a complete description of the positive steps it will take to ensure compliance, to the greatest extent feasible, with the regulations detailed within the following Section 3.6 herein pertaining to supplier diversity (e.g. small, minority-, and women-owned businesses).
Tab 8: Subcontractor/Joint Venture Information (Optional Item)
The proposer shall identify hereunder whether or not he/she intends to use any subcontractors for this job, if awarded, and/or if the proposal is a joint venture with another firm. Please remember that all information required from the proposer under the preceding tabs must also be included for any major subcontractors (10% or more) or from any joint venture.
Tab 9: Section 3 Business Preference Documentation (Optional Item)
For any proposer claiming a Section 3 Business Preference, he/she shall under this tab include the fully completed and executed Section 3 Business Preference Certification Form attached hereto as Attachment D and any documentation required by that form.
Tab 10: Other Information (Optional Item)
The proposer may include hereunder any other general information that the proposer believes is appropriate to assist the Agency in its evaluation.
Proposal Evaluation Factors
The following Factors will be utilized by the Agency to evaluate each proposal submitted.
No. 1: Proposed Cost
Maximum Point Value = 30
The PROPOSED COSTS submitted by the proposer.
No. 2: Demonstrated Understanding
Maximum Point Value = 10
The proposer’s DEMONSTRATED UNDERSTANDING of the AGENCY’S REQUIREMENT.
No. 3: Technical Approach & Services Proposed
Maximum Point Value = 10
The QUALITY of the TECHNICAL APPROACH and the SERVICES PROPOSED.
No. 4: Demonstrated Technical Capabilities & the Managment Plan
Maximum Point Value = 10
The proposer’s DEMONSTRATED TECHNICAL CAPABILITIES (in terms of personnel) and the MANAGEMENT PLAN (including the ability to provide the services detailed herein).
No. 5: Demonstrated Relevant Experience & Successful Past Performance
Maximum Point Value = 30
The proposer’s DEMONSTRATED RELEVANT EXPERIENCE in performing similar work and the proposer’s DEMONSTRATED SUCCESSFUL PAST PERFORMANCE (including meeting costs, schedules, and performance requirements) of contract work substantially similar to that required by this solicitation as verified by reference checks or other means. (NOTE: The Agency will place particular emphasis on the proposer’s above described EXPERIENCE and PAST PERFORMANCE with Public Housing- and HUD-related work).
No. 6: Overall Quality, Appearance, & Organization
Maximum Point Value = 10
The OVERALL QUALITY, ORGANIZATION, and PROFESSIONAL APPEARANCE of the PROPOSAL SUBMITTED, based upon the opinion of the evaluators.
No. 7: Section 3 Business Preference
Maximum Point Value = 15
As detailed within Attachment D and D-1, and within Section 4.1.1 of the RFP 1.0 Document, each issued and attached hereto. (Objective Factor)
Total Maximum Points = 115  
Advertisement
Did the Agency place an advertisement in any publication pertaining to this RFP?  Yes
Publication: State Journal-Register Advertising Dates: 12/9/2018
 
Terms, Conditions and Instructions
Each firm that submits a proposal is responsible to carefully review and comply with the following and/or the attached Terms, Conditions and Instructions, and by submitting a proposal agrees to do so.

If you have any questions regarding this proposal or any of the documents attached, you may use the "Questions and Answers" area. This will save both you and the Agency time in communication along with allowing documentation of all inquiries and responses within one area for all vendors to view.
RFP Documents  
Attached Documents:
  Filename Size
1.0 - Fee Accounting Services (RFP Document).doc 1.0 - Fee Accounting Services (RFP Document).doc 337.5 KB
2.0 - Attachment A (Form of Proposal).doc 2.0 - Attachment A (Form of Proposal).doc 49.5 KB
3.0 - Attachment B (HUD-5369-C).pdf 3.0 - Attachment B (HUD-5369-C).pdf 81.98 KB
4.0 - Attachment C (Profile of Firm Form).doc 4.0 - Attachment C (Profile of Firm Form).doc 52 KB
5.0 - Attachment D (Section 3 Submittal Form).doc 5.0 - Attachment D (Section 3 Submittal Form).doc 73.5 KB
5.1 - Attachment D-1 (Section 3 Explanation).doc 5.1 - Attachment D-1 (Section 3 Explanation).doc 74.5 KB
6.0 - Attachment E (HUD-5369-B).pdf 6.0 - Attachment E (HUD-5369-B).pdf 213.49 KB
7.0 - Attachment F (SIPC).doc 7.0 - Attachment F (SIPC).doc 187.5 KB
8.0 - Attachment G (Sample Contract Form).doc 8.0 - Attachment G (Sample Contract Form).doc 147.5 KB
8.1 - Attachment G-1 (HUD-5370-C1).pdf 8.1 - Attachment G-1 (HUD-5370-C1).pdf 77.04 KB
8.2 - Attachment G-2 (Section 3 Plan - Contract).doc 8.2 - Attachment G-2 (Section 3 Plan - Contract).doc 117.5 KB
9.0 - Attachment H (Agency Profile of Properties).doc 9.0 - Attachment H (Agency Profile of Properties).doc 40.5 KB
10.0 - Attachment I (Audit Report FY17).pdf 10.0 - Attachment I (Audit Report FY17).pdf 15.02 MB
 
Addenda
Issued: 12/13/2018 - 05:19 PM UTC - Addendum #1
Issued: 12/20/2018 - 07:45 PM UTC - Addendum #2
Issued: 12/20/2018 - 07:47 PM UTC - Addendum #3
Issued: 12/26/2018 - 03:32 PM UTC - Addendum #4
Issued: 12/27/2018 - 08:48 PM UTC - Addendum #5
Issued: 12/27/2018 - 08:50 PM UTC - Addendum #6
Issued: 01/03/2019 - 04:53 PM UTC - Addendum #7
 
Post-submittal Deadline Notices
Issued: 01/29/2019 - 07:27 PM UTC - Post-submittal Deadline Notice #1
Issued: 12/04/2019 - 09:17 PM UTC - Post-submittal Deadline Notice #1
 
Questions and Answers
View Unanswered Questions - 0 Unanswered Question(s)

View Answered Questions - 7 Answered Question(s)


Pricing Items for Solicitation #: P18004 - Fee Accounting
Pricing Item# Agency Stock Code Qty U/M
1    12  Month(s) 
Specification: Firm-fixed Monthly Fee for the 1st contract year
No Alternate Specification Allowed
Reason: Not applicable 
Vendor SKU: NOT APPLICABLE for this item.
No Bid: NOT ALLOWED for this item. You must bid this item.
No Charge: NOT ALLOWED for this item. You must enter pricing for this item.

 
2    12  Month(s) 
Specification: Firm-fixed Monthly Fee for the 2nd contract year
No Alternate Specification Allowed
Reason: Not applicable 
Vendor SKU: NOT APPLICABLE for this item.
No Bid: NOT ALLOWED for this item. You must bid this item.
No Charge: NOT ALLOWED for this item. You must enter pricing for this item.

 
3    12  Month(s) 
Specification: Firm-fixed Monthly Fee for the 3rd contract year
No Alternate Specification Allowed
Reason: Not applicable 
Vendor SKU: NOT APPLICABLE for this item.
No Bid: NOT ALLOWED for this item. You must bid this item.
No Charge: NOT ALLOWED for this item. You must enter pricing for this item.

 
4    12  Month(s) 
Specification: Firm-fixed Monthly Fee for the 4th contract year
No Alternate Specification Allowed
Reason: Not applicable 
Vendor SKU: NOT APPLICABLE for this item.
No Bid: NOT ALLOWED for this item. You must bid this item.
No Charge: NOT ALLOWED for this item. You must enter pricing for this item.

 
5    12  Month(s) 
Specification: Firm-fixed Monthly Fee for the 5th contract year
No Alternate Specification Allowed
Reason: Not applicable 
Vendor SKU: NOT APPLICABLE for this item.
No Bid: NOT ALLOWED for this item. You must bid this item.
No Charge: NOT ALLOWED for this item. You must enter pricing for this item.

 
6    40  Hour(s) 
Specification: Potential Additional Consulting (for, at the Agency’s discretion, additional related work not already identified herein, that may be required by the Agency during the ensuing contract periods)
No Alternate Specification Allowed
Reason: Not applicable 
Vendor SKU: NOT APPLICABLE for this item.
No Bid: NOT ALLOWED for this item. You must bid this item.
No Charge: NOT ALLOWED for this item. You must enter pricing for this item.

 
7    2  Month(s) 
Specification: Firm-fixed Monthly Fee for the two-month period of increased work while the Financial Support Specialist is on Leave of Absence.
No Alternate Specification Allowed
Reason: Not applicable 
Vendor SKU: NOT APPLICABLE for this item.
No Bid: NOT ALLOWED for this item. You must bid this item.
No Charge: NOT ALLOWED for this item. You must enter pricing for this item.

 
 
End of Solicitation # P18004 04/25/2024 05:44:22 PM UTC


 
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