-
Request for Proposals
LOWELL HOUSING AUTHORITY
Jobs Plus Case Management Services
Release Date: February 1, 2021
Last Day for Written Questions: February 10, 2021
Responses Due: February 17, 2021 by 11:00 AM
DIRECT ALL RFP CORRESPONDENCE TO:
RITA V. BROUSSEAU, CHIEF PROCUREMENT OFFICER LOWELL HOUSING
AUTHORITY
DEPARTMENT OF FINANCE AND PROCUREMENT [email protected]
WWW.LHMA.ORG/BIDS
mailto:[email protected]://www.lhma.org/bids
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LHA REQUEST FOR PROPOSALS – RFP 2021-1 JOBS PLUS CASE MANAGEMENT
SERVICES
Lowell Housing Authority
Page 2 of 67
(350 Moody Street, Lowell, Massachusetts 01854 T. 978-937-3500
TDD 1-800-545-1833 x178 Fax 888-364-8835)
Table of Contents
Section Description Page
Introduction 3
Request for Proposal (RFP) Process Justification Statement 3
1.0 Submission Package 4
1.1 General LHA Reservations of Rights 4
1.2 Evaluation Method 5
1.3 Request for Proposal Schedule 6
1.4 Insurance 6
1.5 HUD Forms 6
1.6 Public Information, Protection of Personal Data 6
2.0 Description of Required Services 7
2.1 Scope of Work 9
2.2 Qualifications 11
2.3 Contract Period/Estimated Value 12
2.4 Proposal Content 12
2.5 Basis of Pricing 13
2.6 References 13
2.7 Interviews/Presentations 14
2.8 Plan Negotiation with Most Advantageous Proposer; Process
14
3.0 Rule for Award – Evaluation Factors and Scoring
Classifications 14
3.1 Minimum Qualifications 15
3.2 Comparative Evaluation Criteria 15
4.0 Proposal Submittal Instructions 17
4.1 Proposal Preparation 18
4.2 Equal Employment Opportunity Contracting Policy 20
4.3 Tabbed Proposal Format 20
5.0 Selection Policy 20
6.0 Additional Information 21
7.0 Attachment List 21
ATTACHMENTS
A HUD Table 5.1 22
B HUD-5369-B, Instructions to Offerors, Non-Construction 23
C HUD-5369-C, Certification and Representation of Offerors,
Non-
Construction Contract
24
C-1 Profile of Firm 25
D HUD-5370-C General Conditions for Non-Construction Contracts
26
E Cost / Price Proposal 27
F LHA Goods and Services Agreement (Sample) 29
G Certification for Business Concerns Seeking Section 3
Preference 30
H Certificate of Non-Collusion, Tax Compliance & Form W9
31
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LHA REQUEST FOR PROPOSALS – RFP 2021-1 JOBS PLUS CASE MANAGEMENT
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Lowell Housing Authority
Page 3 of 67
(350 Moody Street, Lowell, Massachusetts 01854 T. 978-937-3500
TDD 1-800-545-1833 x178 Fax 888-364-8835)
INTRODUCTION In 1937, The Lowell Housing Authority (LHA) emerged
as an affordable housing resource to
satisfy the needs of culturally diverse families of low
socioeconomic status in the Lowell’s
Community. Today, the Lowell Housing Authority (LHA) manages
1698 federal public
housing units, 360 state aided units, and 1279 Housing Choice
vouchers. The LHA engages
in a fruitful partnership with the City of Lowell Continuum of
Care (COC). As a member the
COC the LHA works with the member body to eradicate homeliness
and sustain permanent
supportive housing opportunities within the City by establishing
policy measure.
The organization set forth on a mission: "The Lowell Housing
Authority team, working in
partnership with other housing providers, local Government and
our residents, will strive to
provide the highest level of housing and a variety of social
service programs that will assist
residents and employees in achieving the highest level of
self-sufficiency.”
The Lowell Housing Authority (LHA), a high-performing public
housing authority, is soliciting
a workforce development service provider(s) to assist with the
implementation of the Jobs
Plus Program (JPP) at the North Common Village development. In
March 2020, HUD
awarded LHA approximately $2.3 million from the Jobs Plus
Initiative Program to serve
residents of North Common Village.
Jobs Plus is a four-year grant funded program for Public Housing
Agencies (PHAs) to
develop locally based workforce development approaches to
increase earnings and advance
employment outcomes for public housing residents. The grant
provides funds to improve
employment and earnings outcomes for public housing residents
through supports such as
work readiness, employer linkages, job placement and financial
literacy, as well as mental
health and social services supports. LHA was one of nine
communities across the nation to
receive a 2019 grant award.
REQUEST FOR PROPOSALS (RFP) PROCESS JUSTIFICATION STATEMENT
A competitive RFP solicitation process is an appropriate method
of procurement for this
contract. Proposals are evaluated and contractor selection is
based on the evaluation criteria
and factors for award as stated within the RFP. Contract award
is based on the best (“most
advantageous”) proposal responsive to the requirements of the
statement of work resulting
in the greatest benefit and best value to the Lowell Housing
Authority, where price is not
the primary award criterion.
Acceptable experience, job placement success track record and
database management in
this limited market of case managers are qualified, measurable
standards. Therefore, a
qualifications-based solicitation process with a fair and
reasonable fee based and fixed fee
work order process will be applied under Massachusetts General
Laws (M.G.L.), chapter
30B, section 6 and the U.S. HUD Regulations of Title 2, Subtitle
A, Chapter II, Part 200,
Subpart D (2 CFR 200.317, “Procurement Standards”).
The contemplated contract tasks will require thorough knowledge
and experience with
individuals with a range of employment needs and a general
knowledge of the local area as
well as all other applicable federal, state, and local
regulatory processes and requirements.
The successful contractor will have demonstrated experience in
the above referenced areas
as well as other requirements set out in Section 2.0,
Description of Required Services,
below.
The case manager’s ability to counsel participants in areas of
employment, education and
financial management, along with preparing and presenting data
are critical factors to
determining award.
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LHA REQUEST FOR PROPOSALS – RFP 2021-1 JOBS PLUS CASE MANAGEMENT
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Lowell Housing Authority
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(350 Moody Street, Lowell, Massachusetts 01854 T. 978-937-3500
TDD 1-800-545-1833 x178 Fax 888-364-8835)
Therefore, the best option to evaluate qualified individuals
and/or firms is to compare,
weigh and rank the qualitative strengths, expertise, experience
and approaches to
successfully place residents in jobs, and then review the
pricing submitted in order to select
the most qualified case manager for a fair and reasonable
cost.
- Rita V. Brousseau, Chief Procurement Officer 01/22/2021
1.0 SUBMISSION PACKAGE
Within a single delivered package, please provide two (2) sealed
packets as required
in Section 4.0 (Technical Proposal and Cost Proposal). Please do
not include price
information within the Technical Proposal.
The inclusion of any cost, pricing, fee, retainer, discount or
related financial
information related to performance of any contract with the LHA
may disqualify the
proposal. Also, “retainer” type contracts are not permitted
pursuant to federal HUD
procurement regulations (2 CFR 200.317 et seq.). Proposals shall
be submitted in
accordance with the requirements set forth in this RFP.
Proposers will be notified in
writing by the Lowell Housing Authority (LHA) of any changes in
the specifications
contained in this RFP in the form of an addendum, which must be
acknowledged in
each proposal.
Questions regarding this RFP shall only be directed in writing
to:
Rita V. Brousseau, Chief Procurement Officer
Lowell Housing Authority
Department of Finance and Procurement
350 Moody Street, P.O. Box 60
Lowell, MA 01853
[email protected]
1.1 GENERAL LHA RESERVATIONS OF RIGHTS
1.1.1 INFORMAL OR EXPARTE COMMUNCIATION PROHIBITIONS AND
LIMITATIONS: No verbal or written information which is obtained
other than
through this RFP or its addenda shall be binding by the LHA.
With the exception
of written instructions and information from the Chief
Procurement Officer
(CPO) or designee, no employee of the LHA is authorized to
interpret any
portion of this RFP or give information as to the requirements
of the RFP in
addition to that contained in or amended to this written RFP
document.
Applicant must not make inquiry or communicate with any other
LHA staff
member or official (including members of the Board of
Commissioners)
pertaining to this RFP. Failure to submit by this requirement
may be cause for
the LHA to not consider an application submittal received from
any Applicant
who has not submitted by this directive.
1.1.2 CANCELLATIONS, REJECTION OF ALL PROPOSALS;
CLARIFICATIONS;
NON-AWARD RESERCATION: The LHA reserves the right to cancel the
RFP at
any time and to reject any and all bids or proposals and to
request clarification
of information from any proposer. The LHA is not obligated to
enter into a
contract or issue any Work Orders on the basis of any proposal
submitted in
response to this document or other representation.
1.1.3 ADDITIONAL INFORMATION REQUIREMENTS: Prior to the final
selection,
proposer(s) may be required to submit additional information
which the LHA
may deem necessary to further evaluate the proposer’s
qualifications.
mailto:[email protected]
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Lowell Housing Authority
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(350 Moody Street, Lowell, Massachusetts 01854 T. 978-937-3500
TDD 1-800-545-1833 x178 Fax 888-364-8835)
1.1.4 NO REIMBURSEMENT FOR PREPARATION, TRAVEL; 60-DAY
PROPOSAL:
The LHA will not reimburse proposers for any costs associated
with the
preparation and submittal of any proposal, or for any travel
and/or per diem
costs that are incurred. A proposal may not be withdrawn before
the expiration
of sixty (60) days from the proposal due date.
1.1.5 NEGOTIATION OF PERFORMANCE PLANS: The LHA reserves the
right to
negotiate with the selected proposer the final terms of proposed
performance
plans in order to award a contemplated contract. Plan contents
subject to
negotiation include scheduling/metrics, staffing assignments,
professional
status or training and certification levels of personnel
required for assignments,
manner of value calculation and reporting to achieve consistency
and meet
Massachusetts and U.S. HUD methodology and procedural
requirements and
expectations.
1.1.6 INDEMNIFICATION: Each Proposer, at its own expense and
without
exception, shall indemnify, defend and pay all damages, costs,
expenses
including attorney fees and otherwise hold harmless the LHA, and
agents from
any liability of any nature or kind in regard to the delivery of
services.
1.1.7 INTELLECTUAL PROPERTY: All proposals, responses,
inquiries, and
correspondence relating to or in reference to this RFP, and all
reports, concepts,
data, information, charts, and other documentation submitted by
proposers
shall inure for use by and become the property of the LHA when
received. If
copyrighted material is submitted, the LHA will presume that the
proposer
grants limited release to the LHA in order to make scan or copy
and distribute
documents as necessary for official purposes and for public
record requests.
1.1.8 CONTRACT TERMS INCORPORATED INTO RFP: The attached
Standard
Goods and Services Agreement (ATTACHMENT F) clauses are
incorporated
into this RFP as part of its terms and condition requirements as
well as the
anticipated award and all activity there under unless otherwise
amended.
1.2 EVALUATION METHOD
Proposals will be evaluated using as necessary all or some of
the following
Massachusetts statutory ratings (M.G.L. c. 30B, §6(e)): Highly
Advantageous,
Advantageous, Not Advantageous, and Unacceptable. See Section
3.0, Evaluation
Factors, for detailed information.
The technical proposal will first be evaluated by an evaluation
committee appointed
by the Chief Procurement Officer (CPO). The CPO may
independently and
confidentially review the cost proposals prior to the
committee’s review. Only upon
conclusion of the technical proposals, the evaluation committee
shall review cost
proposals.
The evaluation committee shall be sole judge as to evaluation
and ranking proposals.
Based on the responses, evaluation and ranking, a recommendation
will be
submitted to the CPO for procedural and cost review, who may
return the
recommendation to the evaluation committee for procedural
clarifications if
necessary, with a final recommendation forwarded by the CPO to
the LHA Executive
Director and Board of Commissioners for approval and contract
execution if the total
contract amount will exceed $50,000.
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Lowell Housing Authority
Page 6 of 67
(350 Moody Street, Lowell, Massachusetts 01854 T. 978-937-3500
TDD 1-800-545-1833 x178 Fax 888-364-8835)
1.3 REQUEST FOR PROPOSAL SCHEDULE
RFP Issue Date: Monday, February 1, 2021
Pre-Proposal Conference (Optional): n/a
Deadline for Written Questions: Wednesday, February 10, 2021
by
3:00 PM
Response Submission Date and Time: Wednesday, February 17, 2021
by
11:00 AM
Anticipated LHA Board Approval: March 10, 2021 at 5:00 P.M.*
*Regularly scheduled LHA Board Meetings are held at the Armand
P. Mercier Community
Center Board Room, 21 Salem St, Lowell, MA.
1.4 INSURANCE
The proposer shall furnish to the LHA evidence of the following
minimum amounts of
insurance coverage: Workers Compensation and Employer’s
Liability coverage to
apply to all employees for statutory limits in compliance with
applicable state and
federal laws. Coverage must include Employer’s Liability with a
minimum limit of
$100,000.00 each incident; Business Auto Policy or similar form
shall have a minimal
limit of $500,000.00 per occurrence combined single limit for
bodily injury and
property damage liability. This shall include owned, hired and
non-owned vehicles.
Commercial General Liability form shall have minimum limits of
$1,000,000.00 per
occurrence combined single limit for personal injury, bodily
injury, and property
damage liability/$2,000,000.00 aggregate (current ACORD Form 25
or equivalent).
Upon notice of award, the Lowell Housing Authority shall be
named as an additional
insured on each certificate of insurance (COI) within five (5)
business days and prior
to issuing any contract.
1.5 HUD FORMS
The following HUD forms are included as required terms and
conditions:
Attachment A: HUD Table 5.1: Mandatory Contract Clauses for
Small Purchases
Other Than Construction
Attachment B: HUD-5369-B, Instructions to Offerors,
Non-Construction
Attachment C: HUD-5369-C, Certifications and Representations of
Offerors, Non-
Construction Contract
Attachment D: HUD-5370-C, General Conditions for
Non-Construction Contracts
1.6 PUBLIC INFORMATION, PROTECTION OF PERSONAL DATA
A.) Proposers are advised that information provided in estimate
samples or other
portions of a proposal, and any submission may be subject to
inspection by the
public at the conclusion of the evaluation process or upon the
time for acceptance
stated in this RFP, whichever comes first. Proposers are solely
responsible for
redacting confidential information from each proposal.
B.) All responses, proposals, related documentation and
information submitted in
response to this RFP are subject to the Massachusetts Freedom of
Information
Law, M.G.L. c.66 §10, and to M.G.L c.4 §7(26), regarding public
access to such
documents. Any statement submitted by the respondent that
purport to reserve
any confidentiality or privacy rights in submitted responses or
that are otherwise
inconsistent with these statutes will be void and
disregarded.
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LHA REQUEST FOR PROPOSALS – RFP 2021-1 JOBS PLUS CASE MANAGEMENT
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Lowell Housing Authority
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(350 Moody Street, Lowell, Massachusetts 01854 T. 978-937-3500
TDD 1-800-545-1833 x178 Fax 888-364-8835)
C.) By submitting its response to the LHA, the Respondent agrees
that the LHA shall
not be liable under any circumstances for the subsequent
disclosure of any
materials submitted to it by Respondent pursuant to this RFP
and/or in
connection with any contract entered into between Respondent and
the LHA as a
result of the RFP process.
D.) Further, any selected Respondent must recognize that in the
performance of the
LHA Standards Goods and Services Agreement and any Work Orders
issued
thereto, it may become a holder of personal data (as defined in
M.G.L. c.66A) or
other information deemed confidential. Respondent shall comply
with the laws
and regulations relating to confidentiality and privacy,
including any rules or
regulations of the LHA. Any questions concerning issues of
confidentiality, the
submission of materials to the LHA, or any other questions
related to these
matters, should be directed to LHA’s Chief Operating
Officer.
2.0 DESCRIPTION OF REQUIRED SERVICES
2.1 SCOPE OF WORK (SOW)
2.1.0 PROGRAM SUMMARY
The Jobs Plus Program consists of the following three core
components:
1) Employment-Related Services
HUD expects grantees to partner with the local Department of
Labor
Workforce Investment Board (WIB) and Mass Hire Job Center (AJC
/One-
Stop) to offer multiple employment-related services for
residents with a
range of employment needs. Local Labor Market Information (LMI)
should
be used both for initial planning and analysis of available
local
employment opportunities, as well as for monitoring ongoing
trends.
Program services provided on-site should include, but need not
be limited to,
the following:
• Career exploration/job readiness workshops
• Job search and job placement assistance
• Entrepreneurship workshops
• Work experience including on-the-job training, internships,
pre-
apprenticeships and registered apprenticeships (HUD
encourages
opportunities for residents to be paid while training whenever
possible)
• Facilitated connections to education and training
opportunities
• Rapid re-employment assistance in the event of job loss
• Proactive post-placement job retention support and career
advancement coaching
• Access to computers, phones, fax, and copy machines and
other
supplies for participants’ employment-related uses as well as
adequate
training on how to use these technologies.
The target site for the program is North Common Village which is
a 524-unit
development. According to resident data there are 367 eligible
Jobs Plus participants.
The Lowell Housing Authority estimates that 80% of eligible
residents will participate
and identifies a goal of 247 participants.
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LHA REQUEST FOR PROPOSALS – RFP 2021-1 JOBS PLUS CASE MANAGEMENT
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Lowell Housing Authority
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(350 Moody Street, Lowell, Massachusetts 01854 T. 978-937-3500
TDD 1-800-545-1833 x178 Fax 888-364-8835)
Target Site: Lowell Housing Authority – North Common Village
Number of Units 524
Number of potential participants in the Jobs-Plus Program
(aged 18-64 mentally and physically able to work)
247
Current number of unemployment at development? 367
Current rate of unemployment at development? 71%
Total number of disabled residents from 18-64 years of
age
447
Number of households with children under 18 years 482
Number of residents with length of stays surpassing two
years
371
Number of households reporting zero earned income in
PIC.
13
Average Amount of Yearly Income $18,396.67
Average Monthly Rent $422.27
2) Financial Incentives
Part of the requirements of this program is that it must also
implement a
financial incentive for program participants, known as the Jobs
Plus
Earned Income Disregard (JPEID). This component neutralizes any
rent
increase due to rising earned income for Jobs Plus participants,
removing
a major disincentive to employment.
As with any government benefit, an increase in earned income may
result
in the reduction or loss of other benefits that an individual
was previously
receiving. Grantees, through case management or other means,
must be
prepared to support residents understand the overall financial
impact of a
Jobs Plus Initiative Service Provider increase in earned income
and the
JPEID. It is also expected that grantees will encourage
participants to take
advantage of other financial work incentives they may be
entitled to, such
as the Earned Income Tax Credit (EITC).
3) Community Supports for Work
Incorporation of a robust engagement strategy is key for
involving
residents in the targeted development and creating a working
community.
Engagement is more than signing up. Membership in the JPP
encourages
sustained involvement in the program, leading to residents'
ownership of
their own growth and experience. Additionally, the program’s
goals are to
yield continued benefits for both participants and future
residents of the
development beyond the grant period.
Program outreach towards residents is expected at all points
along the
employment spectrum – from unemployed individuals with no
work
history to working and underemployed families with substantial
work
history.
One key strategy for program retention will include the use of
residents as
Community Coaches. Community Coaches can market the various
aspects
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Lowell Housing Authority
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(350 Moody Street, Lowell, Massachusetts 01854 T. 978-937-3500
TDD 1-800-545-1833 x178 Fax 888-364-8835)
of the Jobs Plus program, disseminate information about job
opportunities
and programs via resident social networks in the development,
mentor
specific individuals or groups who enroll in Jobs Plus, and help
shape
program offerings and outreach efforts based on their intimate
knowledge
of the needs and strengths of the community. Further
information
regarding HUD’s Jobs Plus Initiative can be found at:
https://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/jppp
2.1.1 SCOPE OF WORK
The Lowell Housing Authority has issued this Request for
Proposals (RFP) to
solicit proposals from qualified providers for Case Management
services. This
position requires building relationships with and motivating
Lowell Housing
Authority residents to foster and empower economic, familial,
and educational
self-sufficiency. The Jobs Plus Case Manager assists Jobs Plus
Program
participants in achieving their employment goals, as well as
both their short-
and long-term self-sufficiency goals.
The Jobs Plus Case Manager will deliver a broad range of
counseling and
referral services for low-income participants enrolled in the
Jobs Plus
Program. The Jobs Plus Case Manager will support the mission and
the vision
established by the Authority’s Board of Commissioners and
Executive
Director.
The statements contained herein reflect general details as
necessary to
describe the principal functions of this job, the level of
knowledge and skill
typically required, and the scope of responsibility, but this
should not be
considered an all-inclusive listing of work requirements.
Individuals may
perform other duties as assigned, including work in other
functional areas to
cover absences or relief, to equalize peak work periods or
otherwise balance
the workload.
2.1.2 CASE MANAGER POSITION SUMMARY
The Program Case Manager is responsible for working with
individuals
referred from the Lowell Housing Authority Jobs Plus Program to
support
them in identifying a long-term (up to four years) career path
that ideally
matches their skills and interests in a career path located in
their region that
provides livable wages, benefits, and opportunities for
advancement. The
Program Case Manager supports each individual in identifying any
training or
education needed and assisting with accessing those education
and training
resources. A major role for this position is providing
vocational skills and job
readiness training that includes career assessments, resume
development,
interviewing and application skills training, networking,
utilizing the Internet
for resources, and developing a broad base of employer
relationships with the
goal to place individuals in careers that are a long-term match.
Once an
individual is employed, the Program Case Manger will provide job
retention
supports to ensure the success of the job placement and retain a
positive
relationship with employers with the goal of future additional
placements for
prospective other job seekers in the program.
https://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/jppp
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Lowell Housing Authority
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(350 Moody Street, Lowell, Massachusetts 01854 T. 978-937-3500
TDD 1-800-545-1833 x178 Fax 888-364-8835)
2.1.3 POSITION RESPONSIBLITIES
• Conducts assessments with prospective participants to
determine
program eligibility, identify service needs and barriers to
the
achievement of self- sufficiency, develop individual
training/service
plans with participants and make referrals or linkages to
community
agencies.
• Provides guidance, advocacy, and referrals to community
agencies to
resolve and facilitate the participants’ transition to economic
and
family self-sufficiency (counseling in life skills areas
including
parenting, employment, education, financial management, and
accessing public assistance).
• Maintains weekly/monthly face to face contact with
participants to
counsel participant on areas of employment, education, service
needs,
financial management, and other identified needs.
• Partners with the individual to create an Individual Training
and
Service Plan (ITSP) that extends through the length of the
program;
building a career path with goals and the steps required to meet
the
goals towards self-sufficiency.
• Supports the individual to make progress on their ITSP
through
ongoing case management on career development tasks and
regular/ongoing follow up/check-ins with participant including
post-
employment support.
• Connects individual to the community partner resources such as
the
Career Center to support education, and training tied to the
career
path.
• Establishes and maintains strong, collaborative relationships
with
community partners, employers, funding sources, and other
workforce
development agencies or community agencies to secured needed
resources to help participants achieve goals.
• Performs extensive job development and business
development,
working with the MassHire Lowell Career Center Business
Services
team, to secure permanent unsubsidized employment for
program
participants.
• Makes a set number of weekly contacts for business development
to
employers, developing new relationships and fostering
current
relationships.
• Documents all program services, activities and notes and
confidential
records in the Case Management software and enters all
relevant
information in the digital casefiles (TAGG).
• Completes all relevant training required by the program
(including
TAGG).
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• Works with LHA’s Property Managers and Jobs Plus Director to
ensure
understanding of the needs of and appropriate service delivery
to
residents.
• Explains the Job Plus Earned Income Disregard (JPEID) to
program
participants and prospective enrollees.
• Develops, coordinates, and conducts monthly workshops with
the
focus on vocational and life skills that will support
participants achieve
self-sufficiency.
• Assists with marketing and outreach for the Jobs Plus Initiate
to
increase awareness, program marketing, and program
utilization.
• Completes all required documentation and reporting.
• Works closely with other Jobs Plus team members to ensure
the
success of the program.
• Ability to be flexible.
• Ability to work some nights and weekends as needed.
• Other duties as assigned.
2.2 QUALIFICATIONS
2.2.0 QUALICATION REQUIREMENTS
To perform this job successfully, an individual must be able to
perform each
essential job duty satisfactorily. The requirements listed below
are
representative of the knowledge, skill and/or ability required.
Reasonable
accommodation may be made to enable individuals with
disabilities to
perform essential functions.
2.2.1 EDUCATION AND/OR EXPERIENCE
Undergraduate Degree from four-year college or university in a
related field,
i.e., Business, Education Marketing, Human Services, and/or
Humanities or
equivalent is preferred. At least three+ years’ experience in
vocational skills
development and training programs, and job development
experience is
required. Experience working with and the ability to engage
disadvantaged
groups and motivational/behavioral interviewing is required.
Microsoft Office
(Word, Excel, PowerPoint) expertise; Prior experience in office
procedures,
record keeping, data entry and reporting. Excellent time
management skills
and ability to meet deadlines.
Current First Aid/CPR certified or ability to obtain with
LHA.
Valid driver’s license and insured vehicle required.
2.2.2 LANGUAGE SKILLS
Spanish or Khmer speaking and writing preferred. Ability to
read, analyze,
and interpret general business periodicals, professional
journals, technical
procedures, or governmental regulations. Ability to write
reports, business
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correspondence, and procedure manuals. Ability to effectively
present
information remotely and in person and respond to questions
about the
program and the LHA from groups of managers, clients, customers,
and the
public.
2.2.3 REASONING ABILITY
Ability to solve practical problems and deal with a variety of
concrete
variables in situations where only limited standardization
exists. Ability to
interpret a variety of information and instructions furnished in
written, oral
diagram, or graphic form.
2.2.4 OTHER SKILLS AND ABILLITIES
Ability to understand and be sensitive to the needs of
economically challenged
individuals. Ability to communicate well and maintain effective
working
relationships with different constituencies. Must have excellent
written and
oral communications skills and be able to maintain detailed
records on an
automated and/or manual system. Must also be able to maintain
the
confidentiality of program participants. Must have a motivating
and
enthusiastic demeanor with the ability to overcome barriers and
objections.
2.2.5 PHYSICAL DEMANDS
Reasonable accommodations will be made to enable individuals
with
disabilities to perform the essential functions. While
performing the duties of
this job the employee is regularly required to use hands to
finger for
calculator and computer mouse and talk and hear. Specific vision
abilities
required by this job include close vision, color vision and the
ability to adjust
focus.
2.3 CONTRACT PERIOD, ESTIMATED VALUE
2.3.0 CONTRACT PERIOD
The LHA intends to award a contract agreement for this RFP based
on an
annual agreement from the date of the award with three (3)
annual
extensions at the LHA’s sole option (maximum of four (4) years,
contingent
upon Board approval), for fees charged for services during the
term and rates
that are fair and reasonable, allowable and allocable. LHA may
discontinue
this contract immediately upon furnishing written notice to the
contractor.
2.3.1 ESTIMATED VALUE
Case Management services will be compensated at a rate of
$50,000 annually
for 4 years. The total compensation over four years will be
$200,000. This is a
full- time position is funded through the administrative
allocation of all Jobs
Plus Grant funding sources. Fringe benefits and additional
salary
arrangements are to be covered by the case management firm.
2.4 PROPOSAL CONTENT
2.4.0 SIGNED COVER LETTER
Proposals shall include a cover letter signed by an official
authorized to bind
the proposer / company, which includes an executive summary
stating (a)
how the Proposer meets the minimum qualifications of the RFP,
(b) its staff, if
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SERVICES
Lowell Housing Authority
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any, meet or exceed the requirements of the RFP, and (c) that
the proposal is
firm during the acceptance period, which expires 60 calendar
days from the
proposal due date.
2.4.1 COMPONENT SEQUENCE OF PROPOSALS
Proposals must state the experience of the Proposer’s firm in
sufficient detail
to show the ability and competence of the Proposer to fully
perform the Scope
of Services and compliance with the RFP requirements and
intent.
Each of the “Minimum Qualifications” in the RFP Section 2 and
other
requirements in the RFP shall be addressed sequentially in the
Proposal
Section.
2.4.2 PROPOSAL NARRATIVE
Proposal narratives and support documentation for minimum
qualifications
include:
1.) That the Proposer has provided case management services
relevant to
this RFP on behalf of public entities. Such entities may
include
development and redevelopment projects.
2.) Supported information about the experiences of the
Proposer’s firm in
sufficient detail to show the ability and competence of the
Proposer to
fully perform the Scope of Services and compliance with the
RFP
requirements and intent.
3.) Each of the “Evaluation Criteria” in RFP Section 3.1, 3.2
and other
requirements in the RFP shall be addressed sequentially and
cross-
referenced in the Proposal.
2.5 BASIS OF PRICING
The LHA has been awarded a Jobs Plus grant for a four-year
program period. Case
Management Services shall be funded through this grant at an
annual budgeted
compensation rate of $50,000 annually. Fringe benefits and
additional salary
arrangements are not a part of this contract.
2.6 REFERENCES
Proposers shall provide the minimum client reference stated in
the criteria below in
Section 2.6.1, including, to the greatest extent possible,
references from federal or
federally subsidized public entities, such as housing and
development authorities, for
which services were performed in the past five (5) years and
that are similar to the
Scope of Services. References shall be, to the greatest extent
possible, based
services performed by individuals who are being proposed to
perform the Scope of
Services.
2.6.0 REFERENCE COMPONENTS
Each reference must include, at a minimum, the following
information:
1.) Jurisdiction Name
2.) Contact Name
3.) Address (Street Address, City, State, Zip Code)
4.) Telephone Number
5.) Email Address
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Lowell Housing Authority
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(350 Moody Street, Lowell, Massachusetts 01854 T. 978-937-3500
TDD 1-800-545-1833 x178 Fax 888-364-8835)
2.6.1 PERFORMANCE INFORMATION
1.) Specific description of services provided
2.) Dates service were performed, completion date (actual or
target
date/present percent completed status)
3.) Persons who performed the services
4.) Results and successes of the project
2.7 INTERVIEWS / PRESENTATIONS
2.7.0 CLARIFICATIONS
The LHA may opt in its sole judgment to clarify proposals and
the abilities of
the contemplated case manager through an interview process. The
order of
invitations to interview for choice of available time slots will
be selected by
the LHA at random; the method and result shall be documented to
the RFP
file.
2.7.1 SCOPE; PARTICIPATION BY PRINCIPALS, LEAD PERSONNEL
If held, lead personnel such as principals, project managers and
lead analysts
who are listed in the proposal must participate in the
presentation and
interview. Interviews will be approximately 60 minutes,
inclusive of the
Proposer’s presentation, which is limited to 30 minutes and may
include slides
(PowerPoint or similar presentation) at the Proposer’s
option.
Presentations are for clarification and focus and shall only
contain concepts
for the proposal that were reviewed by the Selection Committee
with the
submissions. Requests for written clarifications, questions and
answers may
be employed by the LHA after any presentation/interview.
2.7.2 PERSONNEL SUBSTITUTIONS DURING CONTEMPLATED AGREEMENT
TERMS
Personnel substitution during any contemplated contract, Work
Order or
agreement of any principal, project manager, inspector or other
key
individuals may be grounds for contract termination. No
subcontracting or
personnel substitution or re-assignment to this project is
permitted without
advance notice and approval by the LHA. The LHA reserves the
right to review
qualifications, resumes, references and meet/interview any
proposed
replacement personnel and may determine whether contract
performance
may be met by the contractor. The LHA may impose a reasonable
review
period to determine if the replacement personnel meets or
exceeds the
performance requirements of the contemplated agreement.
2.8 PLAN NEGOTIATION WITH TOP-RANKED PROPOSER; PROCESS
Following the proposal submission, technical reviews and
after
interviews/presentations, if any, the LHA, if needed, may
negotiate a plan agreement
with the most advantageous case manager, which may include
meeting the balance
of the proposed team. If no agreement can be reached with the
most advantageous
case manager, that case manager shall be dismissed and the LHA
shall proceed to
negotiations, if needed, with the advantageous case manager.
This process may be
repeated as necessary until a satisfactory agreement is reached
with an
advantageous proposer or process is otherwise terminated.
3.0 RULE FOR AWARD – EVALUATION FACTORS AND SCORING
CLASSIFICATIONS
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SERVICES
Lowell Housing Authority
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(350 Moody Street, Lowell, Massachusetts 01854 T. 978-937-3500
TDD 1-800-545-1833 x178 Fax 888-364-8835)
An initial one-year contract is anticipated for award to the
responsive and
responsible Case Manager whose proposal is most advantageous to
the LHA, taking
into consideration the requirements of this RFP, the case
manager’s experience, staff
capacity, references and plan for providing the scope of
services as well as the
proposal price. The LHA Selection Committee will consider the
comparable
value/price for the level of services offered by proposals
determined within the
“Competitive Range” (see below**). Since price is not the
primary award criterion,
the LHA is not restricted to award a contract to the responsive,
responsible case
manager with the lowest price, but must substantiate its
decision not to do so. LHA
reserves its option to renew this contract for three additional
one-year contract
periods not to exceed a total of four years.
The comparative qualitative criteria and scoring classifications
are detailed in Section
3.1 below, and are: “Highly Advantageous”, “Advantageous”,
“Not
Advantageous” and “Unacceptable.”
Each element and item of information requested must be answered
completely, or
any omissions completely explained and justified. A maximum of
four proposals that
are ranked highest within the Competitive Range of proposals
will advance to
interviews and cost evaluation. **Competitive Range means
meeting at least the
minimum technical/mandatory qualifications and generally ranked
“Advantageous”
in all qualitative areas of the RFP. The LHA reserves its right
to waive non-statutory
or non-regulatory components and other informal (items required
only by the LHA
and/or unfairly limited competition) and minor informalities if
in the best interest of
the LHA to do so.
3.1 MINIMUM EVALUATION CRITERIA
At a minimum, the services being offered to the Authority as a
result of this RFP,
must meet the following requirements. Proposals which do not
meet the minimum
requirements as set forth herein may be considered unresponsive,
at the Authority’s
sole discretion, and may be rejected. Proposers shall submit
written documentation
to address each of the minimum evaluation criteria listed
below.
Staff assigned to perform under this RFP:
1. Have a clean driver’s record, a valid driver’s license and an
insured vehicle? Y or N
2. Are bilingual (Spanish and/or Khmer): Speaking, writing and
reading? Y or N
3. Have a minimum of 4+ years of case management experience
working with the public housing sector? Y or N
3.2 COMPARATIVE EVALUATION CRITERIA
The Lowell Housing Authority shall apply the criteria, which
follows in its evaluation
of the proposals. The purpose of the information requested in
this section is to assist
the evaluation committee in making decisions about the
proposers’ overall
qualifications, including technical abilities and previous
experience. Proposers
should clearly respond in writing to each criterion as
enumerated,
responses to the following areas shall be complete and full.
The Chief Procurement Officer will select an individual(s) to
assist in evaluating the
proposals. The individuals will review each proposal- and
provide the Chief
Procurement Officer with a recommendation regarding
“responsiveness” or “non-
responsiveness.”
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LHA REQUEST FOR PROPOSALS – RFP 2021-1 JOBS PLUS CASE MANAGEMENT
SERVICES
Lowell Housing Authority
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(350 Moody Street, Lowell, Massachusetts 01854 T. 978-937-3500
TDD 1-800-545-1833 x178 Fax 888-364-8835)
Proposals that fulfill all "minimum" criteria will be evaluated
based on "Comparative
Evaluation Criteria.”
1) Experience and Qualifications:
Highly Advantageous: The proposal provides evidence that the
respondent
has direct experience regarding workforce development and
case
management as defined in the RFP by providing a list of three or
more
projects of similar size and scope performed by the service
provider.
Advantageous: The proposal provides evidence that the respondent
has
direct experience regarding workforce development services and
case
management as defined in the RFP by providing a list of two
projects of
similar size and scope performed by the service provider.
Not Advantageous: The proposal provides evidence that the
respondent
has direct experience regarding workforce development services
and case
management as defined in the RFP by providing a list of one
project of similar
size and scope performed by the service provider.
Unacceptable: The proposal provides no evidence that the
respondent has
direct experience regarding workforce development services and
case
management as defined in the RFP.
2) Planning & Project Management:
Highly Advantageous: The proposal provides a plan detailing how
the
services will be provided, including schedules, implementation
details, and
curriculum as appropriate that exceeds the expectations listed
in the RFP.
(i.e., case management, business development, job placement and
retention,
workshop facilitation, participant outcome,
tracking/reporting/case
management system, financial literacy services, employment
services and
community support for work, etc.).
Advantageous: The proposal provides a plan detailing how the
services will
be provided, including schedules, implementation details, and
curriculum as
appropriate that meets the expectations and duties listed in the
RFP. (i.e.,
case management, job development, workshop facilitation,
participant
outcome, tracking/case management system, financial literacy
services
employment services and community supports for work, etc.).
Unacceptable: The proposal does not provide any plan detailing
how the
services will be provided and has not included schedules,
implementation
details, and curriculum.
3) Personnel:
Highly Advantageous: The respondent has identified a staffing
plan with
individuals who have 10 or more years of experience providing
workforce
development and community outreach and is equipped with the
appropriate
skill set to address the needs of the target population.
Advantageous: The respondent has identified a staffing plan with
individuals
who have more than five but less than 10 years of experience
providing
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SERVICES
Lowell Housing Authority
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(350 Moody Street, Lowell, Massachusetts 01854 T. 978-937-3500
TDD 1-800-545-1833 x178 Fax 888-364-8835)
workforce development and community outreach and is equipped
with the
appropriate skill set to address the needs of the target
population.
Not Acceptable: The respondent has identified a staffing plan
with
individuals who have more than three but less than five years of
experience
providing workforce development and community outreach and is
equipped
with the appropriate skill set to address the needs of the
target population.
Unacceptable: The respondent has not identified a staffing plan
with
individuals who have experience providing workforce development
and
community outreach and is equipped with the appropriate skill
set to address
the needs of the target population.
4) Soundness of Approach: The proposal should provide evidence
of
experience with engaging residents in government sponsored
programs;
coordinating community stakeholders and/or grass root
community
organizations; as well as coordinating service delivery of
multiple providers.
Highly Advantageous: The proposal includes a detailed sound
approach to
the implementation of the Jobs Plus Initiative Program, with
discussion on the
respondent’s approach to meeting the three primary objectives of
the Jobs
Plus Program.
Advantageous: The proposal includes a detailed summary of
the
implementation of the Jobs Plus Initiative Program with a brief
discussion of
the respondent’s approach to meeting the three primary
objectives of the
Jobs Plus Program.
Unacceptable. The proposal does not address an implementation
plan or
the objectives approach to meeting the objectives of the Jobs
Plus Program.
5) Tracking & Reporting/Achieve Performance Outcomes:
Highly Advantageous: The proposal provides evidence of strong
knowledge
and experience utilizing TAAG software for more than four years
for Jobs Plus
case management, grant reporting and other grant related
requirements.
Advantageous: The proposal provides evidence of strong knowledge
and
experience utilizing TAAG software for more than three years but
less than
four years for Jobs Plus case management, grant reporting and
other grant
related requirements, or a similar case management tracking
software system
(to be explained in proposal response: Name of software, what it
tracks,
reports, etc.).
Not Advantageous: The proposal provides evidence of some
knowledge
and minimal experience utilizing TAAG software for less than
three years but
more than two years for Jobs Plus case management, grant
reporting and
other grant related requirements, or a similar case management
tracking
software system (to be explained in proposal response: Name of
software,
what it tracks, reports, etc.).
Unacceptable: The proposal does not provide evidence of any
knowledge or
experience using TAAG software, or a similar case management
tracking
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Lowell Housing Authority
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(350 Moody Street, Lowell, Massachusetts 01854 T. 978-937-3500
TDD 1-800-545-1833 x178 Fax 888-364-8835)
software system (to be explained in proposal response: Name of
software,
what it tracks, reports, etc.).
4.0 PROPOSAL SUBMITTAL INSTRUCTIONS
Every effort is made to outline the RFP requirements and provide
information in a
format that is clear and concise. Nevertheless, questions may
arise, or additional
information may be needed.
All contact relative to this solicitation must be made in
writing and directed to LHA’s
Chief Procurement Officer, Rita V. Brousseau (email:
[email protected]). Applicant must
not make inquiry or communicate with any other LHA staff member
or official (including
members of the Board of Commissioners) pertaining to this RFQ.
Failure to submit by this
requirement may be cause for the LHA to not consider an
application submittal received
from any Applicant who has not submitted by this directive.
Proposals shall be submitted in one (1) sealed package marked
“Proposal RFP
2021-1 due (due date & time),” that must contain two (2)
sealed packets as
follows:
Packet (1): Shall be clearly marked “Technical/Narrative
Proposal” and include the
detailed description and proposed plan of services. Absolutely
no pricing information
shall be included. Pricing listed anywhere in the Technical
Proposal will result in the
rejection of the proposal.
Packet (2): Shall be clearly marked “Cost Proposal” and shall
include the Cost
Proposal and all pricing information proposed (ATTACHMENT
E).
Any corrections to proposals prior to the submission deadline
must be also sealed
and delivered in the same manner as required in this
section.
NOTE: Packages mailed via U.S. Postal Service will be delivered
to a post office box.
Arrival at the LHA Executive Offices prior to the due date and
time cannot be
presumed or guaranteed. Proposers are solely responsible for
timely delivery to the
LHA office:
Lowell Housing Authority
Department of Finance and Procurement
350 Moody Street
Lowell, MA 01854
“PROPOSAL – RFP 2021-1 DUE: February 17, 2021 by 11:00 AM”
4.1 PROPOSAL PREPARATION
4.1.1 CONTENT, BINDING
Please prepare proposals in a practical, legible, clear,
concise, coherent and
straightforward manner without distracting marketing material
and elaborate
forms or exhibits. Flat binding is preferred for space
considerations.
No redundancy. If a document supports multiple parts of the
proposal, please
reference its first and original location in those multiple
sections.
mailto:[email protected]
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Lowell Housing Authority
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(350 Moody Street, Lowell, Massachusetts 01854 T. 978-937-3500
TDD 1-800-545-1833 x178 Fax 888-364-8835)
Please do not permanently bind or staple the original documents
for
the Technical Proposal or Cost Proposal so that the LHA may scan
or
copy submissions.
Please do not submit the entire published RFP document. Only
submit the
completed forms and documents required by the RFP.
4.1.2 SUMBITTAL TERMS
4.1.2.1 NO CHARGES: The LHA shall not accept charges for the
requested information.
4.1.2.2 CONTENT OF CONTRACT: The contract shall be based on
this
Request for Proposals, addenda and the contractor’s
proposal.
4.1.2.3 SIGNED SUBMISSIONS: The proposal shall be signed by
an
official authorized to bind the company and shall contain a
statement that the proposal is firm during the acceptance
period,
which expires 60 calendar days from the proposal due date.
4.1.2.4 WITHDRAWN PROPOSALS: Proposals may be withdrawn by
the proposer via written request received by LHA no later
than
the time set for opening of the proposals. Any proposal that
is
withdrawn may nevertheless be opened and reviewed. Proposals
opened on the proposed due date shall not be withdrawn
without
the consent of LHA for 60-days after the proposal due date.
4.1.2.5 LHA’S RIGHTS: ACCEPTANCE, REJECTION, EXCEPTIONS,
AMENDMENT, WAIVING INFORMALITIES, CONTRACT
INCORPORATION, EXCLUSIONS, ETC.: LHA reserves the right
to accept or reject any and all proposals, to waive minor
informalities, to negotiate all plan-related terms and
conditions
with any qualified source, or to cancel or amend this RFP in
part
or its entirety. Proposals or parts thereof will be incorporated
into
the final contract. Proposers may be excluded from further
consideration for failure to fully comply with the
specifications of
the RFP. General Conditions on ATTACHMENT D and are
incorporated herein.
4.1.2.6 DEBARMENT AND LIMITED DENIAL OF PARTICIPATION
(LDP): LHA will reject any proposal where its proposer is
debarred or under a relevant (federal) Limited Denial of
Participation (LDP)1 by U.S. Government agencies including
the
Department of Housing and Urban Development (HUD) and/or
the Commonwealth of Massachusetts or its political
subdivisions
from providing goods or services, and reserves the right to
reject
the proposal of any proposer who has previously failed to
perform any contract properly for any purchaser, or to
complete
on time, contracts of a similar nature, who are not in the
position
1 Limited Denial of Participation:
https://www5.hud.gov/Ecpcis/main/ECPCIS_List/main/ECPCIS_List.jsp
https://www5.hud.gov/Ecpcis/main/ECPCIS_List/main/ECPCIS_List.jsp
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Lowell Housing Authority
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to perform the contract, or who has neglected the payment of
bills or otherwise disregarded as obligations to clients,
purchasers, subcontractors or employees.
Failure of the successful proposer to accept these and other
terms will void the
award. Acceptance of the proposal is subject to the approval of
the LHA Board of
Commissioners.
LHA reserves the right to make a contract award based solely
upon the proposals, or
to negotiate with one of more proposers’ plan delivery to the
extent permitted by
law. The proposer(s) selected for the award will be chosen on
the basis of the
greatest benefits to the LHA, and not necessarily on the basis
of lowest price.
4.2 EQUAL EMPLOYMENT OPPORTUNITY CONTRACTING POLICY
LHA adopted its Equal Employment Opportunity Contracting Policy
(hereinafter
referred to as the Policy) to ensure non-discrimination and
equal employment goals
for minorities and females in accordance with Presidential
Executive Order 11246 as
amended.
Pursuant to the Policy, each proposer shall submit with its bid
and Employment
Utilization Report demonstrating compliance with the
requirements set forth under
the Policy. Compliance with the provisions of the Policy is
required for acceptable
performance of the contract. Failure to submit or sign the
Employment Utilization
Report may rule the bid non-responsive. Submission of
incomplete, inaccurate, or
inconsistent information on the Report may result in a formal
investigation and/or a
rejection of part or the entire bid. Proposer is required to
document “good faith”
efforts taken towards compliance with the Policy.
4.3 TABBED PROPOSAL FORMAT
Prepare Proposals in the following tabbed format. Tabs should be
appropriately
numbered and should extend past the page so that sections can be
quickly
referenced:
Tab 1: Proposer’s letter of introduction and compliance
statement
Tab 2: Signed firm narrative and ATTACHMENT C and C-1
Tab 3: Certificate of Insurance (ACORD 25 or equivalent),
Certificate of Non-
Collusion, Tax Compliance, Form W9
Tab 4: Proposed Services and Staff Resumes (The Proposal)
Tab 5: Statement of Managerial Capacity, “Back Office”
Qualifications
Tab 6: Client Information and References
Tab 7: Equal Opportunity Statement
Tab 8: Subcontract/Joint Venture Information (Optional)
Tab 9: Section 3 Business Preference Documentation
Tab 10: Other information, sample documents supplied by
proposer
If no information is to be placed under any of the above noted
tabs (especially the
"Optional" tabs), please place there under a statement such as
"THIS TAB LEFT
INTENTIONALLY BLANK." Do not eliminate any of the tabs.
5.0 SELECTION POLICY
Proposals will be scored by the LHA Evaluation Team and
recommendations will be
submitted to the CPO. Upon acceptance, the package will be
recommended to the
LHA Executive Director and the Board of Commissioners for final
approval. Once
approved, selected proposer will enter into a contract agreement
with the Lowell
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Lowell Housing Authority
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(350 Moody Street, Lowell, Massachusetts 01854 T. 978-937-3500
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Housing Authority under the terms and conditions set forth in
this RFP and
attachments.
6.0 ADDITIONAL INFORMATION
Proposals may be rejected for any reason if found not to be in
the best interest of
the Lowell Housing Authority. The LHA may also consider
additional references and
information provided it determines information is relevant and
beneficial to the LHA
and its decision-making process.
7.0 ATTACHMENT LIST
The following is a summary of the attached documents relevant to
this RFP.
ATTACHMENT A: HUD Table 5.1, Mandatory Contract Clauses for
Small
Purchases Other than Construction.
ATTACHMENT B: HUD-5369-B, Instructions to Offerors,
Non-Construction
ATTACHMENT C: HUD-5369-C, Certifications and Representations of
Offerors,
Non-Construction Contract (Submit under Tab 2)
ATTACHMENT C-1: Profile of Firm / Company Profile (Submit under
Tab 2)
ATTACHMENT D: HUD-5370-C, General Condition for Non-Construction
Contracts
ATTACHMENT E: Cost/Price Proposal Form (Submit in sealed Price
Proposal
envelope 2)
ATTACHMENT F: Standard LHA Goods and Services Agreement
(Sample)
ATTACHMENT G: Certification for Business Concerns Seeking
Section 3
Preference (Submit under Tab 9)
ATTACHMENT H: Non-Collusion, Tax Compliance & Form W9
(Submit under Tab
3)
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Lowell Housing Authority
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(350 Moody Street, Lowell, Massachusetts 01854 T. 978-937-3500
TDD 1-800-545-1833 x178 Fax 888-364-8835)
ATTACHMENT A HUD Table 5.1, Mandatory Contract Clauses for Small
Purchases Other than Construction.
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TABLE 5.1 of HUD Procurement Handbook 7460.8 REV 2
MANDATORY CONTRACT CLAUSES FOR SMALL PURCHASES OTHER THAN
CONSTRUCTION
The following contract clauses are required in contracts
pursuant to 24 CFR 85.36(i) and Section 6002 of the Solid Waste
Disposal Act, as amended by the Resource Conservation and Recovery
Act. HUD is permitted to require changes, remedies, changed
conditions, access and records retention, suspension of work, and
other clauses approved by the Office of Federal Procurement Policy.
The PHA and contractor is also subject to other Federal laws
including the U.S. Housing Act of 1937, as amended, Federal
regulations, and state law and regulations. Examination and
Retention of Contractor’s Records. The PHA, HUD, or Comptroller
General of the United States, or any of their duly authorized
representatives shall, until three years after final payment under
this contract, have access to and the right to examine any of the
Contractor’s directly pertinent books, documents, papers, or other
records involving transactions related to this contract for the
purpose of making audit, examination, excerpts, and transcriptions.
Right in Data and Patent Rights (Ownership and Proprietary
Interest). The PHA shall have exclusive ownership of, all
proprietary interest in, and the right to full and exclusive
possession of all information, materials, and documents discovered
or produced by Contractor pursuant to the terms of this Contract,
including, but not limited to, reports, memoranda or letters
concerning the research and reporting tasks of the Contract. Energy
Efficiency. The Contractor shall comply with all mandatory
standards and policies relating to energy efficiency which are
contained in the energy conservation plan issued in compliance with
the Energy Policy and Conservation Act (Pub.L. 94-163) for the
State in which the work under this contract is performed.
Procurement of Recovered Materials (a) In accordance with Section
6002 of the Solid Waste Disposal Act, as amended by the Resource
Conservation and Recovery Act, the Contractor shall procure items
designated in guidelines of the Environmental Protection Agency
(EPA) at 40 CFR Part 247 that contain the highest percentage of
recovered materials practicable, consistent with maintaining a
satisfactory level of competition. The Contractor shall procure
items designated in the EPA guidelines that contain the highest
percentage of recovered materials practicable unless the Contractor
determines that such items: (1) are not reasonably available in a
reasonable period of time; (2) fail to meet reasonable performance
standards, which shall be determined on the basis of the guidelines
of the National Institute of Standards and Technology, if
applicable to the item; or (3) are only available at an
unreasonable price. (b) Paragraph (a) of this clause shall apply to
items purchased under this contract where: (1) the Contractor
purchases in excess of $10,000 of the item under this contract; or
(2) during the preceding Federal fiscal year, the Contractor: (i)
purchased any amount of the items for use under a contract that was
funded with Federal appropriations and was with a Federal agency or
a State agency or agency of a political subdivision of a State; and
(ii) purchased a total of in excess of $10,000 of the item both
under and outside that contract. Termination for Cause and for
Convenience (contracts of $10,000 or more). (a) The PHA may
terminate this contract in whole, or from time to time in part, for
the PHA’s convenience or the failure of the Contractor to fulfill
the contract obligations (cause/default). The PHA shall terminate
by delivering to the Contractor a written Notice of Termination
specifying the nature, extent, and effective date of the
termination. Upon receipt of the notice, the Contractor shall: (1)
immediately discontinue all services affected (unless the notice
directs otherwise), and (2) deliver to the PHA all information,
reports, papers, and other materials accumulated or generated in
performing the contract, whether completed or in process. (b) If
the termination is for the convenience of the PHA, the PHA shall be
liable only for payment for services rendered before the effective
date of the termination. (c) If the termination is due to the
failure of the Contractor to fulfill its obligations under the
contract (cause/default), the PHA may (1) require the Contractor to
deliver to it, in the manner and to the extent directed by the PHA,
any work described in the Notice of Termination; (2) take over the
work and prosecute the same to completion by contract of otherwise,
and the Contractor shall be liable for any additional cost incurred
by the PHA; and (3) withhold any payments to the Contractor, for
the purpose of set-off or partial payment, as the case may be, of
amounts owned by the PHA by the Contractor. In the event of
termination for cause/default, the PHA shall be liable to the
Contractor for reasonable costs incurred by the Contractor before
the effective date of the termination. Any dispute shall be decided
by the Contracting Officer.
2.0 - HUD 7460.8c05 Table 5.1 Required Clauses for Small
Purchases Rev 2.8.13.doc
Page 1 of 1
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LHA REQUEST FOR PROPOSALS – RFP 2021-1 JOBS PLUS CASE MANAGEMENT
SERVICES
Lowell Housing Authority
Page 23 of 67
(350 Moody Street, Lowell, Massachusetts 01854 T. 978-937-3500
TDD 1-800-545-1833 x178 Fax 888-364-8835)
ATTACHMENT B HUD-5369-B, Instructions to Offerors,
Non-Construction
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22
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LHA REQUEST FOR PROPOSALS – RFP 2021-1 JOBS PLUS CASE MANAGEMENT
SERVICES
Lowell Housing Authority
Page 24 of 67
(350 Moody Street, Lowell, Massachusetts 01854 T. 978-937-3500
TDD 1-800-545-1833 x178 Fax 888-364-8835)
ATTACHMENT C HUD-5369-C, Certifications and Representations of
Offerors, Non-Construction
Contract
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LHA REQUEST FOR PROPOSALS – RFP 2021-1 JOBS PLUS CASE MANAGEMENT
SERVICES
Lowell Housing Authority
Page 25 of 67
(350 Moody Street, Lowell, Massachusetts 01854 T. 978-937-3500
TDD 1-800-545-1833 x178 Fax 888-364-8835)
ATTACHMENT C-1 PROFILE OF FIRM
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Lowell Housing Authority
(350 Moody Street, Lowell, Massachusetts 01854 T. 978-937-3500
TDD 1-800-545-1833 x178 Fax 888-364-8835)
ATTACHMENT C-1 PROFILE OF FIRM
(1) Prime Sub-contractor (This form must be completed by and for
each).
(2) Name of Firm: _____________________________ Telephone:
_____________Fax: ____________ Website: _______ _____
(3) Street Address, City, State, Zip:
________________________________________________
(4) Please attached a brief biography/resume of the company,
including the following information:(a) Year Firm Established; (b)
Year Firm Established in Massachusetts; (c) Former Name andYear
Established (if applicable); (d) Name of Parent Company and Date
Acquired (ifapplicable).
(5) Identify Principals/Partners in Firm (submit under Tab No. 5
a brief professional resume foreach):NAME TITLE % OF OWNERSHIP
(6) Identify the individual(s) that will act as project manager
and any other supervisory personnelthat will work on project;
please submit under Tab No. 5 a brief resume for each. (Do
notduplicate any resumes required above):NAME TITLE
(7) Proposer Diversity Statement: You must mark all of the
following that apply to theownership of this firm and enter where
provided the correct percentage (%) of ownership ofeach:
Caucasian American (male) % Publicly-Held Corporation %
Government Agency % Non-Profit %
Resident-(RBE), Minority-(MBE), or Woman-Owned (WBE) Business
Enterprise qualifies by virtue of 51% or more ownership and active
management by one or more of the following:
Resident-Owned % African American % Native American % Hispanic
American % Asian/Pacific American %, Hasidic Jew %
Asian/Indian American % Woman-Owned (MBE) % Woman-Owned
(Caucasian) % Disabled Veteran % Other (Specify): %.
W/M/BE Certification Number: , Certified by (Agency/State): (A
CERTIFICATION/NUMBER NOT REQUIRED TO PROPOSE – ENTER IF
AVAILABLE)
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Lowell Housing Authority
(350 Moody Street, Lowell, Massachusetts 01854 T. 978-937-3500
TDD 1-800-545-1833 x178 Fax 888-364-8835)
ATTACHMENT C-1 continued PROFILE OF
FIRM (8) Federal Tax ID No.:
(9) Local Business License No. (if applicable):
(10) Commonwealth/State of Massachusetts License Type and
No.:
(11) Worker’s Compensation Insurance Carrier:Policy No.:
Expiration Date:
(12) General Liability Insurance Carrier:Policy No.: Expiration
Date:
(13) Professional Liability Insurance Carrier:Policy No.:
Expiration Date:
(14) Debarred Statement: Has this firm, or any principal(s) ever
been debarred from providingany services by the Federal Government,
any state government, the Commonwealth ofMassachusetts, or any
local government agency within or without the Commonwealth
ofMassachusetts? Yes No If "Yes," please attach a full detailed
explanation, including dates, circumstances and currentstatus.
(15) Disclosure Statement: Does this firm or any principals
thereof have any current, pastpersonal or professional relationship
with any Commissioner or Officer of the LHA?Yes No If "Yes," please
attach a full detailed explanation, including dates, circumstances
and currentstatus.
(16) Felony Disclosure: Has any principal(s) or any person(s)
proposed to perform the work everbeen convicted of a felony? Yes No
If "Yes," please attach a full detailed explanation, including
dates, circumstances and currentstatus. PLEASE NOTE: The Agency
reserves the right to not make award to any proposerthat has staff
who have been convicted of a felony if the Agency feels that doing
such is inits best interests.
(17) Certificate of Non-Collusion: The undersigned certifies
under penalties of perjury that thisquote has been made and
submitted in good faith and without collusion or fraud with
anyother person. As used in this certification, the word "person"
shall mean any natural person,business, partnership, corporation,
union, committee, club, or other organization, entity, orgroup of
individuals.
(18) Verification Statement: The undersigned proposer hereby
states that by completing andsubmitting this form he/she is
verifying that all information provided herein is, to the best
ofhis/her knowledge, true and accurate, and agrees that if the
Agency discovers that anyinformation entered herein is false, that
shall entitle the Agency to not consider nor makeaward or to cancel
any award with the undersigned party.
Signature Date
Printed Name and Title
Company If firm is a corporation, attach a Certificate of
Corporate vote authorizing the signatory (See Standard Agreement
ATTACHMENT G, Exhibit E or use similar form)
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LHA REQUEST FOR PROPOSALS – RFP 2021-1 JOBS PLUS CASE MANAGEMENT
SERVICES
Lowell Housing Authority
Page 26 of 67
(350 Moody Street, Lowell, Massachusetts 01854 T. 978-937-3500
TDD 1-800-545-1833 x178 Fax 888-364-8835)
ATTACHMENT D HUD-5370-C, General Condition for Non-Construction
Contracts
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General Conditions for Non-Construction Contracts
U.S. Department of Housing and Urban Development Office of
Public and Indian Housing
Section II – (With Maintenance Work) Office of Labor Relations
OMB Approval No. 2577-0157 (exp. 1/01/2014)
Public Reporting Burden for this collection of information is
estimated to average 0.08 hours per response, including the time
for reviewing instructions, searching existing data sources,
gathering and maintaining the data needed, and completing and
reviewing the collection of information. Send comments regarding
this burden estimate or any other aspect of this collection of
information, including suggestions for reducing this burden, to the
Reports Management Officer, Office of Information Policies and
Systems, U.S. Department of Housing and Urban Development,
Washington, D.C. 20410-3600; and to the Office of Management and
Budget, Paperwork Reduction Project (2577-0157), Washington, D.C.
20503. Do not send this completed form to either of these
addressees. Applicability. This form HUD-5370C has 2 Sections.
These Sections must be inserted into non-construction contracts as
described below:
1) Non-construction contracts (without maintenance) greater than
$100,000 - use Section I;
2) Maintenance contracts (including nonroutine maintenance as
defined at 24 CFR 968.105) greater than $2,000 but not more than
$100,000 - use Section II; and
3) Maintenance contracts (including nonroutine maintenance),
greater than $100,000 – use Sections I and II.
==================================================== Section II
– Labor Standard Provisions for all Maintenance Contracts greater
than $2,000 ==================================================== 1.
Minimum Wages
(a) All maintenance laborers and mechanics employed under this
Contract in the operation of the project(s) shall be paid
unconditionally and not less often than semi-monthly, and without
subsequent deduction (except as otherwise provided by law or
regulations), the full amount of wages due at time of payment
computed at rates not less than those contained in the wage
determination of the Secretary of Housing and Urban Development
which is attached hereto and made a part hereof. Such laborers and
mechanics shall be paid the appropriate wage rate on the wage
determination for the classification of work actually performed,
without regard to skill. Laborers or mechanics performing work in
more than one classification may be compensated at the rate
specified for each classification for the time actually worked
therein; provided, that the employer’s payroll records accurately
set forth the time spent in each classification in which work is
performed. The wage determination, including any additional
classifications and wage rates approved by HUD under subparagraph
1(b), shall be posted at all times by the Contractor and its
subcontractors at the site of the work in a prominent and
accessible place where it can be easily seen by the workers.
(b) (i) Any class of laborers or mechanics which is not listed
in the wage determination and which is to be employed under the
Contract shall be classified in conformance with the wage
determination. HUD shall approve an additional classification and
wage rate only when the following criteria have been met:
(1) The work to be performed by the classification required is
not performed by a classification in the wage determination;
(2) The classification is utilized in the area by the industry;
and
(3) The proposed wage rate bears a reasonable relationship to
the wage rates contained in the wage determination.
(ii) The wage rate determined pursuant to this paragraph shall
be paid to all workers performing work
in the classification under this Contract from the first day on
which work is performed in the classification.
2. Withholding of funds
The Contracting Officer, upon his/her own action or upon request
of HUD, shall withhold or cause to be withheld from the Contractor
under this Contract or any other contract subject to HUD-determined
wage rates, with the same prime Contractor, so much of the accrued
payments or advances as may be considered necessary to pay laborers
and mechanics employed by the Contractor or any subcontractor the
full amount of wages required by this clause. In the event of
failure to pay any laborer or mechanic employed under this Contract
all or part of the wages required under this Contract, the
Contracting Officer or HUD may, after written notice to the
Contractor, take such action as may be necessary to cause the
suspension of any further payment or advance until such violations
have ceased. The Public Housing Agency or HUD may, after written
notice to the Contractor, disburse such amounts withheld for and on
account of the Contractor or subcontractor to the respective
employees to whom they are due.
3. Records
(a) The Contractor and each subcontractor shall make and
maintain for three (3) years from the completion of the work
records containing the following for each laborer and mechanic: (i)
Name, address and Social Security Number; (ii) Correct work
classification or classifications; (iii) Hourly rate or rates of
monetary wages paid; (iv) Rate or rates of any fringe benefits
provided; (v) Number of daily and weekly hours worked; (vi) Gross
wages earned; (vii) Any deductions made; and (viii) Actual wages
paid.
(b) The Contractor and each subcontractor shall make the records
required under paragraph 3(a) available for inspection, copying, or
transcription by authorized representatives of HUD or the HA and
shall permit such representatives to interview employees during
working hours on the job. If the Contractor or any subcontractor
fails to make the required records available, HUD or its designee
may, after written notice to the Contractor, take such action as
may be necessary to cause the suspension of any further payment,
advance or guarantee of funds.
4. Apprentices and Trainees
(a) Apprentices and trainees will be permitted to work at less
than the predetermined rate for the work they perform when they are
employed pursuant to and individually registered in: (i) A bona
fide apprenticeship program registered
with the U.S. Department of Labor, Employment and Training
Administration (ETA), Office of
Section II - Page 1 of 3
form HUD-5370-C (10/2006)
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Apprenticeship Training, Employer and Labor Services (OATELS),
or with a state apprenticeship agency recognized by OATELS, or if a
person is employed in his/her first 90 days of probationary
employment as an apprentice in such an apprenticeship program, who
is not individually registered in the program, but who has been
certified by OATELS or a state apprenticeship agency (where
appropriate) to be eligible for probationary employment as an
apprentice;
(ii) A trainee program which has received prior approval,
evidenced by formal certification by the U.S. Department of Labor,
ETA; or
(iii) A training/trainee program that has received prior
approval by HUD.
(b) Each apprentice or trainee must be paid at not less than the
rate specified in the registered or approved program for the
apprentice’s/trainee’s level of progress, expressed as a percentage
of the journeyman hourly rate specified in the applicable wage
determination. Apprentices and trainees shall be paid fringe
benefits in accordance with the provisions of the registered or
approved program. If the program does not specify fringe benefits,
apprentices/trainees must be paid the full amount of fringe
benefits listed on the wage determination for the applicable
classification.
(c) The allowable ratio of apprentices or trainees to journeyman
on the job site in any craft classification shall not be greater
than the ratio permitted to the employer as to the entire work
force under the approved program.
(d) Any worker employed at an apprentice or trainee wage rate
who is not registered in an approved program, and any apprentice or
trainee performing work on the job site in excess of the ratio
permitted under the approved program, shall be paid not less than
the applicable wage rate on the wage determination for the
classification of work actually performed.
(e) In the event OATELS, a state apprenticeship agency
recognized by OATELS or ETA, or HUD, withdraws approval of an
apprenticeship or trainee program, the employer will no longer be
permitted to utilize apprentices/trainees at less than the
applicable predetermined rate for the work performed until an
acceptable program is approved.
5. Disputes concerning labor standards
(a) Disputes arising out of the labor standards provisions
contained in Section II of this form HUD-5370-C, other than those
in Paragraph 6, shall be subject to the following procedures.
Disputes within the meaning of this paragraph include disputes
between the Contractor (or any of its subcontractors) and the HA,
or HUD, or the employees or their representatives, concerning
payment of prevailing wage rates or proper classification. The
procedures in this section may be initiated upon HUD’s own motion,
upon referral of the HA, or upon request of the Contractor or
subcontractor(s). (i) A Contractor and/or subcontractor or
other
interested party desiring reconsideration of findings of
violation by the HA or HUD relating to the payment of straight-time
prevailing wages or classification of work shall request such
reconsideration by letter postmarked within 30 calendar days of the
date of notice of findings issued by the HA or HUD. The request
shall set
forth those findings that are in dispute and the reasons,
including any affirmative defenses, with respect to the violations.
The request shall be directed to the appropriate HA or HUD official
in accordance with instructions contained in the notice of findings
or, if the notice does not specify to whom a request should be
made, to the Regional Labor Relations Officer (HUD).
(ii) The HA or HUD official shall, within 60 days (unless
otherwise indicated in the notice of findings) after receipt of a
timely request for reconsideration, issue a written decision on the
findings of violation. The written decision on reconsideration
shall contain instructions that any appeal of the decision shall be
addressed to the Regional Labor Relations Officer by letter
postmarked within 30 calendar days after the date of the decision.
In the event that the Regional Labor Relations Officer was the
deciding official on reconsideration, the appeal shall be directed
to the Director, Office of Labor Relations (HUD). Any appeal must
set forth the aspects of the decision that are in dispute and the
reasons, including any affirmative defenses, with respect to the
violations.
(iii) The Regional Labor Relations Officer shall, within 60 days
(unless otherwise indicated in the decision on reconsideration)
after receipt of a timely appeal, issue a written decision on the
findings. A decision of the Regional Labor Relations Officer may be
appealed to the Director, Office of Labor Relations, by letter
postmarked within 30 days of the Regional Labor Relations Officer’s
decision. Any appeal to the Director must set forth the aspects of
the prior decision(s) that are in dispute and the reasons. The
decision of the Director, Office of Labor Relations, shall be
final.
(b) Disputes arising out of the labor standards provisions of
paragraph 6 shall not be subject to paragraph 5(a) of this form
HUD-5370C. Such disputes shall be resolved in accordance with the
procedures of the U.S. Department of Labor set forth in 29 CFR
Parts 5, 6 and 7. Disputes within the meaning of this paragraph
5(b) include disputes between the Contractor (or any of its
subcontractors) and the HA, HUD, the U.S. Department of Labor, or
the employees or their representatives.
6. Contract Work Hours and Safety Standards Act
The provisions of this paragraph 6 are applicable only where the
amount of the prime contract exceeds $100,000. As used in this
paragraph, the terms “laborers” and “mechanics” includes watchmen
and guards. (a) Overtime requirements. No Contractor or
subcontractor
contracting for any part of the Contract work which may require
or involve the employment of laborers or mechanics shall require or
permit any such laborer or mechanic in any workweek in which he or
she is employed on such work to work in excess of 40 hours in such
workweek unless such laborer or mechanic receives compensation at a
rate not less than one and one-half times the basic rate of pay for
all hours worked in excess of 40 hours in such workweek.
(b) Violation; liability for unpaid wages; liquidated damages.
In the event of any violation of the provisions set forth in
paragraph 6(a), the Contractor and any
Section II - Page 2 of 3
form HUD-5370-C (10/2006)
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subcontractor responsible therefor shall be liable for the
unpaid wages. In addition, such Contractor and subcontractor shall
be liable to the United States (in the case of work done under
contract for the District of Columbia or a territory, to the
District or to such territory), for liquidated damages. Such
liquidated damages shall be computed with respect to each
individual laborer or mechanic, including watchmen and guards,
employed in violation of the provisions set forth