PC1366 Inspection Services

Agency:	Housing Authority of the County of San Bernardino
State:	California
Type of Government:	State & Local
NAICS Category:	541350 - Building Inspection Services
Posted Date:	Mar 18, 2024
Due Date:	Apr 8, 2024
Solicitation No:	PC1366
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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REQUEST FOR PROPOSAL – PC1368

PROPERTY MANAGEMENT SERVICES

Housing Authority of the County of San Bernardino

715 E. Brier Drive

San Bernardino, CA 92408

February 2024

HACSB

Procurement Department

Request for Proposal

PROPERTY MANAGEMENTSERVICES

RFP No. PC1368

Page 2 of 36

I. INTRODUCTION

The Housing Authority of the County of San Bernardino (HACSB) is one of the most

progressive housing authorities in the Country and also the largest provider of affordable

housing in San Bernardino County. HACSB proudly more than 30,000 people, most of whom

are seniors, individuals with disabilities, veterans, and children.

In 2008, the agency embarked on an agency wide strategic planning process with the following

objectives: help clients achieve economic independence, ensure freedom of housing choice,

and save taxpayer dollars through efficient work. This has allowed us to enhance our work

around our mission and service philosophy. Ultimately, our Mission of empowering all

individuals and families in need to achieve an enriched quality of life by providing housing

opportunities and resources throughout San Bernardino County is our top priority.

As we see the demand for affordable housing increase, the limited affordable housing supply

we currently have available is not enough to house the thousands of families in need. As a

developer of sustainable affordable and market rate housing, over the years we have

expanded our housing stock to meet the county’s growing needs. Working diligently to

acquire, build, and renovate properties, we incorporate the concept of mixed income

communities, build utilizing green technology, and provide recreational and educational

facilities for everyone’s use.

Additionally, we are here as a steppingstone for families who need help building a foundation

for a brighter future. Therefore, aside from providing housing, we assist our customers with

ways of becoming economically independent. In collaboration with our partners, we provide

family/individual case management and counseling; career training and job placement;

program integrity; homeownership assistance; college scholarships, to name a few.

We value our vendors and contractors as partners in our mission to empower all individuals

and families in need to achieve an enriched quality of life by providing housing opportunities

and resources throughout San Bernardino County.

II. PURPOSE

The Housing Authority of the County of San Bernardino (HACSB) is seeking a qualified

property management agent for the fee management of the HACSB’s housing portfolio.

The Housing Authority of the County of San Bernardino (HACSB) was organized in 1941,

under the U.S. Housing Act of 1937. HACSB has a governing Board of Commissioners, which

are appointed by the County’s Board of Supervisors. The seven commissioners serve this

public agency and act as its Board of Commissioners. These individuals give generously of

their time in an effort to provide decent and affordable housing to low-income families and

seniors within the County of San Bernardino. An Executive Director appointed by the Board is

responsible for managing the daily operations of the agency and overseeing a staff of

approximately 130 employees. Annual budget for the Authority is approximately $100 million.

The majority of our work is to provide rental assistance to low-income families either by

housing families in the 2,204 units HACSB owns and manages or by providing subsidized

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HACSB

Procurement Department

Request for Proposal

PROPERTY MANAGEMENTSERVICES

RFP No. PC1368

Page 3 of 36

housing assistance to a landlord for renting their housing unit to 10,798 assisted families. We

provide housing assistance based on the number of rental assistance vouchers and other

affordable housing units for which we are authorized and funded through the U.S. Department

of Housing and Urban Development (HUD).

A. Contact Information

This RFP is being issued, as will any addenda by the HACSB. The contact person for the HACSB

is:

Angie Lardapide, Procurement

715 E. Brier Drive

San Bernardino, CA 92408-2841

(909) 890-0644

(909) 915-1831 - FAX

procurement@hacsb.com

Proposals and questions will not be accepted by e-mail or facsimile. All proposals must be

completed and uploaded into the PlanetBids website or by paper response. Instructions listed in

Section VII. Proposal Submission.

III. Contract Term

The Contract period will be for a two (2) year period beginning approximately June 1, 2024

through May 31, 2026, with three single-year options to extend the contract until no later than

May 31, 2029, or until such time as terminated per the terms of the agreement.

The initial engagement will be for a two (2) year period. In addition, HACSB shall have the

option to extend the engagement for up to three (3) additional years, on a single or multiple

year basis, at the fee in the original proposal. The optional years shall be exercised by written

amendment executed by each party with Board of Commissioners approval on behalf of HACB

for additional funding on option years if needed.

IV. Proposal Timeline

Release of RFP

Question Due

Answers to Questions

Proposals Due

Evaluation Process

Presentations

Award of Contract

February 15, 2024

February 22, 2024 @ 2pm

February 29, 2024

March 18, 2024 @ 2PM

March 2024

March 2024 (if applicable)

May 2024

HACSB may insert elective choices such as site visit, oral interviews, presentations,

demonstrations, shortlist, best and final offers, etc.

Questions regarding the contents of this RFP must be submitted via PlanetBids or before time

and date and directed to the RFP Contact listed in Section II, Paragraph A – Contact Information.

All questions submitted will be answered and posted on HACSB’s website.

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HACSB

Procurement Department

Request for Proposal

PROPERTY MANAGEMENTSERVICES

RFP No. PC1368

Page 4 of 36

V. PROPOSAL CONDITIONS

A. Authorized Signatures

All proposals must be signed by an individual authorized to bind the Proposer to the provisions of the

RFP.

B. Term of Offer

Proposals shall remain open, valid and subject to acceptance anytime within nine (9) months after the

proposal opening.

C. Questions

Proposers may submit questions regarding this RFP via PlanetBids to the RFP Contact listed in Section II,

Paragraph A – Contact Information by the date stared in Section IV – Proposed Timeline. All questions,

without identifying the submitting company, will be compiled with the appropriate answers and issued as

an addendum to the RFP and posted on PlanetBids.

D. Required Review

Proposers should carefully review this solicitation for defects and questionable or objectionable

material. Comments concerning defects and objectionable material must be made in writing and

received by the RFP contact at least ten days before the proposal opening. This will allow issuance of

any necessary amendments. It will also help prevent the opening of a defective solicitation and

exposure of proposals upon which award could not be made. Protests based on any omission or error,

in the content of this RFP, may be disallowed if not brought to the written attention of the RFP Contact

in Section II, Paragraph A – Purpose, at least five days before the Deadline for Proposals.

E. Incurred Costs

HACSB is not obligated to pay any costs incurred by Proposer in the preparation of a proposal in response

to this RFP. Proposers agree that all costs incurred in developing a proposal are the Proposer’s

responsibility.

F. Amendments/Addenda to RFP

HACSB reserves the right to issue addenda or amendments to this RFP if HACSB considers that changes

are necessary or additional information is needed.

Changes to a proposal or withdrawal of proposals will only be allowed if acceptable requests are received

prior to the deadline that is set for receipt of proposals. No amendments or withdrawals will be accepted

after the deadline.

G. Best Value Evaluation

As established in this solicitation, HACSB realizes that criteria other than price are important and will

award contract(s) based on the proposal that best meets the needs of HACSB. The optimal

combination of quality, price, and various qualitative elements of required services will provide HACSB

the greatest or best value for its money.

H. Right of Rejection

Offers must comply with all the terms of the RFP, and all applicable local, state, and federal laws,

codes, and regulations. HACSB may reject as non-responsive any proposal that does not comply with

all the material and substantial terms, conditions, and performance requirements of the RFP.

Proposers may not qualify the proposal nor restrict the rights of HACSB. If Proposer does so, the

proposal may be determined to be a non-responsive counteroffer and the proposal may be rejected.

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HACSB

Procurement Department

Request for Proposal

PROPERTY MANAGEMENTSERVICES

RFP No. PC1368

Page 5 of 36

No proposal shall be rejected, however, if it contains a minor irregularity, defect or variation and if the

irregularity, defect or variation is considered by HACSB to be immaterial or inconsequential, HACSB

may choose to accept the proposal.

Minor informalities may be waived by the Procurement and Contracts Supervisor when they:

• Do not affect responsiveness;

• Are merely a matter of form or format;

• Do not change the relative standing or otherwise prejudice other offers;

• Do not change the meaning or scope of the RFP;

• Are trivial, negligible, or immaterial in nature;

• Do not reflect a material change in the work; or

• Do not constitute a substantial reservation against a requirement or provision;

In such cases the Proposer will be notified of the deficiency in the proposal and given an opportunity to

correct the irregularity, defect or variation or HACSB may elect to waive the deficiency and accept the

proposal.

This RFP does not commit HACSB to award a contract. HACSB reserves the right to reject any or all

proposals if it is in the best interest of HACSB to do so. HACSB also reserves the right to terminate this

RFP process at any time.

I. Clarification of Offers

In order to determine if a proposal is reasonably acceptable for award, communications by the

Facilitator for the Evaluation Panel are permitted with a Proposer to clarify uncertainties or eliminate

confusion concerning the contents of a proposal. Clarifications may not result in a material or

substantive change to the proposal. The evaluation by the Facilitator may be adjusted as a result of a

clarification under this section.

J. Public Records Act

All information submitted in the Proposal or in response to request for additional information is subject

to disclosure under the provisions of the California Public Records Act (California Government Code

section 6250, et seq.). Proposals may contain financial or other data that constitutes a trade secret. To

protect such data from disclosure, Proposers should specifically identify the pages that contain

confidential information by properly marking the applicable pages and inserting the following notice on

the front of its response:

NOTICE

The data on pages ______ of this Proposal response, identified by an asterisk (*) or

marked along the margin with a vertical line, contains information which are trade secrets.

We request that such data be used only for the evaluation of our response but understand

that disclosure will be limited to the extent that the HACSB determines is proper under

federal, state, and local law.

The proprietary or confidential data shall be readily separable from the Proposal in order to facilitate

eventual public inspection of the non-confidential portion of the Proposal.

HACSB assumes no responsibility for disclosure or use of unmarked data for any purpose. In the event

disclosure of properly marked data is requested, the Proposer will be advised of the request and may

expeditiously submit to the HACSB a detailed statement indicating the reasons it has for believing that

the information is exempt from disclosure under federal, state, and local law. This statement will be

used by the HACSB in making its determination as to whether disclosure is proper under federal, state

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PC1366 Inspection Services

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