DAYTON METROPOLITAN HOUSING AUTHORITY 400 WAYNE AVENUE, P O BOX 8750 DAYTON, OHIO

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1 DAYTON METROPOLITAN HOUSING AUTHORITY 400 WAYNE AVENUE, P O BOX 8750 DAYTON, OHIO QUOTATION REQUEST THIS IS NOT AN ORDER RFQ# Date: 03/18/11 Please quote us your price on the item enumerated below. Your quotation, to be accepted, must reach us by Friday, March 25, 2011 by 1:00 PM. We are exempt from both Federal Excise and Ohio Sales Tax. Return this signed cover page, your quote (see Cost Submission section of this RFQ), fully completed Section 3 Application (attached), subcontractor list (if applicable; form attached) and specify your MBE/WBE/VBE/SBE/DBE/EDGE status (see General Instructions). You may submit this information by any means to Compliance Department, Attn: Valentina V. Lootens, 400 Wayne Avenue, PO Box 8750, Dayton, Ohio , Fax: , (preferred): vlootens@dmha.org and retain one copy for your files. DESCRIPTION: Inspection Services Valentina V. Lootens Contract Administrator General Instructions: No bid opening will be conducted. Results will be available upon request. DMHA will award the contract to the lowest, responsible and responsive quoter, but reserves the right to waive any informalities in the quoting process. Please reference Table 5.1. Mandatory Contract Clauses for Small Purchases Other Than Construction attached for more detailed requirements. DMHA has established a minimum goal of fifteen (15) percent of the contract amount being directed toward Minority Business Enterprise participation in the contract. DMHA's policy to achieve this goal is to ensure that DMHA (or its contractors) maximize opportunities for MBE participation. To achieve this goal, contractors are encouraged to engage in joint ventures with MBEs, to include MBEs as subcontractors, to seek and utilize information on MBE participation through DMHA and to undertake other initiatives that enhance opportunities for MBEs. MY COMPANY IS: MBE WBE DBE SBE EDGE VBE N/A (CHECK ALL THAT APPLIES AND INCLUDE APPLICABLE CERTIFICATION(S) WITH YOUR QUOTE) If you are planning to utilize any subcontractors, please fill out form List of Proposed Minority Subcontractors and Suppliers (attached). Any questions from interested parties should be referred to Valentina Lootens, vlootens@dmha.org. If favored with an order, we agree to furnish the items enumerated above at the prices under the conditions indicated. Federal I.D. #: Phone #: Date: Signed: By

2 Scope of Service: DMHA currently manages approximately 2,800 asset management units and administers 3,500 housing choice voucher households. In addition, DMHA employs seven housing inspectors. In order to ensure that all inspections are completed on a timely basis, DMHA is interested in contracting with one or more firms to provide the following inspection services: 1) U.S. Department of Housing and Urban Development (HUD) Public Housing Assessment Systems (PHAS) Real Estate Assessment Center (REAC) Protocol and Uniform Physical Condition Standards (UPCS) for units. 2) HUD PHAS Protocol and Uniform Physical Condition Standards for building systems, common areas and sites, including detailed report for all the violations on property. 3) Housing Quality Standards to inspect units in the housing choice voucher program. All inspectors must have experience inspecting at least 500 dwelling units, utilizing the most recent REAC UPCS protocols and/or 500 dwelling units using HQS protocols (corresponding resumes must be submitted with your response). Inspectors must pass a background check and carry a valid form of identification. Generally, DMHA expects to be able to provide the firms under contract with up to 4 weeks notice of the unit and REAC inspections. However, due to unexpected staffing requirements and needs, DMHA may need to contract with inspection firm for same day inspection services. In these cases, an inspector will be contacted by 8:30 am for same day services. DMHA s minimum number of inspections per day is 9. Please include a cost for photos for each inspection type. Inspectors will use DMHA inspection equipment and software for unit inspections. Inspectors to furnish own camera and will be expected to upload photos onto DMHA external hard drive. Services to Include: A. Physical inspection of all units specified, including inspections of unit interiors. B. REAC Inspections of AMP are for building systems, common areas, building exteriors and sites at all developments specified. C. Photos of units, both interior and exterior, if requested. D. Hard copies of development and individual apartment inspections, including deficiencies, to be submitted to DMHA after completion of each development, so the Authority or landlord may take corrective measures in a timely fashion. Scheduling: A. Inspections to start no later than April 1, 2011 and end by July 31, B. REAC inspection reports shall be submitted to DMHA no later than three days upon completion of all properties. C. Firm shall provide required manpower to complete all inspections in a timely manner. Notifications: A. DMHA will schedule and notify the residents of inspection dates. B. If DMHA uses the firm for UPCS inspections, if the resident is not home, the representative will enter the unit with a passkey. RFQ Page 2 of 8

3 Identification: A. Firm is required to wear identification badges. All identification material must be visible to the resident before entering the dwelling unit. B. Firm representatives are not to smoke or use sanitary facilities in any units. C. Firm representative to inform a resident to contact proper department of any requests for repairs or management assistance. Cost Submission: DMHA reserves the right to award multiple contracts for each inspection type. Inspection firms may choose to select any or all types of inspection for quoting. Inspection Type Cost per inspection ($) Surcharge for photos ($); photos) REAC Inspections for AMP* UPCS Inspection Miscellaneous costs (i.e. travel, meals, lodging, etc. Total Cost HQS Inspection N/A; Must be included in the inspection cost * Most DMHA AMPs consist of ~300 units at 8-10 different locations (Attachment A). Locations: DMHA will furnish all location and quantity information required for the purpose of completing this RFQ. (See attached property profile details in Attachment A). If there are any questions concerning this RFQ, please contact Valentina Lootens, vlootens@dmha.org. RFQ Page 3 of 8

4 TABLE 5.1 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 Vendor 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 Vendor 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 ) 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 Vendor 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 Vendor shall procure items designated in the EPA guidelines that contain the highest percentage of recovered materials practicable unless The Vendor 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 Vendor: (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 Vendor to fulfill the contract obligations (cause/default). The PHA shall terminate by delivering to The Vendor a written Notice of Termination specifying the nature, extent, and effective date of the termination. Upon receipt of the notice, The Vendor 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 Vendor to fulfill its obligations under the contract (cause/default), the PHA may (1) require The Vendor 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 Vendor shall be liable for any additional cost incurred by the PHA; and (3) withhold any payments to The Vendor, for the purpose of set-off or partial payment, as the case may be, of amounts owned by the PHA by The Vendor. In the event of termination for cause/default, the PHA shall be liable to The Vendor for reasonable costs incurred by The Vendor before the effective date of the termination. Any dispute shall be decided by the Contracting Officer. RFQ Page 4 of 8

5 LIST OF PROPOSED MINORITY BUSINESS SUBCONTRACTORS AND SUPPLIERS The undersigned Quoter intends to subcontract with the following Minority Business Enterprises (MBE/WBE/DBE/SBE/Edge Cert./VBE) for this project. The quoter acknowledges that all MBEs regardless of tier are to be listed on this form. Please submit the information in full. Use additional pages if needed. BUSINESS NAME: Address: Contact Person: Telephone: Fax Type of Service: Subcontract Dollar Amount ($): Percent of Project (%): CHECK ALL THAT APPLIES: MBE WBE DBE SBE EDGE VBE Subcontractor Supplier BUSINESS NAME: Address: Contact Person: Telephone: Fax Type of Service: Subcontract Dollar Amount ($): Percent of Project (%): CHECK ALL THAT APPLIES: MBE WBE DBE SBE EDGE VBE Subcontractor Supplier BUSINESS NAME: Address: Contact Person: Telephone: Fax Type of Service: Subcontract Dollar Amount ($): Percent of Project (%): CHECK ALL THAT APPLIES: MBE WBE DBE SBE EDGE VBE Subcontractor Supplier BUSINESS NAME: Address: Contact Person: Telephone: Fax Type of Service: Subcontract Dollar Amount ($): Percent of Project (%): CHECK ALL THAT APPLIES: MBE WBE DBE SBE EDGE VBE Subcontractor Supplier RFQ Page 5 of 8

6 Dayton Metropolitan Housing Authority 400 Wayne Ave. P.O. Box 8750 Dayton, Ohio Telephone (937) Fax (937) Section 3 Business Concern Application The purpose of Section 3 is to ensure that economic opportunities generated by certain HUD funded projects shall, to the greatest extent feasible, and consistent with existing Federal and State laws, be directed to low- and very low-income persons (particularly those receiving assistance for housing), and to the businesses that provide economic opportunities to these persons. Section 3 is race and gender neutral. The preference is income and location based. Use guidelines on page 6 to determine if your business or any of your subcontractors qualify for Section 3 status. NAME OF BUSINESS: ADDRESS OF BUSINEES: TELEPHONE NUMBER: FAX NUMBER: CELLULAR NUMBER: ADDRESS CONTACT PERSON: TITLE: 1. TYPE OF BUSINESS (Check Applicable Status) Ethnicity: Gender: Federal Employer Identification Number/SSN 2. CHECK AND ATTACH ALL THAT APPLY If corporation, statement from Secretary of State showing firm is current with annual fees or provide copy of cancelled check. List of Owners/Stockholders and ownership percentage (%) of each Business Occupational License Sole Owner (If Applicable) Partnership or Joint Venture Agreement 3. CHECK WHERE APPLICABLE I am an individual, sole proprietorship, partnership, corporation or joint venture NOT claiming a Section 3 preference (please check Section 3 resident/business definitions and income guidelines*** at the end of this document prior to selecting this option). Prime Contractor submit: Form sec3-001b, List of Current (pre-bid) Employees Prime Contractor submit: Form sec3-001e, Section 3 Strategy Commitment and Compliance Assessment I am an individual, sole proprietorship, partnership, corporation or joint venture claiming a Section 3 preference as: (1) An individual, sole proprietorship, partnership, corporation or joint venture that has a 51% ownership by a Section 3 qualified individual (see guidelines on the page 3). Prime Contractor submit: Form sec3-001a, Section 3 Business Concern Application (this form) and all required supporting documentation. Prime Contractor submit: Form sec3-001b, Section 3 Employee List For the Owner claiming 51% or more Ownership submit: Form sec3-002a, Section 3 Resident Preference Claim Form and all required supporting documentation (to be completed for each section 3 resident claimed in meeting the 30% RFQ Page 6 of 8

7 threshold) For the Owner claiming 51% or more Ownership submit: Form sec3-002b, Section 3 Resident or Employee Household Income Certification (to be completed for each section 3 resident claimed in meeting the 30% threshold) (2) A business claiming 30% of current full-time workforce qualify as section 3 residents, or within three years of the date of first employment with the business concern were section 3 residents see guidelines on the page 3). Prime Contractor submit: Form sec3-001a, Section 3 Business Concern Application (this form) and all required supporting documentation. Prime Contractor submit: Form sec3-001b, Section 3 Business Employee List and all required supporting documentation Prime Contractor submit: Form sec3-001c, Section 3 Business Contractor or Subcontractor Payroll Report Complete for each F/T employee who has been employed at least one month. (this includes all employees of the company) For each Section 3 Employee submit: Form sec3-002a, Section 3 Resident Preference Claim Form and all required supporting documentation (to be completed for each section 3 resident claimed in meeting the 30% threshold) For each Section 3 Employee submit: Form sec3-002b, Section 3 Resident or Employee Household Income Certification (to be completed for each section 3 resident claimed in meeting the 30% threshold) (3) A business claiming to subcontract in excess of 25 percent of the dollar award of all subcontracts to be awarded to business concerns that meet the qualifications set forth in paragraphs (1) or (2) above. Prime Contractor submit: Form sec3-001a, Section 3 Business Concern Application (this form) and all required supporting documentation completed by the prime contractor Prime Contractor submit: Form sec3-001b, Section 3 Employee List and all required supporting documentation completed by the prime contractor Prime Contractor submit: Form sec3-001d, Section 3 Contractor or Subcontractor Report (this list must demonstrate that 25% of the total dollar award of all subcontracts to be awarded to Section 3 business concerns). For each Section 3 Subcontract submit: Form sec3-001a, Section 3 Business Concern Application and all required supporting documentation for each individual, sole proprietorship, partnership, corporation or joint venture claimed on the subcontractor list. For each Section 3 Subcontract submit: Form sec3-002a, Section 3 Resident Preference Claim Form and all required supporting documentation (to be completed for each section 3 owner/employee claiming Section 3 resident status as a subcontractor) For each Section 3 Subcontract submit: Form sec3-002b, Section 3 Resident or Employee Household Income Certification (to be completed for each section 3 owner/employee claiming Section 3 resident status as a subcontractor) For each Section 3 Subcontract submit: Form sec3-001b, Section 3 Business Employee List and all required supporting documentation completed by each subcontractor I certify to the best of my knowledge that the information contained here within, and the documents attached, is true and correct. CORPORATE SEAL PRINT NAME: SIGNATURE: TITLE: DATE: FOR OFFICE USE ONLY: Date Received: Initial Application Reviewed by: Final Application Reviewed by: Approval Status: RFQ Page 7 of 8

8 Why Certify as a Section 3 Business: 1) Receive preference during the bidding/proposal process (considering responsiveness and responsibility of the quoter, the award will be made to the company claiming Section 3 preference if its quote is within 10% of the lowest quote submitted) 2) Gain more business opportunities with governmental entities and private sector companies that support economic development goals. 3) Boost your business growth and service/product output Individuals who qualify as Section 3 residents: A person must meet one of the following definitions to qualify as a Section 3 resident. This person must be: a. a public housing resident; or b. an individual who resides in the metropolitan area where the Section 3 assistance is being expended (i.e. Montgomery county) and who is: 1. low income; or 2. very low income; or c. a person seeking the training and employment preference provided by Section 3; d. a person receiving unemployment benefits or other government subsidies; e. returning veterans, recent college or vocational school graduates, women in non-traditional careers. Note: Persons in categories c, d, e must fall within low- and very low-income guidelines specified below. What defines a person of low and very low income? A person of low-income, as defined in Section 3(b)(2) of the 1937 Housing Act (42 USC 1437a (b)(2)) and 24 Code of Federal Regulations (CFR) part 135 of HUD regulations, means families (including single persons) whose incomes do not exceed 80% of the median income for the area. A person of very low-income, as defined in Section 3(b)(2) of the 1937 Housing Act (42 USC 1437a (b)(2)) and 24 Code of Federal Regulations (CFR) part 135 of HUD regulations, means families (including single persons) whose incomes do not exceed 50% of the median income for the area. CHART 1 # IN HOUSEHOLD 1 PERSON 2 PERSONS 3 PERSONS PERSONS PERSONS PERSONS PERSONS PERSONS Very Low-Income $21,500 $24,550 $27,650 $30,700 $33,150 $35,600 $38,050 $40,500 Low-Income $34,400 $39,300 $44,200 $49,100 $53,050 $57,000 $60,900 $64,850 *2010 Median Family Income for Ohio: $61,400 ( If you do not wish to use employees annual salaries to determine whether they meet criteria as a Section 3 resident, you can use their hourly wages to determine their eligibility, also. CHART 2 # IN HOUSEHOLD 1 PERSON 2 PERSONS PERSONS PERSONS PERSONS PERSONS PERSONS PERSONS VERY LOW-INCOME $10.34 $11.80 $13.29 $14.76 $15.93 $17.11 $18.29 $19.47 LOW-INCOME $16.53 $18.89 $21.25 $23.61 $25.50 $27.40 $29.29 $31.18 *Note: Hourly rates were calculated by dividing each of the salaries in Chart 1 by the total number of work hours in a year (i.e. $61,400/2,080 = $29.52) In order to determine the number of members an employee has within their household, you may utilize personnel records such as tax records and/or other payroll data (i.e., state and federal exemptions), insurance/beneficiary records or emergency contact persons provided by the employee. A Section 3 Business Concern is a business concern: 1) That is 51% or more owned by a Section 3 resident; or 2) Whose permanent, full-time employees include persons, at least 30% of whom are currently Section 3 residents, or within 3 years of the date of the first employment with the business concern have been Section 3 residents; or 3) That provides evidence of a commitment to subcontract in excess of 25% of the dollar award of all subcontracts to a business concern that meets the qualifications in paragraph 1) or 2) above. 4) When it is formed as a part of a Section 3 joint venture. In this venture Section 3 business concern should: - Be responsible for a clearly defined portion of the work to be performed and hold management responsibilities; and - Perform at least 25 percent of the work and is contractually entitled to compensation proportionate to its work. RFQ Page 8 of 8