Pine Knoll - 917 38th Street • Big Trees - 2516 H Street • Riverview Plaza - 600 I Street

Due to the nature of this location and project, please do not visit the site at any other time than during scheduled site visits.

No subcontracting will be allowed under this contract. However, at the Agency’s discretion, the Agency may allow a sub-contractor to perform work incidental to the scope of work which is outside the contractor’s license type. Any lower-tiered subcontractor shall be bound by all DIR, prevailing wage or certified payroll reporting requirements. All Contractors must notify the compliance analyst of any subcontractor prior to work being done by the subcontractor.

The Housing Authority of the City of Sacramento, on behalf of Sacramento Housing Authority Repositioning Program (SHARP), is seeking a resident services provider to administer services for residents impacted by RAD 3 Central City II. This project is comprised of 3 scattered site senior buildings, which includes a total of 183 units of Public Housing. The scope of work will encompass traditional onsite resident services oversight and coordination including, but not limited to, service/program coordination, case management referrals, etc., and will require regular (i.e. monthly or quarterly) reporting on service activity to SHRA property management and administrative staff.

Funding for the project outlined above may only be applied to the following properties for services rendering relocation activities.
• Pine Knoll (917 38th Street Sacramento, Ca 95816)
• Big Trees (2516 H Street Sacramento, Ca 95816)
• Riverview Plaza (600 I Street Sacramento, Ca 95814)

Total Service Coordinator services shall be no less than two thousand eighty (2080) hours per year.

Service Coordinator On-Site Admin shall be no less than six hundred twenty four (624)hours per year:
• 156 hours per year or 3 hours per week at Pine Knoll
• 156 hours per year or 3 hours per week at Big Trees
• 312 hours per year or 6 hours per week at Riverview Plaza

Senior Programming shall not be less than one thousand four hundred fifty-six (1456) hours per year, scheduled as follows:
• 364 hours per year or 7 hours per week for Pine Knoll
• 364 hours per year or 7 hours per week for Big Trees
• 728 hours per year or 14 hours per week for Riverview Plaza

The Resident Services provider shall administer the following:
• Execute all duties and responsibilities related to the needs of the elderly and disabled tenant base as outlined with the stated goals of the program. • Develop and deliver a written Annual Resident Services Plan (Plan). At a minimum, the plan should reflect a detailed account of the recommended list of services and general information regarding service frequency, the location of services to be provided, address resident transportation and other accommodations as applicable, describe the resident outreach process, and incorporate methods and procedures for measuring program effectiveness. • On-site resident services oversight and coordination is required to include service and program coordination, case management referrals, and regular reporting on service activity to property management and administrative staff. Coordination with community service providers to adapt services to meet the needs of eligible residents, establish a system to monitor and evaluate service delivery and outcomes, and coordinate with other independent living programs to encourage and foster eligible resident participation on an ongoing basis.
• Additional responsibilities include notifying residents about available services in the community, assisting residents to access services through referral and advocacy, and organizing community-building and enrichment activities for residents.
• Individualized health and wellness services and programs are expected to include crisis intervention, practical counseling and emotional support, cleanliness and hygiene assessment, eviction prevention, government and insurance entitlements, and physical and mental health assessments.

The scope of work will encompass resident services specific to the Pine Knoll, Big Trees and Riverview Plaza .Tasks associated with the scope of work summary outlined above. Specific requirements include:
• Conducting annual needs assessments to gather information pertaining to the needs of the resident community and the larger community surrounding the housing complex. • Implementation of programs for residents based on the identified community needs, including, but not limited to case management, service coordination, and educational classes. • Implementation of specific programs as detailed in the service contract or other regulatory agreements. • A comprehensive service report will be submitted to property management on a monthly basis.
• Maintaining weekly contact with the property manager to communicate important information on the property as appropriate.
• Maintaining monthly contact with the Regional Manager of each property to communicate important information on the property as appropriate.
• Ensure that event flyers for each property are created, posted, and distributed as appropriate.
• Provide mediation services to residents as required.
• Provide information and referrals to residents regarding various social services available throughout the local community.
• Provide case management to residents to provide support with initiating referrals to other agencies.
• Maintain statistical tracking of all residents receiving services.
• Other duties as mutually agreed upon by the Housing Authority and resident services provider.

During the term of the contract, the selected contractor must be able to meet Agency Insurance Requirements.

Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Contractor, his agents, representatives, employees or subcontractors.

Any questions or concerns regarding insurance coverage should be discussed with SHRA’s General Counsel or Risk Management. Work shall not proceed until insurance issues/ concerns are resolved.

During the term of the contract, the vendor shall maintain the following insurance coverage from insurance providers licensed to do business in California and having a Best’s rating of at least A-VII, or a rating of such other rating service as the Agency, in its sole discretion, shall require.

Basic Requirements:

• Named certificate holder on all certificates of insurance shall be:
  • Sacramento Housing and Redevelopment Agency and Its Constituent Entities
  • 801 12th Street
  • Sacramento, CA 95814
• Certificates of Insurance shall include applicable endorsements. Insurance certificates shall not be accepted without the required endorsements. Further guidance of required endorsements is outlined below.
• Proper notification of cancellation of coverage is required. Contractors are required to provide notice of cancellation within ten (10) days for non-payment, and within thirty (30) days for all others.
  • Failure to maintain the required insurance coverage is a material breach of the Contract. Agency shall, nevertheless, have the right, without obligation, to pay any delinquent insurance premiums and any other charges to reinstate or maintain the required insurance policies and coverage. Vendor must immediately reimburse Agency for any and all costs incurred by Agency in obtaining or maintaining such insurance. If Agency does incur such costs, Agency shall have the right to withhold such amount from any payment due to the vendor under the Contract and to reduce the compensation payable to the vendor under the Contract by such amount.
• Any deductibles or self-insured retentions must be declared to and approved by the Agency.

• Commercial General Liability: A policy of comprehensive general liability insurance which shall include, without limitation, coverage for contractual liability, public liability and property damage, written for not less than the single limit liability coverage stated.
  • Requirements:
    • Limits shall be no less than:
      • $1,000,000 per occurrence for all covered losses
      • $2,000,000 general aggregate
    • Deductible shall be $25,000 or less
    • Endorsements:
      • ISO Form CG 00 01 or equal equivalent
      • ISO Form CG 20 10 or equal equivalent
  • Projects over one million dollars are subject to Agency General Counsel determination of alternate limits.
• Automobile Liability: Required if motor vehicles are used in performing services in connection with contract. Contractor shall provide automobile liability coverage for owned, non-owned, and hired automobiles.
  • Requirements:
    • Limits shall be no less than: $1,000,000 per accident
    • Deductible shall be $5,000 or less
    • Deductible shall be $5,000 or less
  • Requests:
    • Endorsements:
    • ISO Form CA 00 01 or equal equivalent
    • Endorsements:
      • ISO Form CG 00 01 or equal equivalent
• Workers Compensation and Employers Liability Insurance: California law requires a company to have Workers Compensation insurance if they have one (1) or more employees.
  • Requirements:
    • Limits shall be no less than $1,000,000 per accident or disease.
    • Coverage is required whether the employee is full-time, part-time, temporary, or a family member of the owner. All employees of a company as legally defined including corporate officers and directors must be included in the Worker’s Compensation policy unless they are owners of the firm. An owner of a firm is defined as having a 25% interest in the firm.
• Professional Liability: Required for all professional services provided, including but not limited to: accountant, architect, attorney, claims administration firms, consultants, insurance brokers, engineers, financial advisors, or other person who maintains a professional license.
  • Limits shall be no less than:
    • $1,000,000 per claim
    • $1,000,000 aggregate
  • Contractor shall maintain professional liability insurance that insures against professional errors and omissions that may be made in performing the Services to be rendered in connection with this Agreement.
  • Any policy inception date, continuity date, or retroactive date must be before the effective date of this agreement, and Contractor agrees to maintain continuous coverage through a period no less than three years after completion of the services required by this agreement.
• Cyber Liability: Required if PII attachment is included with contract. Required if service or product provided include electronic activities which may be vulnerable to data breaches of personal information.
  • Requirements:
    • Limits shall be no less than: $1,000,000 per claim
    • Policy shall include coverage through a third party as a cloud provider
    • Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by Vendor in this agreement and shall include, but not be limited to, claims involving infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, alteration of electronic information, extortion, and network security.
    • The policy shall provide coverage for breach response costs as well as regulatory fines and penalties, and credit monitoring expenses with limits sufficient to respond to these obligations.

The Agency strongly encourages participation by local qualified firms and organizations in all aspects of contracting. The Agency actively encourages participation of Small Business Enterprises (SBE), Minority and Women Owned Business Enterprises (M/WBE), and Section 3 businesses in all aspects of contracting.

Section 3 of the Housing and Urban Development Act of 1968 (Section 3), as amended (12 U.S.C. 1701u), requires the Agency to ensure that employment and other economic and business opportunities are directed to public housing residents and other low-income persons, to the greatest extent feasible; particularly recipients of government housing assistance, and business concerns that provide economic opportunities to low- and very low-income persons (Section 3 Residents).

The contract resulting from this solicitation is subject to Section 3 requirements. During the term of this contract, should the selected Contractor have the need to hire new employees, the Contractor shall make every effort to hire a Section 3 resident. The Contractor has the responsibility of demonstrating its efforts to hire Section 3 residents to meet hiring needs. The Agency will monitor Contractor’s compliance with Section 3 requirements. Specific Section 3 documents are provided under #Proposal Submittal Format and Requirements

It is the intent of the Agency to award one (1) contract to one (1) contractor for RAD 3 Central City II - Resident Services specified in this RFP document. The contract shall be for an initial period offive (5) years with no option to renew. Provided, however, that under no circumstances shall the Term, as extended, exceed a total of 5 years. The additional periods are at the sole discretion of THE AGENCY based on the contractor’s performance and the Agency’s needs. Should THE AGENCY choose to exercise its option to extend the contract, the selected contractor will be given the opportunity to amend the annual fees after the initial term as part of their submittal to this RFP. Contractor shall inform THE AGENCY at least sixty (60) calendar days prior to contract expiration of their desire to revise the proposed fees for the upcoming year. Contractor shall provide documentation supporting their request for fee revisions that there have been substantial changes in the business economic conditions that would warrant fee increases (i.e. substantial increases in fuel costs, parts/materials, etc.) before any revisions shall be considered. The Agency, at its exclusive discretion, can approve, negotiate, or decline the proposed fee revisions.

The services under this contract may be used by any department, division, or legal entity of the Agency.

Prospective Contractors are advised to review the contract agreement and attachments before submitting their proposals. A sample of the contract is provided as under#Attachments.

All questions, requests for clarification, and submittal procedures, requirements and selection procedures concerning this RFP are to be submitted no later than 12:00 pm on Thursday, April 20, 2023, via OpenGov:

https://procurement.opengov.com/portal/shra

1. Agency Contact:
   • Dina D. Dennis – Contracts Administrator
   • (916) 440-1342
   • E-Mail: [email protected]

Written replies to all inquiries will be posted in OpenGov. If it becomes necessary to revise any part of this RFP, an addendum to the RFP will be issued via OpenGov no later than 5:00 pm on Friday, April 21, 2023.

Do not contact other Agency employees or Selection Committee members regarding this project or the selection procedures. Any communication with other Agency employees regarding this RFP, its scope, technical specs or submittal requirements is grounds for disqualification from this RFP. The Agency will not be responsible for oral or other explanations / interpretations of the RFP document or procedures.

Contractors responding to this RFP shall review the specific submittal requirements and questions below, and submit their proposal via OpenGov:

All proposals must be received no later than2:00 pm onFriday, April 28, 2023. If the proposal is late or incomplete, that firm may be eliminated from consideration. Proposals will ONLY be accepted through OpenGov, NO EXCEPTIONS.

OPENGOV NOTE: When uploading your documents to OpenGov, please allow sufficient time to complete the process: Once the clock turns 2:00 pm your submittal will not be accepted if you are in the process of uploading. For technical issues relating to your proposal upload, please contact OpenGov Customer Support (while logged in) using the real-time chat (blue bubble) located on the bottom right-hand corner of the screen, or via email at [email protected].

After selection and execution of the contracts, all information and materials provided in each submittal received is subject to disclosure through a Public Records Request pursuant to the California Public Records Act.

Notice of Intent to Award the contract will be sent by email to all Contractors submitting a timely proposal. If the apparent successful Contractor(s) fails to negotiate and deliver an executed contract the Agency may cancel the award and award the contract to the next highest ranked Contractor(s).

Should any Contractor wish to protest the final selection, they shall have five (5) calendar days from the date of the Notice of Intent of Award to submit a written protest to the Agency. The written protest shall be full and complete; specifying in detail the grounds of the protest and the facts supporting the protest or it will not be considered. Any Contractor who has a legitimate protest must claim to be eligible for award of the contract. Protest letters are to be sent to:

• Sacramento Housing and Redevelopment Agency
• Attn: Procurement & Contracts Manager
• 801 12th Street, 2nd Floor
• Sacramento, CA 95814
• Or by e-mail to: [email protected]

All protests shall be resolved in accordance with the Agency’s protest policy and procedures, copies of which are maintained at the Agency and available upon request.

Following the selection of the most qualified Contractor, a contract will be negotiated and executed. If the Agency is unable to negotiate a satisfactory agreement with the selected Contractor, it will undertake negotiations with the next ranked Contractor, and so on, until a satisfactory agreement is reached. A sample contract is provided under #Attachments. The prospective firms are advised to review the contract, all of the provisions and attachments to the contract before submitting their proposal.

The full execution of a written contract shall constitute the making of a contract for services and no contractor shall acquire any legal or equitable rights relative to the contract services until the contract has been fully executed by the successful Contractor and the Agency.

If after Proposal Closing Time but prior to a contract award, a proposer discovers a mistake in their proposal that renders the proposer unwilling to perform under any resulting contract, the proposer must immediately notify the Agency in writing and request to withdraw the proposal. The notice shall be addressed to the Contracting Officer, signed by a duly authorized officer of the proposer and delivered to the Proposal Submittal Address listed. It shall be solely within the Agency’s discretion as to whether withdrawal will be permitted.

If an error is discovered in a vendor’s proposal, the Agency may at its sole option retain the proposal and allow the proposer to submit certain arithmetic corrections. the Agency may, at its sole option, allow the proposer to correct obvious clerical errors. In determining if a correction will be allowed, the Agency will consider the conformance of the proposal to the format and content required by the solicitation, the significance and magnitude of the correction, and any unusual complexity of the format and content required by the solicitation.

If the proposer’s intent is clearly established based on review of the complete proposal submitted, the Agency may, at its sole option, allow the proposer to correct an error based on that established intent.

1. The Agency reserves the right to decide that one firm is more responsive than the others and to select after review of the written submittals only.
2. The Agency reserves the right to reject any and all submissions, request additional information, amend the project schedule, or issue additional requirements throughout the selection process. It is the responsibility of the Contractor to verify that all necessary information is submitted by the due date.
3. The Agency reserves the right to modify any portion, postpone or cancel this RFP at any time, and/or reject any and all submissions without indicating any reason. No submission documents will be returned.
4. The Agency reserves the right to reject individual team members, firms, and request substitution without indicating any reason prior to contract award;
5. The Agency highly encourages participation by local qualified firms and Contractors in all aspects of contracting unless the project requires unusual or highly specialized services.
6. The Agency actively encourages participation of small, minority and women owned business enterprises in all aspects of contracting.
7. No compensation is offered for any work related to this selection process. Submissions are entirely voluntary. All original documents including electronic files become the property of the Agency. If any submission is late or incomplete in any way, that Contractor will be eliminated from consideration.
8. Materials contained in each proposal will be considered proprietary until selection. Following selection, however, the contract scope of work may be amended by the Agency and negotiated based upon ideas provided by any source.
9. In accordance with federal and state laws, the Agency does not discriminate on the basis of race, color, national origin, gender, sexual orientation, religion, age, veteran's status or disability in the provision of services.
10. Procured Consultants / Contractors will not be considered Agency personnel and the Agency assumes proposal of certain personnel to be a statement of their availability to do the work.
11. The Agency reserves the right to select more than one respondent, to select a respondent(s) for specific purposes or for any combination of specific purposes, and to defer the selection of any respondent(s) to a time of the Agency’s choosing.
12. The Agency reserves the right to put a particular scope of work out to bid under a separate contract if it deems it advantageous to the Agency.
13. The Agency reserves the right to allow other Housing Authorities or governmental agencies to piggyback from this solicitation or any contract arising from this solicitation. It is the sole discretion of the Contractor to enter into accept such agreement with a third party agency.