Addendum# 4 - Extension of Proposal Submittal Deadline; Questions and Agency Responses
Date and Time Issued:
12/13/2017 06:09 PM UTC
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NOTICE OF EXTENSION OF PROPOSAL SUBMITTAL DEADLINE:
The Proposal Submittal Deadline for RFP-2017-004 is hereby extended to 3:00 p.m. Eastern Time, Wednesday, December 20, 2017.
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QUESTION:
What is the average monthly number of “no show/ not at home” inspections?
AGENCY RESPONSE:
15%
QUESTION:
Proposed fee table #4 on page 13 doesn’t list “no show / not at home”. Is this intentional or an omission?
AGENCY RESPONSE:
This is intentional. HADC does not pay for inspections that result in inconclusive/no shows. HADC does not expect to pay for inconclusive inspections going forward.
QUESTION:
Is successful vendor required to use the HADC inspection software? If yes, is vendor responsible for any hardware, software and maintenance costs? If yes, please provide estimated annual costs.
AGENCY RESPONSE:
No.
QUESTION:
Can we use our own inspection management system?
AGENCY RESPONSE:
Yes. We have some expectation that HADC is able to access management system and the system has to be compatible with Yardi.
QUESTION:
Which vendor(s) is currently performing inspection service?
AGENCY RESPONSE:
This information can be found in Section 3.1.10 on Page 9 of the RFP document.
QUESTION:
How many staff, inspectors and support staff, are assigned to the inspection services listed in this RFP?
AGENCY RESPONSE:
5 inspectors and 5 office staff
QUESTION:
Are any of the staff unionized? If yes, please provide union name and bargaining agreements.
AGENCY RESPONSE:
No.
QUESTION:
What is the expected contract award date?
AGENCY RESPONSE:
January 26, 2018 at the Board of Commissioners’ monthly meeting
QUESTION:
What is the expected go live date?
AGENCY RESPONSE:
April 1, 2018
QUESTION:
When does the existing Vendor contract expire?
AGENCY RESPONSE:
December 18, 2017
QUESTION:
In Addendum 3, it states that the agency is looking to outsource all HQS and UPCS Inspections. What is the number of UPCS inspections, and will a line item be added online in the proposed fees for these (UPCS Inspections are currently not listed)?
AGENCY RESPONSE:
There are not any UPCS inspections at this time. To further clarify our response in Addendum No. 3, we would procure UPCS inspection services with a separate RFP. RFP-2017-004 is for HQS inspection services only.
QUESTION:
Will the Agency be taking part in the UPCS-V Demonstration?
AGENCY RESPONSE:
No.
QUESTION:
Are the self- certifications for re-inspections billed as a Follow-Up Inspection by your current contractor?
AGENCY RESPONSE
Self-certifications are a separate line item on the bills we receive from our current contractor. There are both, physical follow-up inspections and some units are eligible for self-certifications. 24hr, electrical and foundation violations require physical inspection.
QUESTION:
Does the Agency have any additions to the HQS in its Administrative Plan?
AGENCY RESPONSE:
Yes. Please refer to Administrative Plan on HADC website at www.dekalbhousing.org
QUESTION:
Does the Agency have a list of Section 3 residents who have registered for job openings and/or a list of Section 3 business concerns? If so, who should we contact to obtain the list(s)?
AGENCY RESPONSE:
Yes. The successful proposer should contact me to obtain these lists.
QUESTION:
3.2.5 “Quality Control Inspections”, how many quality control inspections are required monthly. Can the contractor bill HADC for these inspections?
AGENCY RESPONSE:
75 quality control inspections required for SEMAP. The agency conducts its own quality control inspections. However, it may benefit the contractor to conduct their own quality control inspections to ensure HQS requirements are being met by the inspectors.
QUESTION:
Who sends the abatement letters?
AGENCY RESPONSE:
The contractor is expected to send all inspections letters: notification, reschedule, results and abatement letter. The agency will send final contract termination letter (30 days prior to contract termination).
QUESTION:
Will HADC provide Yardi Software and hardware?
AGENCY RESPONSE:
The vendor may use its own software; however, it must be compatible with Yardi to allow data transfer into the inspection module.
QUESTION:
Will the contractor be required to do Rent Reasonableness? If so, please explain.
AGENCY RESPONSE:
The contractor will not be required to complete Rent Reasonableness.
Regards,
Jan Towe
Procurement Specialist
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