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We have received the following request for information and hereby respond following:
(1) QUESTION. Can a time be scheduled to visit each property and inspect a few sample units?
AGENCY RESPONSE. On Thursday 5/2/19, there will be a site visit at Washington Gardens and Front Street. Interested parties should meet at 577 Washington Ave (Manager’s Office) at 11:00 AM. First, we will enter two units at Washington Gardens. Then, we will enter two units at Front Street.
(2) QUESTION. Will all residents move twice (once into a temporary unit while their original unit is renovated, and a second time back into their original, renovated unit?
AGENCY RESPONSE. Most households at properties undergoing renovation will relocate twice. However, some households may relocate only one (1) time (i.e. from their original unit into a different, renovated unit). The number of 2-move vs 1-move households will be determined as we near construction commencement.
This does not apply to two (2) projects listed in “9.0 – Attachment H (Specifications)â€: Exhibit D and Exhibit F. Households at these two (2) properties are expected to move only once.
(3) QUESTION. For households that temporarily relocate off-site and then move back on-site into a renovated unit, will the price of both of these off-site moves be the same?
AGENCY RESPONSE. Yes.
(4) QUESTION. Will the Agency renovate multiple projects that have resident relocation needs simultaneously?
AGENCY RESPONSE. Yes. It is very likely Agency renovation projects will overlap.
(5) QUESTION. How will the mover receive information from the Agency about scheduling moves?
AGENCY RESPONSE. The Agency will hire a full-time Relocation Coordinator (RC). The RC will be the Agency’s primary contact person with the mover. The RC will communicate information to the mover, including: reserving moves dates in advance of relocations; details of each move (bedroom size, to and from addresses, special tenant needs, etc.); and requesting packing assistance and storage (if necessary). The RC will also be generally responsible for coordinating with residents, checking in with residents prior to their moves to ensure their readiness to move, and being present during move-days to deal with any relocation issues that arise, among other tasks related to resident relocation.
(6) QUESTION. In a double-loaded corridor building [definition: a building with units on both sides of a central hallway], will relocations be to the same floor or different floor?
AGENCY RESPONSE. The Agency will attempt to schedule as many moves to the same floor as possible.
(7) QUESTION. Will movers need a DUNS number?
AGENCY RESPONSE. No.
(8) QUESTION. Will any moves occur across state lines?
AGENCY RESPONSE. No.
(9) QUESTION. How much notice will movers receive in advance of a move?
AGENCY RESPONSE. See Section 2.1.1.3 of the 1.0 RFP Document: “The Agency will have a Relocation Coordinator on-staff to coordinate all resident relocations. This staff will schedule moves with the selected Contractor at least 10 business days prior to moves.†The Agency anticipates that more than 10 days will be provided for nearly all relocations.
(10) QUESTION. What are the hours for moves?
AGENCY RESPONSE. See Section 2.1.1.8 of the 1.0 RFP Document: “Moves may not begin prior to 8:30 a.m. and must be completed by 5:00 p.m. All moves must be completed the same day the move begins unless approved and scheduled otherwise by the Relocation Coordinator.â€
(11) QUESTION. What moving supplies will the Agency provide tenants?
AGENCY RESPONSE. The Agency will provide boxes, tape and potentially bubble wrap or packing paper for residents to pack their belongings.
(12) QUESTION. Would PHA consider having pest control inspect units prior to moving them out for bedbugs at their expense?
AGENCY RESPONSE. Prior to all relocations, the Agency will inspect relocating units for bedbugs and, if identified, treating these units. The Agency commits to bedbug-free units prior to relocations.
If, during a move, a previously unknown infestation was discovered, the move will be suspended until the Agency can treat and confirm the unit as bedbug-free.
(13) QUESTION. “Would PHA cover the costs of treatment in the case the mover’s equipment and or warehouse(storage) was exposed or got infected by bedbugs?â€
AGENCY RESPONSE. The Agency will not pay for any costs incurred by the moving company in association with pest or bedbug treatment for clothing, equipment, vehicles or facilities.
(14) QUESTION. How will movers handle tenants with severe health issues?
AGENCY RESPONSE. The Relocation Coordinator, other Agency staff or a third-party social services staff will assist residents with severe health issues to pack and be on-site during their move days in case they require assistance.
(15) QUESTION. What is the average length of time that most Portland Housing Authority residents have lived in their apartments?
AGENCY RESPONSE. On average, 7 years.
We are grateful for your interest in doing business with our Agency and, if you have not already done so, we look forward to receiving a proposal submittal from your firm.
Regards,
Heather Kaufman
Procurement Coordinator
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