This is a service / maintenance or supply contract in Brunswick, Georgia. Contact the soliciting agency for additional information.

Request for Proposal Housing Quality Standards Inspections I.PURPOSE Tosolicit proposals/qualifications from organizations in performing residential property inspections in accordance with Federal Housing Quality Standards, hereafter referred to as HQS, for the Brunswick Housing Authority, hereafter referred to as BHA. The BHA is seeking the services of one firm for the HQS inspection services, for a 1-year term with an option to extend for an additional 5- year term. BACKGROUND The BHA administers approximately 750 vouchers to eligible individuals and families. This RFP is intended to produce a qualified individual who will provide Housing Quality Standards Inspections using trained/certified inspectors. SCOPE OF SERVICES The BHA is seeking proposals from highly qualified and insurable individual, to provide inspections for the Federal Housing Quality Standards (HQS). The selected individual shall provide sufficient organization and time management with the necessary skill and judgment to perform all duties and responsibilities normally associated with the Inspection function (including scheduling, notification, inspections, quality control, reporting.) The following is a list of the required Inspection Services: Scheduling of Inspections The Inspector will be responsible for scheduling all inspections in accordance with industry best practices and the agreed Standard Operating Procedures, hereafter referred to as SOP (See Other Duties). BHA will be responsible for the costs of scheduling the inspections (forms, telephone costs, stamps, etc.) and associated notifications. Initial Inspections 1.The Inspector will make contact by telephone with landlords or their designee within 48 hours of receipt of a Request for Tenancy Approval (RFTA) from the Case Manager, hereafter referred to as CM, to schedule the initial inspection. If the individual is unable to contact the landlord after two documented unsuccessful attempts by phone, the individual will contact CM. 2.The Inspector will make the first attempt to complete each initial inspection within 15 business days of receipt of scheduling information from CM (excluding observed holidays). 3.Initial inspections and associated Reinspections must be scheduled by speaking to the landlord or their designee. No inspection or re-inspection may be scheduled by leaving messages on voice mail. No inspection or re-inspections will be scheduled with the tenant. 4.If the unit does not pass the second scheduled attempt, the Inspector will contact CM. The Inspector will complete all initial Re-inspections within 3 business days of notification by Landlord that the unit is ready for re-inspection. The Inspector will be responsible to return a completed inspection form within 5 business days (excluding observed holidays) from completion of a pass inspection. This information will be attached chronologically by date. Notifications (Pertains to all Inspection Types)All notifications, regardless of type, must contain at a minimum the following information: a)Date notification was printed b)Name and complete mailing address of landlord/agent c)Name and complete mailing address of client d)Type of Inspection/Re-inspection e)DateofInspection/Re-inspection f)Scheduling Timeframe of Inspection/Re-Inspection g)If this is a Deficiency Notification, provide a complete detailed listing of all deficiencies identified during the inspection h)Name of inspector i)Contact telephone number Annual Inspections 1.Mail all notices by US 1st class mail no less than 21 days prior to the scheduled inspection date. 2.Complete all annual inspections no later than 320 days from the last passing inspection date, unless authorized by the Public Housing Authority, hereafter referred to as PHA. Special Inspections Includes inspections in response to complaints registered with the CM concerning a covered unit's condition, quality control inspections, or any other inspection the inspector may deem appropriate to conduct. 1.The Inspector will make contact by telephone with landlords or their designee within 48 hours of receipt of the Special Inspection Request from CM to schedule the inspection. If the Inspector is unable to make contact with the landlord after two documented unsuccessful attempts by phone, the Inspector will contact CM. 2.The Inspector will complete the first attempt to complete each Special-Inspection within 5 business days of receipt of scheduling information from CM (excluding observed holidays). 3.Special inspections and associated Reinspections must be scheduled by speaking to the landlord or their designee. No inspection or re -inspection may be scheduled by leaving messages on voice mail. No inspections or re-inspections will be scheduled with the tenant. 4.If the unit does not pass at the second scheduled attempt, the inspector will contact CM. The Inspector will complete all initial Re-inspections within 3 business days of notification by landlord that the unit is ready for re-inspection. ReInspections 1.Complete all Initial Re-Inspections within 3 business days (excluding observed holidays) of notification by the landlord or their designee that the unit is ready for Re-inspection. 2.Complete all non-emergency annual reinspections within 30 days from the last passing date from the previous year, unless authorized by the PHA. 3.Complete all re-inspections of all life threatening Fail items within 24 hours of first inspection. All Inspections 1.All physical inspections will be conducted in accordance with HUD Housing Quality Standards regulations at 24 CFR 982.401; the Lead Safe Housing Regulations at 24 CFR Part 35, Subparts A, B, M, and R; and recorded using the Housing Quality Standards (HQS) Inspection Form. 2.Schedule inspections and prepare and issue all inspection appointment notification letters in accordance with the HQS Procedures Manual. 3.Schedule all inspections, regardless of type, with an inspection appointment window time of no more than 3 hours. No inspection shall be performed outside of the scheduled appointment window. Any inspection attempt outside the designated 3-hour time frame will be done at the inspector's own risk. 4.Assess who is responsible for damages (tenant responsibility or landlord responsibility) for every failed item listed on all deficiency reports or correspondences. 5.Send all notifications and related follow-up correspondence, to both landlord and tenant by US Postal Service class mail, including pass or fail notifications, reschedule notifications and no-show notifications. Forward similar copies electronically to the email addresses, if provided, of both landlord and tenant. Include re-inspection dates and times in all inspection results correspondence. 6.Complete one attempt for each no-show inspection prior to issuance of abatement notification to the owner. 7.Complete one attempt for each non-emergency fail inspection prior to issuance of abatement notification to the owner. 8.Forward a copy of all abatement notifications issued to the Housing Inspector, hereafter referred to as HI. 9.Submit inspection Performance Summary Reports on a monthly basis in format agreed to by the HI. Please provide copies of the reporting that you would suggest. 10.Perform daily electronic back-up of all inspection data from the beginning of contract performance period to present to prevent loss of data. 11.Develop and implement a quality control program that exceeds the minimum standards required under 24 CFR 985.2, 24 CFR 985.3 (e) and (f) for all inspections conducted on a monthly basis. 12.Provide all required reporting in a mutually agreed upon format. Other Duties 1.Develop and submit to the PHA for approval, within 14 calendar days of contract execution, Standard Operating Procedures (SOP) for inspection processes described herein, including all forms and form letters in addition to the ones already utilized by BHA.SOP must demonstrate to the BHA satisfaction the inspector's ability to provide all services requested. 2.Attend quarterly meetings with the Section 8 Manager and/or Director of Housing to ensure contract compliance. Instructions Responses should be submitted via email only to BHA, to the attention of Natasha Douglas, HCV Manager, at ndouglas@brunswickpha.org.