Request For Proposals

Request for Proposals
Number AVP-RFP-13-14-01

MANAGEMENT AGENTS SERVICES

MARCH, 2014

PROCUREMENT AND CONTRACTING AREA

Request for Proposals - AVP-RFP-13-14-01
Management Agents Services
Page 2 of 55

TABLE OF CONTENTS

MANAGEMENT AGENTS SERVICES
RFP 13-14-01
Page
1. REQUEST FOR PROPOSALS NOTES .4-5
2. DEFINITIONS .6
3. INSTRUCTIONS TO
RESPONDENTS
...7-10
4. REQUIREMENTS
5. REJECTION OF PROPOSALS
6. TECHNICAL PROPOSAL
.11-13
..14-16
..17-21
7. COST PROPOSAL 22-23
8. STATEMENT OF SERVICES ..24-36
9. EVALUATION CRITERIA ..37-43
10. PROCUREMENT AND AWARD
PROCESS
..44-50
11. TYPE OF CONTRACT 51
12. INSURANCE REQUIREMENTS ..52-54
13. SPECIAL PROVISONS 55

ATTACHMENTS (For all Attachments forms refer to file included in the CD)

Attachment A-1 Title page
Attachment A-2 Non-Collusive Affidavits
Attachment A-3 Limited Denial of Participation (LDP)/Suspension or Debarment Status
Certification
Attachment A-4 Conflict of Interest Certification
Attachment A-5 Identity of Interest Certification
Attachment A-6 Sworn Statement under Law No. 458 of December 29, 2000, as amended
Attachment A-7 Certification of Respondents Prior Performance
Attachment A-8 Authorization for Background and/or Financial Information
Attachment A-9 Schedule of Addenda
Attachment A-10 List of Housing or Industry Facilities Managed by Respondent

Attachment A-11 Information for Respondents Key Staff
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Attachment A-12 Reference for services performed
Attachment A-13 HUD Form 2530
Attachment A-14 HUD Form 5369-B
Attachment A-15 HUD Form 5370-C
Attachment A-16 Management Fee (PUM) Proposal Form (Use one for each area)
Attachment A-17 List of Equipment

Attachment A-18 Information for Sub Consultants

Attachment A-19 Proposal Form

EXHIBITS

Exhibit I Draft of PRPHA Management Agent Services Agreement
Exhibit II DV-OSPA-78.5
Exhibit III Area Designation and Projects Listing in the Area by AMP (Asset Management
Property Number) and Map
Exhibit IV Projects Physical Address
Exhibit V PRPHA Procedures
Exhibit VI Guide to determine the recruitment of additional project staff
Exhibit VII Units Inventory

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March, 2014

PROSPECTIVE RESPONDENTS

SUBJECT: Request for Proposals Number AVP-RFP-13-14-01
MANAGEMENT AGENTS SERVI CES

The Puerto Rico Public Housing Administration (PRPHA) seeks proposals from qualified
individuals and/or legal entities providers, hereinafter referred to as the "Respondent", to supply
MANAGEMENT AGENTS SERVICES.

The PRPHA is one of the nation largest public housing authorities, which owns and operates
approximately 56,000 dwelling units and other non-dwelling structures throughout the
Commonwealth of Puerto Rico. It operates and manages its housing developments to provide
decent, safe, sanitary and affordable housing to low income families, and implements various
programs designed and funded by HUD.

The RFP process is designed to promote fair and open competition while seeking a cost
competitive solution. The PRPHA will select the best value offer(s), price and other factors are
considered, including technical merit as determined by the offers response to the evaluation
factors as prescribed herein. The final selection will be based on the evaluation criteria outlined
in Section 9 of this RFP.

The instructions and requirements (RFP package) governing this procurement process, may be
obtained from March 27 to April 7, 2014, at a cost of $100.00, on business days at the
PRPHAs Procurement Office located on the 9
th
floor of the Juan Cesar Cordero Building, 606
Barbosa Avenue, Hato Rey, Puerto Rico. All deposit shall be (non-refundable) cash, money
order or certified check payable to PRPHA at the Collection Office 6
th
floor, Juan C. Cordero
Davila Building, 606 Barbosa Avenue, Hato Rey, Puerto Rico from 8:00 a.m. to 12:00 p.m. and
1:00 pm to 3:30 p.m.

All Respondents shall be qualified to obtain and submit a Bid Guarantee equivalent to
$100,000.00 (one hundred thousand dollars) for (90) ninety days in the form of a certified
check, a bank draft, or a US Government Bond at par value, or a bond from an approved
insurance company that appears in the Federal Register (Treasury Listed) Circular 570 and
authorized to do business in Puerto Rico.

The PRPHA has determined that the award of an Agreement under this RFP will disqualify the
Respondent from award of an Agreement under AVP-RFP-13-14-03 (LIHTC projects).

The proposals will be received at the PRPHA Procurement Office no later than 2:00 pm (local
Puerto Rico time) on Tuesday, April 24, 2014 in Puerto Rico Public Housing Administration,
1. REQUEST FOR PROPOSALS NOTES
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Procurement Office located on the 9
th
floor of the Juan Cesar Cordero Building, 606 Barbosa
Avenue, Hato Rey, Puerto Rico.

Proposals should be prepared in accordance with the attached instructions and will be evaluated
by the PRPHA as described in this RFP and otherwise in accordance with applicable laws and
regulations, including HUD requirements.

Proposals will be held in confidence and not released for public review until after the final award
is made.
The PRPHA is an equal opportunity employer and does not discriminate as to sex, race, age,
national origin, religious creed, civil status, war veterans, handicap, disable status and for any
other reason prohibited by law.

We appreciate your interest in being considered for these services.

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As used in this RFP, the following terms shall have the meanings provided below:
Addendum shall mean the only written documents issued by the PRPHA to revise, amend or
otherwise modify this RFP.
Evaluation Committee shall mean the qualified technical review committee appointed by the
PRPHA to evaluate the Proposals submitted by Respondents.
HUD shall mean the U.S. Department of Housing and Urban Development.
Management Plan shall mean the annual plan describing the services to be provided by the
Management Agent by AMP during the next succeeding Fiscal Year, which the
Management Agent prepares and sends to the PRPHA for its approval. The Management
Plan shall include, among other information, the PNA for all AMPs within the Designated
Area. At all times, the Annual Management Plan shall comply with the scope of work of the
Agreement.

Proposal shall mean each Respondents submittal in response to this RFP. As applicable with
respect to evaluation of Proposals and selection of a successful Respondent, proposal shall
include any best and final offers requested by PRPHA and submitted by a Respondent.
Management Agents hall mean a Management Agents company that is competitively procured by
PRPHA to manage the agencys properties in a designated geographical area.
Proposal Due Date shall mean the date and time set forth in this RFP for submission of the
Proposal, as said date and time may be amended from time to time by Addendum.
RFP shall mean this Request for Proposals, as amended, revised or modified, issued by the
PRPHA to procure the services herein described.
Respondent shall mean the individual or legal entity that respond to this RFP.
Responsible Respondent is able to comply with required or proposed delivery or performance
schedule; has a satisfactory performance record in Management Agents services; has a
satisfactory record of integrity and business ethics, has the necessary organization, experience,
accounting and operational controls, and technical skills, or the ability to obtain them; has the
necessary production, construction, and technical equipment and facilities, or the ability to obtain
them; and is otherwise qualified and eligible to receive an award under applicable laws and
regulations, including the fact that the Respondent is not suspended, debarred or under a HUD-
imposed Limited Denial of Participation.
Responsive Respondent shall mean a proposal that conforms exactly to the requirements in the
RFP. PRPHA must examine the low proposal to be sure that the Respondent did not alter the
specifications or other terms and conditions (e.g., delivery schedules, payment terms, etc.) or
attempt to impose different terms and conditions.
2. DEFINITIONS
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By responding to this RFP, Respondents acknowledge and consent to the following conditions
relative to the procurement process. PRPHA is not bound to accept any proposals if
Respondents do not meet PRPHAs requirements.
3.1 Proposal Response Format
a) Proposals shall be printed in English, single side, double-spaced, 12-point Times
New Roman Form and 1 standard margins in a 3 inch binder. Please do not
submit documents in sheet protector. In addition, a machine-readable, PDF
formatted electronic copy of the complete proposal and any supporting
documentation must be provided in a (USB) pen drive.

b) Proposals are to be prepared on standard 8-1/2 x 11 paper. Foldouts containing
charts, spreadsheets, and oversize exhibits are permissible. The pages should be
placed in a binder with tabs separating the sections of the Proposal. Manuals and
other reference documentation shall be bound in the same first part binder.

c) Figures and tables must be numbered and referenced in the text by that number.
They should be placed as close as possible to the referencing text.
d) The Proposal consists of two parts: Technical Proposal and Cost Proposal, and
each part must be submitted in a separate sealed envelope or container. Both
sections of the Proposal shall be identified with the Respondents name, address,
telephone and fax numbers, and the date and time for the official submittal of the
Proposals.

e) The first part will include the Technical Proposal

The Respondent must submit the original Technical Proposal signed in blue ink
and five (5) copies.

The second part will include the Cost Proposal, the original and one copy for
each area within the region selected by Respondent.

3.2 General Instructions
1. All Proposals must be presented in accordance with this RFP and HUD Form 5369-
B (Attachment A-14), attached hereto.
2. Proposals will be accepted from individuals or legal entities that have been
registered and who can demonstrate that they have acquired the RFP package. The
3. INSTRUCTIONS TO RESPONDENTS FOR PROPOSALS PREPARATION
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Proposals shall be submitted with the same individual or legal entity name with
which the package was obtained.
3. All Proposals received after the Proposal Due Date and Time shall be recorded one
copy, as a late Proposal and retained unopened in the PRPHAs procurement file
for this RFP. The original and others copies will be return to the Respondents.
4. Respondents and the PRPHA understand that these Proposals will be kept
confidential until the selection process is completed. In order for the PRPHA to treat
specific documents, pricing or any other information pertaining to a Respondents
business as confidential, the Respondent is required to make the appropriate
designation of such documents at the top and bottom of each page and they must be
submitted in a separate sealed envelope identified as CONFIDENTIAL.
5. Respondents should be aware that marking a document "confidential" or
"proprietary" in a final proposal will not keep that document from being released
after notice of intent to award as part of the public record, unless a court with
jurisdiction has ordered the PRPHA not to release the document or the information
had been specifically designated as confidential by Law or regulation.

6. The Proposal Package shall include all attachments included in this RFP; and all
other documents and information requested by the PRPHA herein, with no
alterations or changes.

7. Each Proposal shall be presented in the form required by this RFP and shall include
all information requested

8. The Proposal shall be properly executed by an authorized representative of the
Respondent. In order to constitute proper execution, the Proposal shall be in strict
compliance with the following:

a) Individuals

Proposals submitted by Individuals shall be signed by them. If the Proposal is
signed by an authorized representative, a power of attorney, dated and executed
by the individual, shall be attached to the Proposal as evidence of the
representatives authority to sign the Proposal and to bind the Respondent thereto.

b) Partnerships

Proposals submitted by a partnership shall be signed on the partnerships behalf
by at least one general partner or by an authorized representative of the
partnership. If an authorized representative signs the Proposal, a power of
attorney, dated and executed by all partners of the Respondent, shall be attached
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to the Proposal as evidence of the representatives authority to sign the Proposal
and to bind the Respondent thereto.
c) Corporations
Proposals submitted by corporations shall state the correct name of the
corporation and must be signed by an authorized officer, whose authority to bind
the corporation must be evidenced by the corresponding corporate resolution.
The title or position occupied by the corporate officer executing the Proposal shall
appear below the signature.

d) Joint Venture

Proposals submitted by a joint venture shall be signed by all members of the joint
venture. If the Proposal is signed by only one member of the joint venture entity,
the Proposal shall be accompanied with a copy of the joint venture agreement
evidencing that the Proposal is signed by a member with authority to bind the
joint venture. The joint venture agreement shall be executed before the date and
time specified for proposal submission.

9. Respondents shall consider all matters included in this RFP package and any
amendments thereof in the preparation of their Proposals. It is the Respondents
responsibility to ensure that the Proposal complies with all federal, state and local
requirements applicable to the RFP. The Proposal shall provide for the performance
of all services required under the RFP.
10. The PRPHA will not allow any modification, withdrawal or cancellation of a
Proposal or any part thereof, unless specifically requested in writing by PRPHA
under the applicable terms hereunder.
11. The Respondent shall initial erasures and other changes to the Proposal. When an
item in the offer contains a choice to be made by the Respondent, the Respondent
shall indicate its choice in accordance with the specifications for that particular item,
and thereafter no further choice shall be permitted.
12. It is the responsibility of each Respondent before submitting a Proposal:

a. To examine the entire RFP document including its attachments,
b. To comply with the conditions and requirements of the RFP
c. Seek clarifications in writing if necessary before the deadline,
d. Check its proposal for accuracy and completeness before submitting it.

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13. The Respondent who declines to provide any information requested by the RFP or
declines to complete any form, should clearly state if such information is Not
Applicable or Intentionally Omitted, as the case may be, and should provide the
reason for such action.
14. Submittal of Proposals shall serve as evidence of a Respondents acceptance of the
terms, conditions and disclaimers of this RFP and the rights and options reserved
hereunder by the PRPHA.
15. In the submission of its Proposal and the performance of the Services under the
Agreement(s), the Respondent shall comply with all the provisions and requirements
of the applicable HUD Forms. The Respondent shall complete, sign and/or initialize
the HUD Forms, latest version, contained in Attachments A-13 to A-15.
16. All proposals shall remain valid for a period of ninety (90) days after the date
specified for the receipt of proposals.

17. The Respondent shall be solely responsible for all expenses incurred in the
preparation of a response to this RFP and shall be responsible for all expenses
associated with any presentations or demonstrations, contract negotiation, and
related expenses associated with this request and/or any proposals made.

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6. REQUIREMENTS

4.1 GENERAL REQUIREMENTS

4.1.1 State Department Requirements

All Respondents, if incorporated, must show they are in good standing with the Puerto Rico State
Department (Departamento de Estado). All Respondents that are foreign corporations (out-of-
state) must file the necessary documents with the Division of Corporations of the State
Department requesting authorization to do business in Puerto Rico, which shall have been
requested prior to the date of submission of the Proposal hereunder. Failure to demonstrate
compliance with this requirement may result in rejection of the Proposal without further
consideration.

4.1.2 Debarment List: Law No. 458 and other requirements

If any of the Respondents principals, officers, directors or partners has been debarred,
suspended or otherwise lawfully precluded from participating in any public procurement activity,
the Respondent shall disclose that information in its offer. Failure to provide such information or
to complete the Limited Denial of Participation (LDP)/Suspension or Debarment Status
Certification (Attachment A-3), shall result in the rejection of the offer. PRPHA will
corroborate this information.

Each Respondents principals, officers, directors and partners must be in good standing with
PRPHA, and with any Federal or local agency that has or had a contractual relationship with the
Respondent or any of its principals, officers, directors and partners. Therefore, if a state, federal
or local agency has terminated any contract with a Respondent for default; the Respondent will
not be eligible to submit a Proposal in response to this RFP.

In addition, each Respondent shall certify that none of its principals, directors, officers or
partners have been convicted or are under any investigation by any state, federal forum, or in any
other country, of the crimes identified under Law No. 458 of December 29, 2000, as amended
(Attachment A-6).

Certifications must encompass the prior experience of any and all principals, officers, directors
and partners of the Respondent, including prior corporate entities.

Respondent shall not have any ownership participation in a Design or Construction of any of the
projects to be awarded for the services to be provided under this contract.

4. REQUIREMENTS
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4.1.3 Mandatory disclosures

In addition, the Respondent must disclose the following information in Attachment A-5:

Actual, apparent and potential conflicts
Ownership interests
Identification of officers and directors of bidding entities
Overlapping ownership interests or directorships in other companies.

4.1.4 Mandatory Proposal Forms

The Respondent shall comply with all the provisions and requirements of this RFP in the
presentation of its Proposal. The Respondent shall complete, sign, initial and/or notarize the
documents indicated in Attachments A-2 to A-15.

4.1.5 Contracting Requirements

The Respondent shall comply with all public contracting requirements set forth in the Treasury
Departments Circular Letter No. 1300-03-11, dated August 17, 2010, in connection to payment
of income, and personal and real property taxes. The selected Respondent(s) shall submit all
certifications required under the cited circular letter as required by the notice of award.
4.1.6 Labor Laws and Regulations

Respondent shall comply with all applicable labor laws and regulations including, without
limitation, Fair Labor Laws, Equal Employment Opportunity Program requirements,
unemployment tax, temporarily disabled tax, workers compensation and social security taxes.

4.1.7 HUD Requirements

In the submission of its Proposal and the performance of the Services under the Agreement(s),
the Respondent shall comply with all the provisions and requirements of the HUD Forms, latest
version, indicated in Attachments A-13 to A-15. Respondent shall complete, sign, initial and/or
notarize these forms.
4.1.8 Agreement to be bound by this RFP and Agreement Terms

Respondents shall consider only the matters included in the RFP documents and any amendment
thereof in preparation of their Proposal. The Proposals will be evaluated by the Evaluation
Committee as described in this RFP.
By submitting a Proposal, each Respondent agrees, if the Proposal is accepted, to enter into a
contract with the PRPHA, for the Term set forth in this RFP (as defined in the Agreement),
including all exhibits and attachments hereto.
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Each Respondent also accepts all terms and conditions of this RFP and any amendment thereof.
The Respondents Proposal and any additional information submitted by the Respondent or
negotiated between Respondent and PRPHA prior to selection, together with this RFP and any
addenda hereto, will serve as confirmations of Respondents acceptance of all terms and
conditions therein.
The respondents must be prepared to submit all certifications in compliance with Puerto Rico
Treasury Department's requirements for contracting with the government regarding income and
property (CRIM) taxes. These requirements are in accordance with Circular in Letter No. 1300-
21-06, dated April 28, 2006. Such certifications shall be required only from the selected
respondent or respondents.

Respondent must comply with Puerto Rico Department of Labor laws and regulations including,
but not limited to, Fair Labor Laws, Equal Opportunity Program requirements, unemployment
tax, temporarily disabled tax, and social security tax.

4.1.9 Other Requirements

a) The Selected Respondents and their personnel must participate in software training that will
be offered by PRPHA regarding the Yardi System. Such participation will be required even
do at the time of the training the selected respondents have not signed the management
contract or the effective date of such contract has not arrived. The Respondent shall be
solely responsible for all expenses incurred by the Key Staff in the participation of this
training. If respondents and their personnel do not participate of the training, they will not be
selected and/or their contract terminated.

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The PRPHA could reject a proposal if:

a) The proposal is submitted without the Bid Guarantee.
b) The Respondent fail to submit the data and documents required in the RFP package, or if
the Proposal is nonconforming, non-responsive, incomplete, inadequate, conditional or
irregular.
c) the Respondent has an unsatisfactory performance record, as demonstrated by past work
performed for HUD, the Department of Housing or the PRPHA, specifically from the
standpoint of work quality and progress.
d) There is uncompleted work which, in the judgment of the PRPHA, might hinder or
prevent the prompt completion of additional work, if awarded.
e) Any of the Respondents previous agreements with HUD, the Department of Housing,
the PRPHA or any other public or private entity were declared in default.
f) There are unauthorized additions, conditional or alternate proposals or irregularities of
any kind which may tend to make the Proposal incomplete, indefinite, or ambiguous as to
its meaning.
g) The Proposals from a Respondent is submitted under different names for the same
services. In case an individual, firm or corporation under the same or different names
submits more than one proposal for the same work, the respondent will be disqualified
and the proposals rejected.
h) The Proposals from individuals or legal entities have not been registered and/or cannot
demonstrate that they have acquired the RFP package. The Proposals shall be submitted
with the same individual or legal entity name with which the package was obtained.
i) There is evidence of collusion among Respondents; such participating Respondents will
not be considered for any future work or services procured by PRPHA.

PRPHA Options

Without limitation and in addition to other rights reserved by PRPHA in this RFP and when it is
determined to be in its best interest, PRPHA reserves and holds, at its sole discretion, the
following rights and options:
a) Reject any or all proposals, to waive any informality in the RFP process, or to terminate
the RFP process at any time, if deemed by PRPHA to be in its best interests.
5. REJECTION OF PROPOSALS
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b) Not to award a contract pursuant to this RFP.

c) Determine the days, hours and locations that the successful Respondent(s) shall provide
the services requested in this RFP.

d) Retain all proposals submitted and not allow withdrawal for a period of sixty (60) days
subsequent to the deadline for receiving proposals without the written consent from
PRPHA.

e) Have no obligation to compensate any Respondent for any costs incurred in responding
to this RFP.

f) At any time during the RFP or contract process to prohibit any further participation by a
Respondent or reject any proposal submitted that does not conform to any of the
requirements detailed herein. Each prospective Respondent further agrees that he/she
will inform PRPHA in writing within five (5) days of the discovery of any item that is
issued thereafter by PRPHA it required to be addressed. Failure to abide by this
timeframe shall release PRPHA, but not the prospective Respondent, of any
responsibility, pertaining to such issue.

g) Prior to award, revise, change, alter or amend any of the instructions, terms, conditions,
and/or specifications identified within the RFP documents issued, within any attachment
or drawing, or within any addenda issued. All addenda will be provided in writing by
PRPHA. Such changes that are issued before the proposal submission deadline shall be
binding upon all prospective Respondents.

h) In the case of rejection of all or part of the proposals, PRPHA reserves the right to
advertise for new proposals or to proceed to do the work otherwise, if in the judgment of
PRPHA, the best interest of PRPHA will be promoted.

i) Without any liability, to cancel the award of any proposal(s) at any time before the
execution of the contract documents by all parties.

j) Reduce or increase estimated or actual quantities in whatever amount necessary without
prejudice or liability to PRPHA, if:

1. funding is not available,
2. legal restrictions are placed upon the expenditure of monies for this category of
service or supplies; or,
3. PRPHAs requirements in good faith change after award of the contract.

k) To make an award to more than one Respondent based on ratings or to make an award
without negotiations or best and final offer (BAFO).

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l) Require additional information from all Respondents to determine level of responsibility.
Such information shall be submitted in the form required by PRPHA within two (2) days
of written request.

m) Contact any individuals, entities, or organizations that have had a business relationship
with the Respondent regardless of their inclusion in the reference section of the proposal
submittal.

n) To conduct further investigations with respect to the qualifications and experience of
each Respondent, either from the documents submitted in the RFP or from other sources.

o) To conduct further investigations regarding the technical and financial qualifications of
Respondents from any sources deemed necessary, which sources might be other than
those identified in the Proposal.

p) To visit and examine any of the projects referenced in the Proposals and other owned,
operated or built by the Respondent to observe and inspect such facilities and their
operations.

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All proposals should follow the format provided. Proposals will be reviewed for completeness
prior to detailed evaluation. Any proposal submitted in a manner that makes evaluation
unnecessarily time consuming will be eliminated from further consideration. Elaborate proposals
are not necessary. Quality, substance, brevity, clarity, and responsiveness to PRPHAs needs are
essential and required.

6.1 Technical Proposal

Each Respondent shall submit one original and five (5) copies of the Technical Proposal.
No cost information of any kind may be included in the Technical Proposal. An
electronic copy in PDF format of the technical proposal must also be included in a pen
drive.
Proposal Format (Technical Proposal)
To facilitate the evaluation of proposals and allow proper comparisons each proposal
must present the following information in the order and format shown below:

A. Table of Contents

The Technical Proposal shall contain a Table of Contents to facilitate PRPHAs
consideration and evaluation of the Proposal. It is the Respondents responsibility to
ensure that all sections of the Proposal, including all Attachments thereto, are clearly
identified and easy to locate. The Table of Contents should read as follows:

Title page
Letter of Interest
Bid Bond
Tab 1: Executive Summary
Tab 2: Company Information
Tab 3: Project Approach/ Technical Proposal
Tab 4: List of Housing or Industry Facilities Managed by Respondent
Attachment A-10
Tab 5: Resumes of Key Staff - Attachment A-11
Tab 6: HUD Required Forms
Tab 7: Mandatory Proposal Forms

Title Page

The title page shall contain the RFP subject; the name and address of the Respondent, the
name, title and telephone number of the person authorized to represent Respondent and
the date of the Proposal. (Attachment A-1)
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Letter of I nterest
The letter of interest shall contain a general statement of the purposes for submitting a
Proposal. It should briefly state the operational concept for the services (Project
Approach), complying with the requirements of this RFP, demonstrate its understanding
of the requirements hereunder and the Respondents commitment to perform the services
in accordance with the requirements of this RFP. The Letter of Interest shall be signed
by an authorized representative or officer of the Respondent, duly authorized to bind the
Respondent to all provisions of the RFP, as amended, to terms and conditions of the
Services Agreement, if awarded.

Bid Bond

All Respondents shall be qualified to obtain and submit a Bid Guarantee equivalent to
$100,000.00 (one hundred thousand dollars) for (90) ninety days in the form of a
certified check, a bank draft, or a US Government Bond at par value, or a bond from an
approved insurance company that appears in the Federal Register (Treasury Listed)
Circular 570 and authorized to do business in Puerto Rico.

Tab 1: Executive Summary:

This part of the response to the RFP should be limited to a brief narrative highlighting the
Respondents proposal. It should briefly include qualifications and experience regarding
the firms ability to do the work requested in this RFP. The section should limit technical
language and marketing information and focus instead on qualifications, experience,
assumptions and a summary of the firms ability to meet the business partnering
requirements of PRPHA as stated in this RFP. The Executive Summary should be limited
to a maximum of five (5) pages (Times New Roman size 12, single space)

Tab 2: Company Information:
a) Background Information: The Respondent shall submit a brief description of
its Qualifications followed by a summary of capabilities such as resources and
past experience in providing services similar to the one specified herein.

b) Type of Organization: The Respondent shall specify the type of organization,
Corporation, Partnership, Joint Venture or Sole Proprietorship. Depending on
the type of organization, the Respondent shall submit copies of Certificate of
Incorporation, Partnership Agreement, Joint Venture or other organizational
document. Any of these agreements will be duly executed before the date and
time specified for proposal submission. It should also present a list indicating
the members of its Board of Directors, the names of the shareholders,
partners, principals and any other persons exercising control over the
organization. Describe the Respondent organizations number of employees,
client base, and description of the office locations of the organization.
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c) Authorization: Depending on the type of organization, the Respondent shall
submit a Corporate Resolution signed by the secretary of the corporation, or a
Power of Attorney, in the case of a partnership, dated and executed by all
partners, or the Joint Venture Agreement, evidencing the name of the
individual authorized to sign the offer, the agreement and any amendment
thereto with exception of the sole Proprietorship.
d) Organizational Chart: The Proposal shall include a detailed organizational
chart of the Respondents structure, showing all staff of the Respondent,
including all staff to be assigned to this Agreement (Key Staff) and the
performance of the services hereunder.

Tab 3: Project Approach:
This is the Technical Proposal. Respondents shall, as detailed as possible, describe their
proposed project approach to successfully managing PRPHA properties. The proposed
project approach at least shall include the following activities: maintenance, accounting,
occupancy and continued occupancy, lease enforcement, residents services, security,
Section 3 Compliance, Contract and Sub-contract administration as required in Section 8
Statements of Services.
The proposal must present a detailed work plan for the services solicited in the RFP that
will successfully meet the purpose, objectives and activities, as presented in Section 8.
The Respondent shall describe its Projects Approach and describe its full understanding
of the Project issues in word, graphic illustration and technical data necessary for the
PRPHA to evaluate the Proposal as described in this RFP.

The Respondent shall provide an estimated timeline that describes the activities and
responsibilities of the participants before and during the transition the first two months
after starting the services required in this RFP.

Tab 4: References for Services Performed

Provide at least three (3), but no more than six (6), customer references for managing
projects. If the Respondent is using one or more subcontractors, the Respondent must
provide at least one (1) reference for each subcontractor proposed. Required reference
information can be submitted in Attachment A-12.

Tab 5: Qualifications and experience of Key Staff and the Respondent

Provide qualifications and curriculum vitae of Key Staff that will be assigned by the
Respondent to perform duties or services under the contract (include estimated number of
hours to be worked on the contract for each person).
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The Key Staff required for purposes of this RFP is:
1) Operation and Maintenance Director,
2) Professional Licensed Engineering Director,
3) Information Technology Director,
4) Resident Services Director,
5) Occupancy Director,
6) Procurement Specialist, and
7) Accounting Director

In the case of the Engineering Director, the person should have knowledge and
experience about Section 504 of the Rehabilitation Act of 1973 and the 1990 American
with Disabilities Act. In the case of the Occupancy Director the person should have
knowledge and experience about fair housing and equal opportunity requirements.

Failure to comply with the staff and special requirements for the Engineering Director
and the Occupancy Director, the Respondent will not receive the points of the evaluation.

No person may serve in any two (2) or more Key Staff positions.

The resume shall include education, licenses, valid certifications, background,
accomplishments and any other pertinent information of the Respondents Key Staff.
The resumes shall detail each individuals title, education, current position with the
Respondent, and employment history.

In addition, provide an organizational chart highlighting the key staff which will be
assigned to accomplish the work required by this RFP illustrating the lines of authority
and identify the individual responsible for the completion of each service component and
deliverable of the RFP.

The Key Staff identified in Section 6, Tab 5, must be retained under contract by
Respondents for a period no less than one (1) year, after award is made, unless the
termination of such employment is due to just cause. If any termination occurs without
just cause and less than one (1) year after award was made, and PRPHA determines that
such Key Staff member was identified solely to comply with the present RFP, PRPHA
reserves the right to immediately terminate Respondents contract.

The Respondent shall demonstrate administrative capacity, program monitoring and
fiscal responsibility. Demonstrate ability of the firm to provide the resources (equipment,
office facilities and other) necessary for the timely and efficient implementation of
PRPHAs goals, objectives and services as described in this RFP.

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Tab 6: HUD Required Forms
In the submission of its Proposal and the performance of the Services under the
Agreement(s), the Respondent shall comply with all the provisions and requirements of
the HUD Forms. The Respondent shall complete, sign and/or initialize the HUD Forms,
latest version, contained in Attachments A-13 to A-15.

Tab 7: Mandatory Proposal Forms

The Respondent shall comply with all the provisions and requirements of this RFP in the
presentation of its Proposal, including all attachments hereto, The Respondent shall
complete, sign and/or initialize the forms indicated in Attachments A-2 to A-15.

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Each Cost Proposal shall be presented in a separate sealed envelope or container identified
with the Respondents name, address, telephone, region and area. The Respondents must
clearly and unambiguously specify the total cost of each element of the proposed system and
include all related costs that will be incurred by the Agency.

The Proposal must include a statement that will detail the cost for the services. In this part
you must include the Audited Financial Statements (2013).

In submitting a Proposal, the Respondent agrees that any costs or prices proposed shall be
valid for a minimum of ninety (90) days from the Proposal due date.

A. Table of Contents

Tab 1: Cost Form
Tab 2: Financial Information

Tab 1: Cost Form

Respondents must use the Management Fee (PUM) Proposal Form included as Attachment A-16
to submit their Cost Proposal for each area in the Region selected (See Exhibit III)

PRPHA determined to arrange the projects in two (2) Regions and eleven areas.

The Respondent most carefully analyze the reconfiguration of Areas within the regions. Each
Respondent has to choose what Region he wishes to compete, since it cant compete in both
regions.

Once the Respondent has selected the region it wishes to compete, it shall be submitting cost
proposal for each area in the Region selected (See Exhibit III). The Proposal must include a
statement that will detail the cost for the services.

Every Respondent will submit a proposal outlining the cost for each of the areas contained in the
Region selected. Option to select a preferred area will not be available. Failure to submit a cost
proposal for each area in the Region selected will result in the disqualification of the Respondent.

The successful Respondents will be compensated for its services by monthly fees per occupied
unit as stated in the contract.

Tab 2: Financial I nformation

Submit the audited financial statement (ending December 31, 2013). All Respondents shall
submit evidence of approved line of credit no less than $1,000,000.00 and other information that
7. COST PROPOSAL
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will enable PRPHA to evaluate its financial capacity to perform under the Contract.

1) If a Respondent has not been in existence or has not conducted business operations the
year prior to the RFP, it shall provide the following documents with respect to each of its
principals:

a) Certified income tax returns ( last three years)
b) Audited financial statement (ending December 31, 2013).
c) Certified statements indicating the companies in which the principals were involved

In the case that the Respondent is participating with another company, different
from the company previously related and that is currently submitting a proposal,
explain the reason for the two separate companies.

d) Evidence of availability of line of credit for no less than $1,000,000.00 and other
information that will enable PRPHA to evaluate their financial capacity to perform
under the Contract.

e) Affidavit certifying that the principals will provide personal guarantees in addition
to the companys assets and fidelity bond if, for any reasons, the contract is
terminated before the first year.

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The RFP process is designed to promote fair and open competition while seeking a cost
competitive approach.

PRPHA is seeking proposals from qualified management agents providers to deliver high quality
management services for the projects.

PRPHA is interested that this RFP is open to greater competition as required by HUD
regulations. For that reason, PRPHA seeks a management company that has a solid
organizational structure and an organizational vision that includes community integration.

8.1 General
The following list highlights the significant responsibilities to be undertaken by the selected
respondent, in accordance with the policies and procedures required by the most recent HUD
regulations, HUD handbooks 7460.8 Rev.2, and in accordance with PRPHAs policies, rules and
regulations:

a) Maintain a staff (not automated) 24-hour telephone number.

b) The minimum asset management property (AMP) project staff shall be: Housing
Management, Administrative Assistant (secretary), Occupancy Technician, Accounting
Officer and Maintenance Technician and laborer. In addition, the Management Agent shall
have a full-time Relocation Coordinator during those times when any AMPs within the
designated area is undergoing comprehensive modernization or demolition.

The Respondent will use the Exhibit VI to determine the recruitment of additional project
staff, taking into consideration the number of units per project and its complexity.

c) Identify all projects with a sign placed at the entrance and including exclusively the
following information: project name, AMP number and PRPHA logo.

d) Maintain an on-site Management Office in each project conveniently staffed and equipped.
Administer the projects as described in a management plan in accordance with approved
budgets, following the Asset Management guidelines. The personnel described in the
management plan shall be available to perform the services and a qualified replacement
must be available, as needed. Such replacement must be notified to PRPHA.

e) Be responsible for all expenses related to office space, including, but not limited to,
necessary construction and/or renovations (with PRPHAs consent), furnishings, office
equipment (maintenance, equipment, vehicles, etc.), postage, office supplies, file storage
with security, computers, telephone, answering service for the deaf (TDD) and ensure that
the office is readily accessible for disabled and handicapped persons. All the ordinary,
8. STATEMENT OF SERVICES
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reasonable and eligible expenses of these offices shall be advanced by the PRPHA to the
Management Agent as Operating Expenses as approved in the Operating Budget.

The office shall be open to residents to the public in general for a minimum of eight (8)
hours per day, five (5) days per week, except for federal official holidays or unless
otherwise authorized in writing by PRPHA. The offices will open on Saturdays at the
discretion of the managing agent according to the need of the service and with the prior
authorization of PRPHA. The office must open no later than 8:00 AM and close no earlier
than 5:00 PM, and be available to open and operate the offices during emergencies and as
requested by the PRPHA.

f) Maintain separate tenant, social, and maintenance records;

g) Maintain financial records for each Project and the Administrative Office as instructed by
the PRPHA and using the GAAP accounting system, HUD and state regulations.

h) Design operating, maintenance procedures and systems needed to maintain the Projects in
good fiscal and physical condition i.e. compliance with Unit Physical Condition Standards
(UPCS), and any subsequent federal or state inspection system; Monitor Project operations
by periodic on-site visits by management personnel.

i) Prepare, deliver, and/or maintain, as required, reports requested by the PRPHA or
mandated by federal or state law or regulations, in a timely manner;

j) Recruit, hire, train and supervise project and non-project staff;

k) Analyze and solve project and residents problems in accordance with HUD and PRPHAs
regulations and policies;

l) Monitor, inspect and/or adequately administer any contract executed for goods, services or
work necessary for the projects;

m) Promote and maintain good relations with residents and their representatives, neighborhood
groups, and local government officials in accordance with PRPHA directives and public
policy;

n) Meet with PRPHA and HUD as required by either agency;

o) Maintain necessary permits and licenses to operate a project management company, to
include evidence of compliance with corporate taxes, State Department registration as a for
profit or not for profit corporation, municipal taxes (CRIM and Patentes), social security
tax, tax for retained wages and salaries, and any other applicable state federal requirement;

p) The selected Respondents will be required to abide by all applicable federal procurement
procedures, including 24 CFR 85.36 and the HUD Procurement Handbook 7460.8 Rev-2 as
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well as the provisions of the Puerto Rico Public Housing Administration's Procurement
Policy, when subcontracting works or acquiring goods for the projects;

q) Maintain an automated information system with internet access.

r) Maintain an updated confidential file for each resident and for each unit in an organized
manner. Each resident and unit file shall include, but not be limited to:

1) Resident file:

(1) Application (s);
(2) Original of lease and addenda;
(3) Move in/move out inspection sheet(s), in accordance with PRPHA tracking
system;
(4) Correspondence and notifications;
(5) Income certification and re-certification forms and supporting data;
(6) HUD Form 50058, and
(7) Enterprise Income Verification System Certification and Income Report
(8) Evidence of community service compliance or Economic Self-sufficiency

2) Unit file:

(1) Unit inspection sheet.
(2) Work order request/Completion forms.
(3) Correspondence and notifications
(4) The lead-based paint hazard statement, if required; and
(5) Interior painting record.

3) Building File

(1) Building inspections sheet
(2) Work order request
4) Monitoring File

(1) Copy of each of the PRPHA monitoring visits.

s) Modernization and/or Extraordinary Maintenance relocation services, if necessary.
Collaborate, facilitate and participate in the plans and decisions related to the
modernization and relocations services in accordance with HUD and PRPHAs regulations
and policies.

t) Management Agents awarded a contract under this RFP shall create and maintain at each
AMP office an Accessibility Plan no later than thirty (30) days of execution of the
Agreement.

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After the effective date of the contract submit for PRPHAs review and approval an
Administrative Offices Accessibility Plan to make their administrative offices accessible to
individuals with disabilities.

The Administrative Offices Accessibility Plan will include accessible routes into and
throughout the PRPHAs programs, services and/or activities located at these
Administrative Offices, designated accessible parking and transportation stops, including
accessible signage.

The plan must include accessible transportations, if transportation is or must be provided to
take individuals with disabilities to accessible facilities or activities.

The Administrative Office Accessibility Plan must include:

a. Specific elements to be made accessible at each office;
b. A time table not to exceed three (3) months for completing the work;
c. Interim time frames and benchmark for completing the three month deadline

8.2 Maintenance & Repair

The successful respondent will be responsible for maintaining each Project in a decent, safe,
sanitary, and in good repair condition, including but not limited to:

a) Securing vacant units against unauthorized entry by trespassers and damage by natural
elements;

b) Removing trash and rubbish and coordinate with state agencies for the removal of
abandoned vehicles from common and/or parking areas and vacant dwelling units as
necessary for a clean and neat appearance, and as provided in local health and sanitary
codes;

c) Maintaining, mowing and edging lawn areas, maintaining and trimming shrubbery,
bushes and trees, trimming and weeding fence lines, alley right-of-ways and sidewalk
areas, raking leaves and removing litter and debris from the grounds, as needed for a
clean and neat appearance and elimination of dangerous conditions;

d) Motivating and educating residents to maintain a clean environment through organized
programs;

e) Providing day-to-day routine and emergency maintenance operations as well as
complying with a preventive maintenance schedule; and Annual inspections of units and
systems.

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f) Property must be maintained to ensure compliance with Section 504 of the Rehabilitation
Act, ADA, and all State and Local laws regarding accessibility of the property for
disables households;

g) To take all steps necessary to ensure that the Project is in compliance with the Americans
with Disabilities Act ("ADA"), including an initial evaluation to determine compliance
with ADA, preparation a plan to achieve compliance if required, and implementation of
such plan with of the guidance, consent and approval of PRPHA;

h) Maintaining the units in UPCS compliance at all times. The Contractor must submit a
Unit Physical Condition System (UPCS) Certification for the units every year.
Certifications will be due no later than March 31 of each year.

i) To comply with the implementation of Regulations that regulates the establishment and
operation of commercial spaces (Kioskos) in the public housing projects as part of the
economic development activities.

j) Perform the annual physical needs assessments of the properties, and other interim
assessment, as required by the PRPHA in accordance with Federal and States regulations.

k) Ensure that units are available for all required REAC or PRPHA inspections. The
Management Agent shall be responsible to provide the requisite advance notice to
residents of REAC or other inspections in accordance to PRPHAs REAC Protocol and
REAC Protocol.

l) Perform or contracts to perform major repairs, (extraordinary maintenance) as directed by
PRPHA.

m) Participate on the modernization weekly meetings, as applicable.

n) Maintain safe and adequate site conditions at any projects undergoing modernization or
other extraordinary maintenance.

8.3 Engineering Office

The Management Agents Engineering Office will be responsible for the evaluation and
maintenance of all the structures, sites and infrastructures on the designated area, including but
not limited to:

8.3.1. Studies and Planning

a)
Perform the annual physical needs assessment, including necessary works to comply
with section 504 of the Americans with Disabilities Act, REAC findings and other
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any one of PRPHAs public policies.
b)
Prepare and submit an annual budget request for extraordinary maintenance,
betterments and additions projects. This request shall be based on priorities.
c)
The annual budget request for extraordinary maintenance, betterments and additions
will be discussed with PRPHAs assigned engineer to make the adjustments that are
deemed necessary before the final request is submitted.

8.3.2. Implementation and Follow-Up

a)
Prepare an implementation schedule and progress report, per area, based on priorities
for all housing developments using the approved format.
b)
On a monthly basis submit a signed original of the Implementation Schedule and
Progress Report using the approved format. A copy of same shall be submitted via e-
mail also.
c)
Perform evaluation visits and provide recommendations and cost estimates to solve
any new issues that may arise during the year.
d)
Be available to hold periodic meetings with the PRPHAs assigned engineer,
preferably weekly.
e)
Be available to accompany PRPHAs engineer to any field evaluation visits that are
deemed necessary.
f)
Submit for approval any budget revisions necessary to complete existing or new
projects

8.3.3. Construction Management

a)
Monitor A/E supervision services under contract, including revisions to plans and
specifications.
b)
Perform inspection duties for projects under construction.
c)
Write an inspection report per visit.
d)
Monitor inspection services under contract.
e)
Conduct weekly (or as otherwise specified) construction meetings and write the
meeting minutes.
f)
Receive and evaluate all submittals presented by the general contractor and sub-
contractors (in such cases where supervision and / or inspection services are not
available).
g) Receive and evaluate all certifications for payment (design, supervision, inspection
and construction), assemble any additional required documents and sign prior to
presentation for review by PRPHAs engineer.
h)
Evaluate possible contract modifications, discuss them with PRPHAs engineer, and
write letters of intent.
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i)
Evaluate all change orders; assemble all the required documentation and sign prior to
presentation for review by PRPHAs engineer.

j) Keep an updated file for each contract. Include all applicable guaranties/warranties.
Keep a copy of such file in the Developments administration office.

k)
Receive and answer correspondence from all contractors (design, supervision,
inspection and construction).

l) Make timely decisions to avoid interruptions to the works in progress, unless such
decisions require a change in public policy. Always keep PRPHAs engineer
informed.
m)
Coordinate and conduct substantial and final inspections using the approved format.
n)
Grant substantial completion certificates in the approved format. The PRPHAs
engineer shall be notified before such certificate is granted.
o)
Prepare punch-lists to be included with the substantial completion certificates, and
make sure all deficiencies are corrected within the stipulated time.
p)
Revoke substantial completion certificates when the time limit for corrections is not
met, and continue applying liquidated damages, if any, to subsequent certifications
for payment.
q)
Grant final acceptance certificates (approved format). The PRPHAs engineer shall be
notified before such certificate is granted.
r)
Assemble and submit to PPHAs Development and Construction Area all necessary
documents for project close-outs prior to the recommendation to release de 10%
retainage to the contractor.

8.4 Procurement Assistant (RFPs and IFBs-Informal and Formal)

a)
Perform informal procurement process up to the amount determined by PRPHA.

b) Prepare any required scope of work for the procurement of A/E professional services
for all projects where design tasks have been budgeted. Updated cost estimate for
each service shall be included.
c)
Prepare any required scope of work for the procurement of professional inspection
services for all projects where such a task has been budgeted. An updated cost
estimate for each service shall be included.
d)
Prepare any required schematic diagrams, plans, technical specifications, and
everything necessary to complete RFP and IFB packages as requested by PRPHA,
including an updated cost estimate for each project.
Each technical specifications, diagrams and plans of any RFP and IFB package
required will be discussed with PRPHAs engineer prior to issuing a solicitation.

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f) Conduct all pre-bid meetings, site visits and bid openings.

g)
Submit a technical evaluation of all Bid results to PRPHAs engineer.

8.5 Lease Procedures

The Management Agent shall assist with marketing, tenant selection, lease-up and lease
enforcement of the Project.

The successful respondents will lease the dwelling units in the Project in compliance with the
following:

a) Request from PRPHA a referral from the Waiting List ("WL") upon a vacancy of a unit
within the project. If an applicant is rejected, the applicant will be told the reason for the
rejection and the same will be written on the application. The application will be kept on
file for three (3) years. The WL of prospective residents will be maintained by PRPHA
and the tenant selection process will be made by PRPHA.

b) Secure full compliance by each tenant with the terms of the lease. Voluntary compliance
will be emphasized and the successful respondent will counsel tenants and make referrals
to community and government agencies in cases of financial hardship or under other
circumstances as deems appropriate as fully described on Respondent proposed
management plan.

c) Perform social and economic studies as required.

d) Maintain a current rent roll for the projects and will maintain the integrity of the rent re-
certification process by immediately re-certifying each family whose lease expires and
that will continued in effect following the continued occupancy policies.

e) Prepare, transmit to PRPHA and maintain on file HUD form 50058 or its substitute and
submit monthly evidence that the form has been transmitted and received by PRPHA.
Prepare and submit to PRPHA a monthly report of the re-certifications in accordance
with HUDs and PRPHAs regulations and policies.

f) Ensure implementation and full compliance with PRPHA Tenant Integrity Program
PRPHAs ACOP, HUDs and PRPHAs regulations.

g) The agent should retain evidence of compliance of residents community hours.

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8.6 Residents Services
Ensure the provision of necessary services to public housing residents to improve their quality of
life. These services should be framed within a holistic approach to strengthening the
infrastructure of economic and social development, where planning meets the needs, interests,
goals, values and expectations of each community.
Prepare annual management plan that includes, among its components: needs assessment,
maintenance, security, occupancy, rent collection, budget, economic development, and health
issues. Said plan should include the following programs that:

a) encourage personal responsibility, economic and social self-sufficiency, sense of
solidarity and community cooperation, in accordance with PRPHAs public policy;
b)
Facilitate self-sufficiency in partnership with residents and resident organizations;
c) Encourage pro-active participation of residents in community affairs and administration
of their communities;
d)
Implement drugs and violence prevention programs to have a drug-free, safe and secure
environment;
e)
Economic development opportunities for residents, including the development of
Resident Own Business;
f)
Education and training opportunities for residents seeking to improve their chances of
placement in the labor market;
g)
Contracting of resident-owned businesses and resident management corporations in the
Project according to PRPHA Public Policy and Section 3 of the Housing and Urban
Development Act of 1968;
h) Access to rehabilitation services;
i)
Promote recreational and learning activities for children and youth;
j)
Establish an action plan to prevent school desertion;
k)
are targeted for elderly and residents with disabilities;
l)
Promote green communities and energy conservation strategies;
m)
Implement and actively promote, as a Resident Initiative, a recycling program to cover
material, such as, but not limited to: glass, paper, plastic, tires and aluminum; to promote
leadership and guidance to residents for this purpose.
n) Meet the requirements of Community Services and/or Economic Self-Sufficiency.
o) Keep 100% of residents informed about services, programs, regulations and PRPHAs
public policy.

The Management Agent must coordinate the development of a Residents Council according to
PRPHAs regulations, and coordinate the necessary technical assistance to ensure their existence;
including Resident Council Funding.

The annual management plan shall be consulted with residents, particularly with the Residents
Council. The opinion or recommendations of the Resident Council must be included with the
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plan. If the Management Agent Plan is not in accordance with the Resident Councils position,
submit an explanation as to why the Management Agents plan must prevail.

8.7 Relocation Program

The Relocation Coordinator shall be responsible to:

a) Coordinate a meeting between PRPHA Staff and the community members of projects
to be affected by modernization to offer guidance regarding to the relocation process
and the proposed project design.

b) Prepare a socioeconomic study of the affected community.

c) Prepare relocation files for each family to be relocated.

d) Prepare and submit for approval a relocation pl an according to the stages of
modernization.

e) Prepare a relocation budget by project and request approval of the corresponding
funds from PRPHA.

f) Implement the relocation process following the guides and forms created b y the
PRPHA to guarantee the appropriate assistance to the families as established by the
HUD Relocation Handbook No.. 1378. Work together with PRPHA staff to meet
necessary deadlines to comply with the relocation process.

g) Offer guidance to residents regarding Relocation alternatives, moving services and
applicable relocation costs as approved by the PRPHA.
h) Identify those families with special needs such as disabled, deaf and/or blind.

i) Identify families that have debts with the utilities agencies. Coordinate with Agencies in
order to establish possible payment plans for affected families.

j) Request from the PRPHA any vacant uni t s available in other projects as first
choice for relocation alternatives for affected residents. Any other relocation
alternative, including private market, should be discussed and previously approved
by the PRPHA.

k) Identify and inspect units in the private market with rents authorized by the Fair Market
Rent annual guidelines for temporary relocation as approved by the PRPHA.

l) Prepare and submit to PRPHA relocation expense invoices, such as moving bills,
salaries, mileage, container leases, reimbursements for relocation of telephone
and/or cable TV-Internet, office equipment and materials, private market rents, claim
for damages to units used for relocation in the private market.
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m) Contract a Moving Company to offer the service and necessary packing materials to the
residents.

n) Coordinate all moving schedules and supervise services provided to residents.

o) Coordinate the temporary relocation of Management Offices, warehouses and o t h e r
offices providing services to the residents.

p) Participate in the weekly construction meetings.

q) Turn over vacant buildings to the Inspection Offices as scheduled by the construction
phases.

r) Receive modernized or new construction buildings..

s) Coordinate the return of relocated residents to the new dwelling units.

t) Prepare all Relocation Reports required by the PRPHA (such as but not limited to
Relocated Families Report, Moving Report, Report on Relocated Families in the
private market).

u) Inform resident on proper use of the modernized or new construction unit that he will
occupy.

8.8 Information Systems

a)
The Puerto Rico Public Housing Administration will have absolute authority over all the
computer equipment, software and data that reside in them. The PRPHA also has the
authority to dispose and/or monitor the appropriate use of the equipment at all times. The
equipment must be used exclusively for official purposes.

b) The management agent is responsible for providing the necessary instructions to ensure
full compliance with the policies of Information Systems Office of the Commonwealth of
Puerto Rico for handling information to appropriate personnel.

c) Each management agent must establish controls to minimize risks to the LAN and WAN:
system malfunction, loss of data, access to information in an unauthorized manner
(hackers), malicious attacks from former employees and virus infection among other
things.
d) Each management agent will assign the necessary technical staff, for the administration,
implementation, installation, and maintenance of information systems, training and end
user support.

e) The management agent will be responsible for maintaining an asset inventory of
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information systems equipment including: hardware, software, licenses and electronic
data. If required, the management agent must provide a detailed report of this inventory,
and shall perform a daily backup.

f)
The management agent shall prepare a disaster recovery plan to ensure continuity of
operations and submit to PRPHA for approval.

g) The management agent must prepare the area of Information Systems to provide security
against fire, floods, explosions, riots or any other type of disasters.

h)
The disposal of computer equipment should be carried out in accordance with the
PRPHA statutory procedures. Confidential or sensitive DATA should be removed and
destroyed magnetically from the computer or system prior to its disposal.

i) Prior to the equipment disposal the agent must provide documented evidence that the
equipment is obsolete.

j)
The management agent must obtain the PRPHA approval, for projects related to
information technologies prior to its acquisition. The agent must present a detailed plan
for mechanization.

k) The management agent will be responsible for ensuring that all installed programs or
systems must have a current and unique license. These programs must be installed by
certified Information Technology (IT) personnel. Third party programs or applications
are not allowed under any circumstances.

l) Each management agent must create internal IT Policies and Procedures to regulate the
use of information systems, Internet and email. A copy of these procedures should be
distributed among all end users.

m) The management agent is responsible for safeguarding the confidentiality of employees
personal information files, as well as the public housing residents information contained
in their systems.

n) PRPHA is developing a new IT project that will be completed in the next three (3) years.
The IT Coordinator will have to be available to facilitate the conversion of the existing
system. Availability will include items d and e.

o) The Respondent and the IT Coordinator must have participated at the software training
that will be offered by Yardi Systems, Inc.

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8.9 PHAS Compliance
To comply with all indicators in the Public Housing Assessment System ("PHAS"), as may be
amended, and related Handbooks and PRPHA polices such as, Capital Fund Grant Program
(HUD Handbook 7485.3G), Procurement (Handbook 7460.8 Rev.2), Accounting, PRPHAs and
HUDs Admission and Continued Occupancy Policies (ACOP), 24 CFR, all of which the
Contractor acknowledges that it is familiar with and has copies of.

The selected Respondent will be responsible of maintaining the necessary systems, records and
documentation to certify compliance with the applicable PHAS indicators. The designated
Management Agent shall provide these records and/or documents or copies thereof to PRPHA
upon request. The awarded Respondents will be responsible for providing the necessary
certification(s) or reports at the end of the PRPHAs Fiscal Year. The Respondent will comply
with all applicable provisions of the PHAS, regardless of whether or not specific reference is
made to the same, in any particular provision of this RFP.

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Respondents shall ensure they submit the information to demonstrate knowledge, experience and
expertise necessary to complete the tasks and provide the services specified herein, in order to
allow PRPHA to determine their qualifications based on the provided information.

Evaluation Criteria shall have a total value of 100 points.

The following factors will be considered by PRPHA to evaluate each proposal submittal
received; award of points for each listed factor will be based upon the documentation that the
Respondent submits with its proposal:

9.1 Past Performance of Key Staff and Respondent 20 Points

Demonstrate capability and experience of senior personnel in management services required to
operate housing or properties.

Provide a list of all facilities that the Respondent or its staff have provided or is currently
providing property management services relevant to the services in this RFP for the past three (3)
years (Attachment 10). The chart should provide information for each property managed. Such
listing shall include at least the following information:

Name and address of the facilities that have been operated or are currently being operated
by the Respondent in the last three years.
Number of units at each facility.
Name of the contracting entity for each facility.
Criteria
Points
Available
Past Performance Key Staff and Respondent
20
Experience of Respondent
20
Key staff full time personnel qualifications
20
Servicies Project Approach 15
Cost Proposal 15
Financial Capability Determination 10
TOTAL 100
9. EVALUATION CRITERIA
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Name, title, and a telephone number of a contact person for each contracting entity to
allow reference verifications. The identified party must have first-hand knowledge
regarding the operation of contracted facility and who was involved in managing the
contract between the Respondent and the contracting entity.
Number of years of experience managing the facility
Does the contract continue at this time? If not, when was it terminated and why?
Years of experience for each of the following activities: property management, rent
collection, property maintenance, security and lease enforcement.
Name and telephone number of a contact person to coordinate the Evaluation
Committees (or its designee) on-site inspections.

PRPHA staff will visit properties managed by the top respondents, will interview owners of
properties managed, and will check references.

Performance will be evaluated based on the information received as part of the performance
questionnaires with identified customers on the Project List. The facilities identified by the
Respondent in the Project List may not serve as the sole basis of evaluation of past performance.
The PRPHA reserves the right to obtain and utilize information obtained by the PRPHA from
sources other than those identified by the Respondent, even though, the burden of providing
thorough and complete performance information rests with the Respondent.

The evaluation will consider the extent of the Respondents relevant experience, quality and
customer satisfaction.

In the case of companies with experience in public housing management the performance will be
evaluated taking into consideration the latest REAC score for each property. Also, performance
will be evaluated taking into consideration the monitoring reports submitted by Procurement
Area or other evaluation performed by other programmatic areas of PRPHA.

In the case of companies with experience in private property management the Respondent shall
submit evidence of inspections reports of the properties listed. The Evaluation Committee (or
its designee) reserves the right to perform a REAC like evaluation scoring on the properties
listed in the proposal by the Respondent.

Provide an excerpt from one of the companys Management Plans having to do with
maintenance and/or management as evidence of the Respondents knowledge of properties
management.

The proposal should also note the extent to which the key personnel being proposed for this
engagement were involved in such duties.

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9.2 Experience of Respondent 20 Points

The Respondent shall demonstrate administrative capacity, program monitoring and fiscal
responsibility. Demonstrate ability of the firm to provide the resources (equipment, office
facilities and other) necessary for the timely and efficient implementation of PRPHAs goals,
objectives and services as described in this RFP.

Respondents shall demonstrate experience and capability in providing property management
services similar to those described in this RFP. Capability to provide the staffing with the
qualifications required in this RFP, capability of the central office to provide support with
knowledge and resources to the on site personnel.

Respondent should have knowledge of applicable HUD regulations, Fair Housing Requirements
and Puerto Rico law.

The Respondent must provide a written narrative describing prior experience and success of the
respondent performance undertaking similar in nature and scope, including a list of all properties
currently managed by Respondent.

9.3 Key Staff and full time personnel qualifications 20 Points

The respondent shall submit all information and an organizational chart identifying team
members, chain of commands, communication flow chart and all resumes of major participants.
The resumes submitted by respondent shall emphasize the experience of the Key Staff,
consultants or other members of the respondent.

a) A description of all of the respondent staff (including names, tittles, resumes, and job
descriptions) that will be assigned to the project.

b) A description of all firm subcontractors (including names, tittles, resumes audited
financial statements 2013, Form HUD 2530 and job descriptions) that will be assigned to
the project.

c) An organizational chart describing the relationships between all of the firms staff and
subcontractors.

Respondent shall provide information relative to employees in its business organization as
follows:

a) Identify key staff in the business organization that have been or will be instrumental in
bringing sound management experience and direction to the organization. Explain the
role each identified manager assumes in the total organization and advice what role, if
any, each will have in managing the projects if an award is made.

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b) Provide background information regarding each identified manager that accurately
describes his or her employment history and relevant experience. Respondents shall at
least provide the following Administrative Key Staff (One person cannot occupy more
than one position):

1) An Engineering Director this person shall be a professional licensed engineer in
good standing with the Colegio de Ingenieros y Agrimensores de Puerto Rico with
at least five (5) years of experience and at least three (3) years of experience in the
management of construction contracts and Section 504 of the Rehabilitation Act of
1973 and the 1990 American with Disabilities Act.

2) An Operational and Maintenance Director this person must have at least five (5)
years of experience in general maintenance and repair, plumbing, HVAC, electrical,
pest control, carpentry, painting and personnel supervision. This person should also
have knowledge and be able to work with the PC- based software applications
(Microsoft Word, Excel, etc.) and Work Order System Guidelines. The person in this
position will work with the Asset Manager (project administrator or site manager) to
establish procedures of Preventive Maintenance for the Annual Maintenance Plan
needed to maintain the AMPs in good fiscal and physical condition in compliance
with, but not limited to, the UPCS. This person must have experience in the managing
and maintaining property project, preferably in the Commonwealth of Puerto Rico.

3) A Procurement Specialist this person must have at least three (3) years of
experience in procurement policies and procedures, including small purchases,
competitive and non-competitive proposals, and contract compliance preferably in the
Commonwealth of Puerto Rico.

4) An Accounting Director is a Certified Public Accountant with at least three (3)
years of experience in accounting issues for housing projects or has a bachelors
degree in accounting and least five (5) years of experience in accounting issues for
housing projects.

5) Information Technology (IT) Director - must have at least three (3) years of
experience managing information systems, maintaining and supporting on-site Local
Area Network, Wide Area Network, support of remote locations with standalone and
networked computer hardware, operating systems, groupware systems and application
software MIS administration. The IT Director shall prepare network policies,
procedures and standards, data backup and recovery procedures, formulate and
execute disaster recovery and emergency plans, and manage help desk tracking
system. This person shall create specifications for a uniform file and directory
structure and have knowledge on how to collect and electronically submit information
contained on the Form HUD-50058 through the PIH Information System (PIC) and
collect CAMS Data for support and convert to other system programs.

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6) Resident Services Director the person for this position must have at least five (5)
years of experience leading with community and residents programs. At least two (2)
years of administrative and supervising skills.

7) Occupancy Director which person must have at least 5 years of experience
managing the leasing and occupancy programs of public housing projects. This
person will demonstrate knowledge and experience about the occupancy cycle, lease
enforcement, actions for eviction, grievance procedure and hearings (formal and
informal), CAMS system, HUD Form-50058 transmission, PHAS occupancy
indicators and sub-indicators, up- front income verification techniques,
reexaminations, fair housing and equal opportunity requirements, transfers, relocation
of families in projects under modernization or demolition, eligibility determinations,
and rent calculation.

c) Explain how the management of Respondents business organization will interact with
Contractors on site project staff and explain how the business organization will support
the project operation, if contract award is made.

d) Include resumes and position descriptions of senior management and staff members
(charged to the Management Fee) who would be assigned to oversee the project.

e) Identify any professional membership, licenses, certificates or accreditations related to
property management activities held by the company, company executives or the
employees in the above-mentioned positions ( as requested in Section 4.1 Tab 2)

9.4 Respondents Services Approach 15 points

Respondents shall, as detailed as possible, describe their proposed project approach to
successfully managing PRPHAs property. The proposed project approach at least shall include
the following activities: maintenance, accounting, occupancy and continued occupancy, lease
enforcement, resident services, security, Section 3 Compliance, Contract and Sub-contract
administration. This proposed approach should ensure the work is performed in compliance with
local and HUDs regulations and that management, maintenance and resident services are
provided in a continuous and timely manner.

Maintenance Provide a protocol for project maintenance with a full description (detailing
activities) as to how Respondent propose to perform all the maintenance activities on PRPHAs
properties; the amount of personnel involved and their responsibility; and describe the
supervision that will be provided to the personnel involved on the maintenance activities and
how this supervision will assure compliance with HUDs and PRPHAs maintenance acceptable
parameters and regulations. Indicate the type and frequency of maintenance services to be
provided.

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Accounting Provide a protocol for project Accounting with a full description (detailing
activities) as to how they propose to perform all the accounting activities on PRPHAs properties
and who will be responsible for each of them, from data collection on the project to PRPHA
reporting; and describe the supervision that will be provided to the personnel involved on the
accounting activities and how this supervision will assure compliance with HUDs and PRPHAs
reporting timetable.

Occupancy and Continued Occupancy - Provide a protocol for occupancy and continued
occupancy with a full description (detailing activities) as to how Respondent propose to perform
all the activities included on occupancy and continued occupancy activities on PRPHAs
properties; describe the personnel involved and their responsibility; and describe the supervision
that will be provided to the personnel involved on the occupancy and continued occupancy
activities and how this supervision will assure compliance with HUDs and PRPHAs regulations
on this matter.

Lease Enforcement Provide a protocol for lease enforcement with a full description, including
Tenant Integrity Activities (detailing activities), as to how to enforce the lease on PRPHAs
properties. Provide the personnel involved and their responsibility on the lease enforcement
process and provide a full description (detailing activities) as to how they propose to prevent
tenants breach of their contractual obligations, including community services compliance.

Residents Services Provide a comprehensive resident services program with specific services
for specific needs to be provided to PRPHA residents. Provide a description of how the
Respondents plan to approach PRPHAs residents to assure their participation on the resident
services activities to be provided.

Section 3 Compliance Plan that clearly describe the steps to employ assisted housing
beneficiaries to perform services under a contract awarded as a result of this RFP. The plan must
describe how the Respondent will contract with minorities or women owned business to perform
services under the contract awarded. The Section 3 plan must provide a description of the
documentation and the frequency the Respondent will be monitoring it.

Contract and Subcontract Administration- Provide a protocol to deal with contractors and
subcontractors that works on the managed properties. The protocol must include penalties and
other methods that will be employed to assure contractors will comply with work on the
managed properties. The protocol must describe the personnel involved and their responsibility
on the contract administration process. Provide a sample contract for construction and
professional services.

Respondents shall describe its financial and automated information systems.

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9.5 Cost Proposal 15 Points

Cost will not be the sole determining factor in award of the Agreement hereunder. However it is
one of the Evaluation Criteria taken into consideration by PRPHA upon review of each proposal.
The combined relative merit of the technical evaluation factors listed above will be more
significant than cost or price in the selection of the participants. PRPHA will make award to the
responsible and responsive party whose offer conforms to the solicitation and is most
advantageous to PRPHA (i.e., that which represents the best value to the PRPHA), cost/price and
other factors considered.

Respondents with cost proposal that are in the best interest of PRPHA and provide the most
services for the least cost, will receive the highest points for this criterion.

9.6 Financial Determination 10 Points

This part includes a review of the Respondent that indicates the financial capability to perform
the contract resulting from this procurement process. The Respondent shall provide evidence of
approved line of credit not less than $1, 000,000.00 that shows PRPHA the financial capability
of the Respondent to perform the contract.

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Below is summary chart of the RFP Schedule:

Event Completion Date
Advertise / Formally Issue RFP March 25, 2014
Questions Due April 8, 2014
Proposals Due (if the Respondent submit
questions)
April 24, 2014
Proposals Due (if Respondent dont submit
questions )
April 10, 2014

The PRPHA reserves the right to modify this schedule at the PRPHA's discretion via Addendum.
Proper notification of changes in the response due date will be made to all interested
Respondents by e-mail.

10.1 Amendments to the RFP Package

All questions or requests for clarification must be received in the Procurement Office no later
than April 8, 2014 and should be directed in writing to Mrs. Evelyn Guerrios Montalvan,
Associate Administrator for Procurement. The Respondent could call use: fax no. (787) 767-
8563; or to Procurement Office 9
th
Floor Juan Cesar Cordero Davila Building, 606 Barbosa
Avenue, Hato Rey, 00917, or can e-mail questions to procurement@avp.gobierno.pr.
Hence, this date will be the last opportunity for respondents to ask questions as to form and
content of the proposal. In order to maintain a fair and impartial competitive process, PRPHA
will answer questions regarding this RFP by April 16, 2014.

The Prospective Respondent shall avoid private communication with PRPHA during the
proposal preparation and evaluation period. Please respect this policy and do not attempt to
query agency personnel regarding this RFP, except during the date specified above. Violation of
this order will result in the disqualification of Respondents.

Addenda and/or amendment, if necessary, shall be sent by certified mail, return receipt request,
and/or by fax, to all respondents that has purchased the RFP solicitation materials. It is the
responsibility of the respondent to ensure that it has received copies of any addenda prior to
proposal submission. Notwithstanding any information that may be contained in the Solicitation
and amendments thereto, Respondents are responsible for obtaining all information required thus
enabling them to submit Responses.

10. PROCUREMENT AND AWARD PROCESS
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10.2 Deadline for Submission of Proposals

Due Date for Responses: April 24, 2014

Time: Until 2:00 pm (Local Puerto Rico Time)

Place: Puerto Rico Public Housing Administration
Juan Cesar Cordero Davila Building
9
th
Floor Procurement Office
606 Barbosa Avenue
Hato Rey, Puerto Rico 00917
Attention: Evelyn Guerros Montalvn
Associate Administrator
For Procurement

PRPHA expressly reserves the right to extend or otherwise amend the Proposal Due Date via
Addendum. PRPHA may request by Addendum additional information before the date for
submission of proposal, and it will not be held responsible for information requested but not
included in a proposal submitted before the submission date.
Proposal packages must be received no later than the date and time set forth herein. Proposals
must be hand delivered, sent by certified or registered mail, returned receipt requested, or
overnight delivery services with delivery confirmation (such as Federal Express or UPS) at the
above-mentioned date, time and address. Proposals sent via fax or email shall be automatically
rejected. Respondents are cautioned to use whatever delivery system is necessary to ensure
timely delivery of Proposals to the location set forth above. PRPHA will not be liable or
responsible for any late delivery of a Proposal. The PRPHA will not be responsible for any
document that may be delivered to any other place than that indicated herein.
Any Proposals received after the Proposal Due Date and Time shall be recorded one copy, as a
late Proposal and retained unopened in the PRPHAs procurement file for this RFP. The
original and others copies will be returned to the Respondents.
Respondents are responsible to allow enough time for delivery of Proposals by mail or any other
method. Respondent should secure information relative to the probable time of arrival and
distribution of mail at the place where Proposals are to be received. Proposals sent by registered
or certified mail shall be sent no later than the fifth (5
th
) calendar day before the Proposal Due
Date. If sent by overnight delivery, such as UPS, Federal Express, or U.S. Postal Service
Express Mail Next Day Service to PRPHA, the package should be sent not later than 5:00 p.m.
(local time) at the place of mailing two working days prior to the date specified for receipt of
Proposals. The term working days excludes weekends and official holidays. If a Proposal
does not reach PRPHA by the Proposal due date and time, but a Respondent can prove that it
was sent in accordance with the methods and timing described in this paragraph, PRPHA may
determine that the Proposal was submitted in a timely manner.
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10.3 Confidentiality of Proposals

PRPHA will not obligation to treat any information submitted in connection with a Proposal as
proprietary or confidential unless (i) the Respondent so identifies such information in its
Proposal as proprietary or confidential, and (ii) PRPHA determines that the information is
proprietary or a trade secret and legitimately requires such treatment or that it must otherwise be
protected from publication according to law. PRPHAs obligations with respect to protection
and disclosure of such information shall at all times be subject to applicable law. If the
Respondent desires to identify any information in its Proposal as proprietary or confidential, it
shall limit such designation to only those particular portions of the Proposal that actually
constitute proprietary information, trade secrets, or other confidential matters or data.
Identification of the entire Proposal or entire sections of the Proposal or other overly broad
designations as confidential or proprietary are strongly discouraged.
PRPHA shall have the right to use all and /or portions of the Proposal, other than those portions
identified and marked as confidential or proprietary, as it considers necessary or desirable in
connection with this RFP; and, by the submission of the Proposal, the Respondent thereby grants
to the PRPHA an unrestricted license to use such unrestricted portions of the Proposal.

10.4 Receipt of Proposals

Proposals will be dated and time stamped immediately upon receipt at the PRPHAs
Procurement office as evidence of timely delivery. Proposals will not be opened publicly, for
they may contain privileged or confidential information. Only Proposals timely received will be
considered and evaluated.
Each proposal received will first be evaluated for responsiveness (e.g., meets the minimum of the
published requirements). PRPHA reserves the right to reject any proposals deemed by PRPHA
not minimally responsive (PRPHA will notify such firms in writing of any such rejection).
PRPHAs Procurement Office will open the Proposals received and shall perform an initial
review to determine that:
(i) each Proposal has been submitted in accordance with the requirements of this RFP;
(ii) each Proposal is complete, and
(iii) all required documentation was included with the Proposal.

10.5 Correction of Minor Deficiencies; Waiver of Minor I nformalities

PRPHA reserves the right to disqualify the Respondent from further consideration if there are
substantial information defects in the Proposal. It also reserves the right to allow the Respondent
to correct minor deficiencies during any discussions/negotiations processes that may allow the
initial evaluation of the offers submitted.
PRPHA may waive minor informalities or allow the Respondent to correct them. These
Page 47 of 55

minor informalities can be waived or corrected without prejudice to the other Respondents and
have no effect on price, quantity, quality, delivery or contractual conditions.
If the respondents did not submit the minimum required documents with the proposals (except
for the proposal-bond), they must submit it within three (3) working days of receiving the
notification. Failure to submit the documents by said date may render the participant non-
responsive.
Once the Procurement Office has completed its review, all Proposals, except those disqualified
for significant informational defects, will be referred to the Evaluation Committee.

10.6 Evaluation of Proposals

a) Evaluation Committee

PRPHA anticipates that it will select a minimum of a five-person committee to evaluate each of
the responsive hard copy proposals submitted in response to this RFP. PLEASE NOTE: No
Respondent shall be informed at any time during or after the RFP process as to the identity of
any evaluation committee member. If, by chance, a Respondent does become aware of the
identity of such person(s), it shall not make any attempt to contact or discuss with such person
anything related to this RFP. As detailed within Section 3.5 of this document, the designated
Contracting Officer is the only person at PRPHA that the Respondents shall contact pertaining to
this RFP. Failure to abide by this requirement may (and most likely will) cause such
Respondent(s) to be disqualified from consideration for award.

An Evaluation Committee will evaluate and rank all Proposals (and/or BAFOs) received from
the Procurement Office, based on a technical standpoint, according to the Evaluation Criteria set
forth in Section 9 above. The Evaluation Committee will assign each Proposal a numerical
score corresponding to the result of the evaluation of the Proposal based on the Evaluation
Criteria. Factors not specified in the RFP shall not be considered.
Each proposal will be rated solely on what written in the proposal. If the Evaluation Committee
determines a proposal to be significantly deficient as to the required documentation, it will not
review said proposal, but refer it to the Procurement Office for possible disqualification,
therefore allowing the Committee to consider only substantially complete proposals.

At the same time the Evaluation Committee is evaluating the technical proposal, the Procurement
Staff will be evaluating the price proposal and the Financial and Responsibility determination.
After the Evaluation Committee has evaluated all proposals shall then prepare a written
evaluation report to document the ranking of the Proposals by technical merit. The report
includes its initial recommendations, whether or not discussions/negotiations regarding prices,
informational defects, technical concerns, or other matters should be held with the Respondents
determined to have a reasonable chance of award. The Evaluation Committee Report will be
submitted to the Procurement Director.

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Restrictions: PRPHA certifies that any employee or officer of the PRPHA participating in the
Evaluation Committee as well as any member of their families cannot have any interest direct or
indirect, financial or otherwise with principals and/or employees of a Respondent entity.

b) Competitive Range
After the Evaluation Committee has submitted the Evaluation Report, the Procurement Director
should determine a competitive range. The competitive range includes the Proposals that have a
reasonable chance of being selected for award considering their technical evaluation results and
their proposed costs or prices.

Minimum Evaluation Results: To be included in the competitive range a Respondent must
receive a total calculated average of at least 75 points (of the 100 total possible points detailed
within Section 9 herein).

c) Negotiations with Respondents
Once the evaluation process is completed and the competitive range has been established,
PRPHA will proceed with the negotiations of prices.

If the Procurement Area is satisfied with the Price offer of the top-ranked Respondent in each
Region, it will recommend to PRPHA Contracting Officer that a contract be awarded to that
Respondent. The PRPHA Contracting Officer will review the recommendations to ensure
compliance with this RFP and regulatory requirements and forward them to the Department of
Housings Bid Board and the PRPHAs Governing Board.

In the event that the Procurement Area is not satisfied with the Price offer of the Respondent, it
will recommend to do further discussions/negotiations.
If the PRPHA determines to do further discussions/negotiations, the Procurement Office would
review the last proposal cost submitted. The Procurement Office will then prepare a report (Best
Value) incorporating the Evaluation Committee report and the price analysis. This report will be
presented to the PRPHA Contracting Officer.

The PRPHA Contracting Officer will review the recommendations to ensure compliance with
this RFP and regulatory requirements and forward them to Department of Housings Bid Board
and the PRPHAs Governing Board.

PRPHA reserves the right to, as detailed within Section IV.C.6 through Section IV.C.13 of
Central Office Cost Center Regulations, conduct a Best and Finals Negotiation, which may
include oral interviews, with all firms deemed to be in the competitive range. Any firm deemed
not to be in the competitive range shall be notified of such in writing by the PRPHA.

Equal Proposal: In the rare case when two or more low Respondents are equal in the Adjusted
Score, the award should be decided by original technical score.

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At PRPHAs discretion, PRPHA may negotiate with Respondents determined to be within the
competitive range and/or may request best and final offers (BAFOs) from such Respondents. If
such negotiations are not, in the opinion of PRPHA successfully concluded within a ten (10) day
period, PRPHA shall retain the right to end such negotiations. If this happens, Respondent will
be relinquishing the right to be on the line of competition and their competitive range will be
discarded. Respondent will not be able to provide any service for PRPHA during the term of
service established in the present RFP.

10.7 Best and Final Offers (BAFOs)

After initial negotiations are complete, the Procurement Area shall request from the selected
respondents to submit their best and final offers for each Region.

The best and final offers shall be evaluated in essentially the same manner as the initial offers. At
his/her discretion, the Procurement Area may have the entire evaluation committee or only
subsets of the committee evaluate the best and final offers. In either case, the Procurement Area
shall ensure that a full evaluation is conducted sufficient to support the award decision.

The Procurement Area shall establish a common date and time for submission of offers. Late
responses should be treated the same as late initial offers. When requesting best and final offers,
the Procurement Area shall clearly inform respondents that should they fail to submit a best and
final offer, or fail to submit one by the due date, their initial offer will be deemed to be their best
and final offer.

10.8 Contract Award Process

Award will be made to the responsible and responsive Respondent whose Proposal represents
the best value to PRPHA, taking all elements (including price and technical score) into
consideration. Award will be made at fair and reasonable prices only.
PRPHA will award up to 5,000 units per Respondent established as a maximum to be awarded in
each area (Exhibit III). Each area will be assigned starting with Region 1 and Area 1 and will
continue to be assigned in chronological order within the Region. PRPHA will award the areas
according to the best ranking Respondent in the competitive range for Region. The Respondent
who declines to accept the assigned area will be relinquishing the right to be on the line of
competition and its competitive range will be discarded. If this happens, Respondent will not be
able to provide any service for PRPHA during the term of service established in the present RFP.

In the event that an area cannot be awarded PRPHA may at its sole discretion, increase the
number of units in any area.

Both the award of the contract and the challenge of the same will be ruled by Department of
Housings Bid Board and the PRPHAs Governing Board.

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10.9 Notice of Selection

If an award process is completed PRPHA will issue a written notice of selection to the successful
Respondent(s) of record through certified mail and by e-mail to the address provided as part of
the Proposal (the Notice of Selection). Such notice shall inform all Respondents of:

a) Which Respondent received the award;
b) The area that was assigned
c) The cost proposal received from each Respondent;
d) Each Respondents right to a debriefing and to protest.

The Notice of Selection will establish the selected Respondent(s) obligation to submit any
applicable post-award documentation.

10.10 Execution of Management Agent Service Agreements

PRPHA will seek to execute a Service Agreement with the selected Respondent(s) within ten
(10) calendar days after the day of the Notice of Selection. If any of the selected Respondent
cannot execute the contract, PRPHA may award to the next highest rated respondent within the
Region that was initially not awarded an area but was ranked in the competitive range.

PRPHA reserves the right to seek monetary restitution (to include but not limited to withholding
of monies owed) from the Respondent to cover costs for interim services and/or cover the
difference of a higher cost (difference between terminated Respondents rate and new companys
rate) beginning the date of Respondents termination through the contract expiration date. In the
case of new companies the principals will respond for the monetary restitution.

No Proposal shall be binding upon the PRPHA until an Agreement has been executed. The
PRPHA reserves the right to issue press releases or public statements regarding the services
under contract. The PRPHA reserves the right to cancel the award of an Agreement at any time
before execution of the contract, without incurring any liability.
10.11 Requests for Reconsideration; Judicial Review

Any protests or requests for reconsideration in relation to this RFP shall be ruled by the
Department of Housings Bid Review Board Regulations and Section 3.19 of Puerto Ricos
Administrative Procedures Act, Law No. 170 of August 12, 1988, as amended. The motion for
reconsideration or judicial appeal, as the case may be, shall be noticed to all Respondents of
record in accordance with the aforementioned regulatory requirements. An original and two
copies of the motion for reconsideration shall be filed to the Secretary of the Bids Review Board.

Page 51 of 55

This RFP will lead to the PRPHAs execution of an indefinite quantity contract (s) with a fixed
price management fee per occupied unit. Funds will be advanced for the approved costs of
project staff and their benefits, and operating costs.

The contract for services signed by the successful respondent will comply with all HUDs
Regulations and all the Commonwealth of Puerto Ricos mandatory clauses and provisions.

11.1 Contract Term and Contract Extensions

It is the intention of the PRPHA to enter into a three-year contract. It shall be the PRPHA's
unilateral right to exercise its option to extend the Agreement(s) upon the expiration of the initial
term or the first optional term. Any renewal of the contract term will require an amendment to
the original Agreement or any renewal thereof.

11. TYPE OF CONTRACT
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The insurance required for agreement resulting from this RFP shall be written for not less than
the limits of liability specified below and on DV-OSPA-78-5 or required by law, whichever
coverage is greater. Coverage, whether written on an occurrence or claims-made basis, shall be
maintained without interruption from date of the commencement of operations under the
agreement until the date of final payment and termination of any coverage required to be
maintained after final payment, or as otherwise provided herein.

The firms shall comply with the insurances required by PRPHA as indicated in the form DV-
OSPA 78-5. (Exhibit II)

1) Required Coverage

The selected Management Agent shall keep in force and effect from the period from the
date of the Agreement and ending at completion of all services to be provided hereunder,
insurance policies protecting PRPHA against claims for:

(a) State Insurance Fund Workmens Compensation Insurance Policy - Statutory
amount.

(b) Comprehensive General Liability Insurance with the limits of liability for bodily
injury and/or death of no less than $500,000.00 for bodily injury and/or arising
out of any one occurrence and $1,000,000 general aggregate. The limits of
liability for property damage shall not be less than $500,000 for each occurrence
and $1,000,000 in the aggregate. PRPHA shall be named as additional insured on
the insurance policy. The PRPHA shall be named additional insured. The
insurance will include a hold harmless clause in favor of the PRPHA.

(c) Comprehensive Automobile Liability Insurance including hired cars and non-
ownership coverage, covering bodily injury, death and property damage, of no
less than the following limits:

B.I. $250,000.00 for any one occurrence
$500,000.00 for any one occurrence
P.D. $250,000.00 for any one occurrence

(d) Fidelity Bond in the principal sum equal to a trimester the Annual Operating
Budget, for the purpose of securing all of the PRPHA funds in the Management
Agents care at any given time and to protect the PRPHA against
misappropriation, errors and omissions by the Management Agent and/ or its
officers, officials, employees and agents. The PRPHA shall be named as obligee
in said fidelity bond. The terms and conditions of the fidelity bond and the surety
thereon are subject to the PRPHAs approval. Additionally, the fidelity bond
12. INSURANCE REQUIREMENTS
Page 53 of 55

shall be endorsed to have a one (1) year discovery period after the expiration of
the fidelity bond.

(e) Payment and Performance Bond If the Management Agent chooses to perform
the extraordinary maintenance works with its personnel, then it shall acquire a
Payment and Performance Bond in an amount equal to the annual Extraordinary
Maintenance Budget assigned to the Management Agent to perform works in the
Project. This item must be part of the budget in order to be authorized. Such
bond shall be in a form acceptable to the PRPHA to cover the Management
Agents failure to pay its employees and the supplies related to the extraordinary
maintenance work to be performed.

(f) Liability insurance, property insurance and any other insurance for the Projects,
shall be obtained by the PRPHA and shall not be included in the Operating
Budget, except as otherwise specified herein. The PRPHA may at its option self-
insure. The Management Agent shall investigate and furnish the PRPHA with
reports as to all accidents, claims, and potential claims, for personal injury and
damage relating to the Projects, and shall cooperate with the insurers and the
PRPHA in the valuation and disposition of each claim.

Upon the execution of the agreement resulting from this RFP, and at Firms sole cost, the Firms
shall furnish PRPHA with copies of the above described insurance policies and any other
evidence PRPHA may request as to the policies full force and effect.

Any deductible amount, under any of the policies, will be assumed in whole by the Firms for
any and all losses, claims, expenses, suits, damages, costs, demands or liabilities, joint and
several of whatever kind and nature arising from the Contract resulting from this RFP by and
between Firms and PRPHA.

Neither the Department of Housing of Puerto Rico nor the PRPHA shall be held responsible
under any circumstances for payments of any nature regarding deductibles of all Commercial
Liability Programs for the aforementioned contract.

2) Endorsements

Each insurance policy maintained by the Firms must be endorsed as follows:

(a) PRPHA and its officers, agents and employees are named as additional insured
(except Workers Compensation) but only with respect to liability arising out of
operations performed for such insured by or on behalf of the named insured.

(b) To provide waiver of subrogation coverage for all insurance policies Provided or
herein in favor of PRPHA and its respective officers, agents and employees.

Page 54 of 55

(c) The insurer shall be required to give PRPHA written notice at least ninety (90) days
in advance of any cancellation or material change in any such policies.

The Firm shall furnish to PRPHA, prior to commencement of the services, certificates of
insurance from insurers with a rating by the AM Best Co. of A and 5 or over on all policies,
reflecting policies in force, and shall also provide certificates evidencing all renewals of such
policies. Insurers shall retain an AM Best Co. rating of A and 5 or over on all policies
throughout the term of this Agreement and all policy periods required herein. The insurance
company must be authorized to do business in Puerto Rico and be in good standing.

3) Related Requirements

The Firm shall furnish PRPHAs Procurement Office located at 606 Barbosa Ave., Hato Rey,
Puerto Rico, and original Certificates of Insurance evidencing the required coverage to be in
force on the Effective Date of Agreement. THE REQUIRED DOCUMENTATION MUST
BE RECEIVED PRIOR TO FIRMS COMMENCING WORK. NO FIRM OR ITS
AUTHORIZED REPRESENTATIVES ARE TO BEGIN THEIR RESPONSIBILITIES
UNDER THE AGREEMENT PRIOR TO FULL COMPLIANCE WITH THIS
REQUIREMENT AND NOTIFICATION FROM PRPHA TO PROCEED.

Renewal Certificates of Insurance or such similar evidence is to be received by the Procurement
Department prior to expiration of insurance coverage. At PRPHAs option, non-compliance will
result in one or more of the following actions: (1) Firm will be immediately removed from
PRPHA property and contract revoked; (2) Firm will be assessed five percent (5%) of the
payments of the monthly Management Fee until the Management Agent obtains the insurance;
(3) The PRPHA will purchase insurance on behalf of Firms and will charge back to Firms one-
time penalty of ten percent (10%) of the next payment to the Management Fee and the cost of the
insurance paid.

The receipt of any certificate does not constitute agreement by PRPHA that the insurance
requirements in the Agreement have been fully met or that the insurance policies indicated on the
certificate are in compliance with the requirements of the Agreement. The insurance policies
shall provide for ninety (90) days written notice to be given to PRPHA in the event coverage is
substantially changed, cancelled or non-renewed.

The Firm shall require all subcontractors or consultant to carry the insurance required herein or
the Firm may provide the coverage for any or all of its subcontractors and if so, the evidence of
insurance submitted shall so stipulate and adhere to the same requirements and conditions as
outlined in Section Required Coverage above.

The Firm expressly understands and agrees that whenever the Firm is covered by other primary,
excess or excess contingent insurance that, any insurance or self-insurance program maintained
by PRPHA shall apply in excess of and will not contribute with insurance provided by the Firm
under this Agreement.

Page 55 of 55

13.1 Federal Contract Terms and Conditions

The applicable contractual terms and conditions required by 24CFR85.36 (d) (3) are hereby
incorporated by reference into this RFP as if set forth herein.

13.2 Regular Reports and Records

The selected firm will be required to submit reports. All records generated in connection with
the contract resulting from this RFP shall be kept for a minimum of three (3) years after the final
payment under the contract (s) awarded. This retention period shall be extended until disposition
of appeals under the clause titled Disputes, litigation or settlement of claims arising from
performance of the contract, or exceptions that PRPHA, HUD or Comptroller General has taken
on costs and expenses of the contract.

13.3 Conflict of Interest

Pursuant to 24CFR85.36 (b) (3) the selected firm shall comply with the ethics requirements set
forth herein and warrant that to the best of its knowledge and belief and except as otherwise
disclosed, it does not have any organizational conflict of interest which is defined as a situation
in which the nature of the work under a PRPHA contract and firms organizational, financial,
contractual or other interest are such that:

a) Award of the contract may result in an unfair competitive advantage; or
b) The Respondents objectivity in performing the contract work may be impaired.

The firm agrees that if after award he or she discovers an organizational conflict of interest with
respect to this contract, it shall make an immediate and full disclosure in writing to the
Contracting Officer, which shall include a description of the action, which the Firm has taken or
intends to take to eliminate or neutralize the conflict. The PRPHA may, however, terminate the
contract for the convenience of PRPHA if it would be in the best interest of PRPHA.

In the event the firm was aware of an organizational conflict of interest before the award of this
contract and did not disclose the conflict to the Contracting Officer, the PRPHA may terminate
the contract for default.

The provisions of this clause shall be included in all subcontracts and consulting agreements
wherein the work to be performed is similar to the service provided by the Firm. The firm shall
include in such subcontracts and consulting agreements any necessary provision to eliminate or
neutralize conflicts of interest.
13. SPECIAL PROVISIONS

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