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RFPCLOSED

REQUEST FOR PROPOSALS COMPLIANCE FILE REVIEW SERVICES

Housing Authority of the city of Martinsburg, Martinsburg, WV·Local Housing Authority
Mar 14, 2025
Posted Date
Apr 03, 2025
Submission Deadline
Reported: Martinsburg Housing Authority
Delores F. Adams
1 year term
60 months duration
Submit at: Proposal Upload Link

Summary

The Martinsburg Housing Authority (MHA) is seeking proposals from qualified firms to provide Compliance File Review Services for its Housing Choice Voucher (HCV) programs. The services will involve reviewing active and inactive HCV files from January 2019 to December 2023 to test compliance with relevant regulations and policies.

Evaluation Criteria

Technical Evaluation Criteria (Evidence of staff ability, previous experience, thoroughness and responsiveness, efforts to utilize MBE's/WBE's, Section 3 Compliance Strategy) and Price Evaluation.

Required Deliverables

Monthly Microsoft Excel spreadsheet confirming approval of participant files or identifying required corrective action; written recommendations for training, updates to internal forms and standard operating procedures; qualifications of key personnel; references for similar work; project schedule; cost proposal.

Required Attachments

Attachment 1 – Experience Form, Attachment 2 – Questionnaire, Attachment 3 – Minority and Women-Owned Business Participation Form, Attachment 4 – Section 3 Certification and Compliance Forms, Attachment 5 – Price Proposal Form, Attachment 6 - Form HUD-5369 C, Attachment 7 – Authorization for Verification of References, Attachment 8 - Statement of Offeror's Qualifications, Attachment 9 – Conflict of Interest Statement, Attachment 10 – W-9 Form, Attachment 11 – Non-Collusive Affidavit, Attachment 12 - Form HUD 5369-B, Attachment 13 – Form HUD 5370-CI, Attachment 14 – Sample Contract

Section 4.2 — Scope of Services and Deliverables

The selected vendor shall provide all labor, materials, equipment, and supervision necessary to perform the services described herein. Work shall commence within fifteen (15) calendar days of the Notice to Proceed and shall be completed within the timeframe specified in the project schedule attached as Exhibit B.

Proposals must include a detailed implementation timeline, staffing plan with key personnel qualifications, and three (3) references from comparable government engagements completed within the past five years. Evaluation will be based on technical approach (40%), experience and qualifications (30%), cost proposal (20%), and small business participation plan (10%).

Source Document Available

The full solicitation document, attachments, and evaluation details are available on Civic IQ. Book a demo to get access.

Frequently Asked Questions

How do I respond to this RFP from Housing Authority of the city of Martinsburg?

To respond, review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is April 3, 2025. Proposals should be submitted to: Proposal Upload Link. For questions, contact Delores F. Adams.

What are the evaluation criteria for this solicitation?

This solicitation includes specific evaluation criteria that will be used to score proposals. Key factors are outlined in the Evaluation Criteria section above. Vendors should carefully align their proposals with each criterion to maximize their score.

Where can I find more RFPs from Housing Authority of the city of Martinsburg?

Civic IQ tracks all active and historical solicitations from Housing Authority of the city of Martinsburg. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts — giving you a complete picture of the procurement landscape.

What is the contract term for this solicitation?

The anticipated contract term is 1 year. Contract terms may include renewal options. Review the full solicitation document for details on renewal periods, performance benchmarks, and termination clauses.

What documents are required to bid on this RFP?

Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications or licenses, past performance references, and any forms or attachments specified in the solicitation. Review the full document from Housing Authority of the city of Martinsburg for the complete list of required submissions.

Can small businesses or minority-owned firms bid on this RFP?

Most government agencies, including Housing Authority of the city of Martinsburg in WV, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Some solicitations include set-aside provisions or evaluation preferences for these firms. Check the full solicitation for any small business participation goals or requirements.

What happens after the RFP submission deadline?

After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This process typically includes an initial compliance check, technical evaluation, cost analysis, and may involve oral presentations or interviews with shortlisted vendors. The timeline from submission to award varies but usually takes several weeks to months.

Can I ask questions about this solicitation before submitting?

Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact for this solicitation is Delores F. Adams. Questions and answers are typically shared with all prospective bidders to ensure fairness. Check the solicitation for the question submission deadline and process.

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