Commercial and/or Residential Request for Proposal

Request for Proposal
What Request for Proposal are you responding to?*
Agency Name:*
Agency Address:*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Contact Person:*

First NameLast Name
Title:*
Phone Number:*
Email:*

Section 1. Qualifications, Experience, Relevancy of Work and Past Projects (70 points)
a. Describe qualifications and experience of the organization applicable to the project. (10 points)*
b. Describe experience and ability of the nature and scope of similar work. (10 points)*
c. Chart of specifically-named key personnel; Program Manager, Fiscal Administrator and Lead Project/Case Manager. Describe experience and ability to carry out the proposed assignment of the nature and scope of similar work. (10 points)*
d. Describe the level of effort in the proposed work plan in terms of time commitment of the Project Manager and key personnel. (10 points)*
e. Demonstrate experience and capability providing stability, continuity and responsiveness of staff and management, and knowledge and familiarity with the programs. (10 points)*
f. Provide certifications and/or licenses of the nature and scope of work. (20 points)*
Firm and employee licenses*

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EPA, Renovate, Repair & Painting Certificate (if do not have, upload word document stating 'Do not have at this time'*

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DOE, Lead Safe Work Practices Certificate (if do not have, upload word document stating 'Do not have at this time'*

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HUD, Lead Safe Work Practices Certificate (if do not have, upload word document stating 'Do not have at this time'*

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OSHA 10-Construction (if do not have, upload word document stating 'Do not have at this time*

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Customer Service Certificate (if do not have, upload word document stating 'Do not have at this time*

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Attorney General's PA Contractor Registration Certificate*

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Liability and Worker's Compensation Insurance Declaration Page*

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All company material and labor warrenty as applicable*

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Section 2. Minority, Women Owned, and/or Section 3 Firm Participation (10 points)
a. Describe level of efforts to use or seek out Minority or Women Owned Business Firms (5 points)*
b. Describe level of efforts to use or seek out Section 3 Business Firm (5 points)*

Section 3. Technology (20 points)
a. Describe knowledge and capability to upload documents to terminal server (10 points)*
b. Describe knowledge and capability to utilize electronics (laptop, smartphone, IPhones, Ipad, etc) in the field. (10 points)*
2024 Contractor Packet*

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Contractor Information Regarding Debarment and Suspension*

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Contractor Statement*

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Performance Measures and Company Provisions*

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Pricing Bid Costs*

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W9 (completed)*

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Please complete following Risk Analysis. (no points)
Program Manager Controls:

Rate the following categories truthfully and honestly, based on the level of implentation, as this will help us grow a strong partnership.

Risk Analysis - Identify and assess factors for achieving a program goal*

	Implemented Fully	Implemented Partially	Not Implemented
The Program Manager reviews each new funding agreement related to your program to identify compliance requirements and determine whether adequate control systems are in place to ensure compliance
The Program Manger is required to report risks observed and provide a clear process for reporting and investigating your concerns
The Program Manager is regularly asked to participate in risk analysis discussions

Control Environment - Seeking to understand staff perception for program process*

	Implemented Fully	Implemented Partially	Not Implemented
The Agency has established an environment which demands honesty and integrity and encourages all staff to report concerns without retaliation
Management demonstrates the highest standards of honesty and integrity and encourages all staff to report concerns without retaliation
Management seek feedback from staff they supervise to understand their perceptions regarding expectations for honesty and integrity
Procedures for dealing with concerns about honesty and integrity are clear
Management has confidence that staff will be treated respectfully and will not face retaliation if concerns are reported

Control Activities - Evaulating whether staff understand job respoonsilblites and expections*

	Implemented Fully	Implemented Partially	Not Implemented
The Program Manager has meaningful input in the job descriptions and hiring decisions for all positions with your program
The Program Manager reviews and approves the personnel activity reports for all employees they directly supervise
The Program Manager utilizes consistent procedures to be certain that employees they supervise who function as supervisors are providing meaningful review of personal activity reports for those they supervise
The Program Manager is responsible for ensuring that all purchases made through their program are necessary, reasonable and allowable
The Program Manager provides input into procurement requirements for goods and services which will be utilized for your program

Information Sharing and Communication - Generally speaking, rate the following common business practices*

	Implemented Fully	Implemented Partially	Not Implemented
The Program Manager has easy access to current fiscal policies and procedures which are clear and understandable
The Program Manager receives regular training regarding changes in fiscal policies and procedures and your responsibilities in regard to maintain fiscal controls
The Program Manager has access to information about requirements contained in all funding agreements supporting your program and receive regular training regarding changes or problem areas
The Program Manager has adequate time and support to communicate fully with employees you supervise regarding fiscal and program policies and procedures, quality standards and control expectations
The Program Manager provides regular input into the design of training and resource materials to assist staff in understanding and complying with control policies and procedures

Monitoring - Awareness of program systems *

	Implemented Fully	Implemented Partially	Not Implemented
The Program Manager systematically reviews program service data from programs they supervise to ensure that they are complete and accurate
The Program Manager reviews monthly financial data for programs they supervise, comparing actual to budget and identifying potential errors or omissions
The Program Manager fully understands the process to report and resolve program and financial data questions and errors is clear and follow it consistently

Agency Documents:

Attach the following items where applicable.
Agency Policy and Procedure*

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Conflict of Interest Statement(s)*

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Strengthening Partnership:

Use this checklist to identify areas in which you may be able to make a greater contribution or see opportunity for improvement.

Low Income Community Representatives are encouraged to:*

	Views are sought and used	Opportunity for Improvement
The agency completes a community needs assessment and shares their perception of community needs, including relative importance and urgency of various need areas as part of an ongoing process.
Share your perceptions regarding the match between the programs and services your agency offers and community needs as part of the strategic planning process.
Share your perception regarding the effectiveness of your agency's communication strategies in building broad awareness of the programs and services available to low income individuals and families as part of the strategic planning and evaluation processes.
Share you understanding of other community resources, including changes in their availability, that may impact the demand for the agency's services through the strategic planning process.
Provide feedback about the treatment of participants and quality of services as part of agency's evaluation of programs.
Participate actively in the agency's discussion of the annual budget to understand the proposed use of resources and express your views about priorities for the use of unrestricted funds.
Fully understand the role of your agency as a whole and the specific responsibilities of low income community representatives required under the terms of funding agreements.
Small, Minority and Women Enterprise Participation and/or Participation by Labor Surplus Area, Section 3, and SERB Firms. (If the Contracted Partner qualifies under any of the categories listed below, the Contracted Partner shall set forth the basis so the procuring agency can determine which category(s) is applicable to the Contracted Partner.)a.Small Business Firm; b.Minority Owned Business Firm; c. Women Owned Business Firm;d. Section 3 Business Firm
Fully understand the financial condition of your agency, including understanding its monthly financial reports.
Share your perceptions about the effectiveness of agency practices, including annual self-evaluation.
Raise questions and offer observations based on your experience during discussions.
Share your observations regarding strategies that would support full participation by all low income representatives including meeting times, locations, the availability of child care, transportations or other needed assistance, interpretations services and other factors which could increase participation by low income representatives.

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