chicago department of public health of chicago department of public health ... the cook county...

City of Chicago Department of Public Health

Request for Proposals (RFP)

For

Support for Torrens Lead-Based Paint Hazard Control Grant Program

RFP #DA-41-0220-06-2013-001

Key Dates

Release Date June 24, 2013

Bidders’ Conference July 1, 2013

Intent to Apply Form Due Date July 3, 2013

Proposal Due Date July 22, 2013

Contract Start Date August 19, 2013

Submit one (1) original and five (5) complete copies, along with a complete electronic copy on a CD

of the proposal

All proposals must be addressed and delivered to:

Cynthia Gardner

Chicago Department of Public Health

Childhood Lead Poisoning Prevention Program

2133 West Lexington

Chicago, Illinois, 60612

PROPOSALS MUST BE RECEIVED NO LATER THAN 4:00 P.M. CENTRAL TIME

MONDAY, JULY 22, 2013

NO PROPOSALS WILL BE ACCEPTED FOR ANY REASON AFTER THIS DEADLINE

City of Chicago

Department of Public Health

Division of Public Health and Safety

Rahm Emanuel

Mayor

Bechara Choucair, MD

Commissioner

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TABLE OF CONTENTS

City of Chicago

Department of Public Health

Division of Public Health and Safety


RFP #DA-41-0220-06-2013-001

I. Program Authority ................................................................................................................................ 3

II. Purpose ................................................................................................................................................. 3

III. Background…………………………………………………………………………………… .......... 3

A. Overview ...................................................................................................................................... 3

B. Availability of Funding...…………………………………………………………….... ............. 3

IV. Eligibility Requirements for Respondents……………………………………………………............3

V. Intent to Apply ..................................................................................................................................... 7

VI. Bidders’ Conference. ........................................................................................................................... 7

VII. Available Funding…………………………………………………………………………… ............ 8

VIII. Eligible Program Activities…………………………………………………………………. ............ 8

A. Review Applications and Determine Eligibility ........................................................................ 8

B. Prepare Agreements Between Eligible Applicants and Lead Abatement Contractors.. ............ 8

C. Review and Process Change Orders ………………………………………………….. ........... 9

D. Issue Payments to Lead Abatement Contractors and Submit Invoices to CDPH…….. ............ 9

E. Manage a Pool of Lead Abatement Contractors ...................................................................... 10

IX. Instructions for Completing a Proposal ................................................................................................ 10

A. Proposal Guidelines ................................................................................................................. 10

B. Proposal Checklist ................................................................................................................... 13

X. Instructions for Formatting and Submitting a Proposal ...................................................................... 13

A. Formatting the Proposal ........................................................................................................... 13

B. Submitting the Proposal ........................................................................................................... 14

C. Required Documentation .......................................................................................................... 14

XI. Evaluating the Proposals ................................................................................................................... 15

XII. Reporting and Other Requirements for Selected Respondent ........................................................... 15

XIII. Compliance with Laws, Statutes, Ordinances and Executive Orders ............................................... 16

Appendices

A. Intent to Apply......................................................................................................................... 20

B. Title Page ................................................................................................................................. 21

C. Work Plan ................................................................................................................................ 22

D. Budget Forms .......................................................................................................................... 23

E. Proposal Checklist ................................................................................................................... 26

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I. Program Authority

Funding to support the issuance of this Request for Proposals (RFP) is derived from a grant from the

Cook County Department of Public Health.

II. Purpose

These funds are to be used to provide grants to income-eligible property owners for the identification and

control of lead-based paint hazards.

III. Background

Lead poisoning is entirely preventable by identifying and then removing sources of lead. Recognizing

this, the Cook County Department of Public Health makes funds available to property owners to identify

and control these hazards. Further information about Cook County’s efforts can be found at:

http://www.cookcountypublichealth.org/healthy-communities/lead-poisoning

A. Overview

Lead poisoning occurs when a person swallows or inhales too much lead. Young children are most

vulnerable. Too much lead in young children may cause irreversible problems, including behavior,

learning or growth problems. There are a number of sources of lead, but the major source of lead

exposure among young children is lead-based paint in paint chips or dust.

Due in part to the elimination of lead in gasoline and paint in the 1970’s, there have been dramatic

reductions in the sources of lead within homes and the environment, and in-turn, in the number of

children who are lead poisoned. However, despite these reductions, young children in Chicago continue

to be lead-poisoned (approximately 1.0% of children tested are lead-poisoned). Factors that contribute to

this include the older housing stock (91.5% of all housing units were built prior to the 1978 (the year lead

was banned from paint) and the poor conditions of this housing stock. These factors are more apparent in

several community areas on the south and west sides of Chicago, which has a disproportionate share of

low- and very-low income families, and a disproportionate number of children with lead-poisoning.

B. Availability of Funding

Funding from the Cook County Department of Public Health is available from August 19, 2013 through

November 30, 2013. Any agreement awarded pursuant to this RFP shall be for this period of time.

Agreement extension may be possible for up to two (2) additional periods, each period not to exceed one

year, contingenton funding availability and prior performance.

IV. Eligibility Requirements for Respondents

In order to be eligible for these funds, an agency must meet ALL of the following criteria:

Must be a State of Illinois licensed non-profit mortgage lender with at least 5 years of experience

processing loan applications and making loans for home purchase, re-financing or improvement.

Must be able to administer ALL fiscal responsibilities identified in the scope of work (i.e., cannot

subcontract the fiscal responsibilities).

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Must complete the City’s electronic Economic Disclosure Statement and Affidavit available at:

www.cityofchicago.org (in the search button type in Economic Disclosure).

All Respondents must submit proof of insurance with the completed proposal.

Successful Respondent must provide and maintain at Respondent’s own expense or cause to be provided,

during the term of the contract, the insurance coverage and requirements specified below, insuring all

operations related to the agreement.

A. Insurance to Be Provided By Successful Respondent

1) Workers Compensation and Employers Liability

Workers Compensation Insurance, as prescribed by applicable law, covering all employees who are to

provide a service under this Agreement and Employers Liability coverage with limits of not less than

$500,000 each accident, illness or disease.

2) Commercial General Liability (Primary and Umbrella)

Commercial General Liability Insurance or equivalent with limits of not less than $2,000,000 per

occurrence for bodily injury, personal injury and property damage liability. Coverages must include the

following: All premises and operations, products/completed operations, separation of insureds, defense

and contractual liability (not to include Endorsement CG 21 39 or equivalent). The City of Chicago is to

be named as an additional insured on a primary, non-contributory basis for any liability arising directly or

indirectly from the work or Services.

Subcontractors performing work or services for the successful Respondent must maintain limits of not

less than $1,000,000 with the same terms herein.

3) Automobile Liability (Primary and Umbrella)

When any motor vehicles (owned, non-owned and hired) are used in connection with Services to be

performed, successful Respondent must provide Automobile Liability Insurance with limits of not less

than $1,000,000 per occurrence for bodily injury and property damage. The City of Chicago is to be

named as an additional insured on a primary, non-contributory basis.

4) Professional Liability

When any professional consultants including accountants, loan professionals, case managers, program

management and administration professionals perform Services in connection with this Agreement,

Professional Liability Insurance covering acts, errors or omissions must be maintained with limits of not

less than $2,000,000. When policies are renewed or replaced, the policy retroactive date must coincide

with, or precede, start of Services on the Agreement. A claims-made policy which is not renewed or

replaced must have an extended reporting period of 2 years.

Subcontractors performing Professional Services for the successful Respondent must maintain limits of

not less than $1,000,000 with the same terms herein.

5) Directors and Officers Liability

http://www.cityofchicago.org/

5

Directors and Officers Liability Insurance must be maintained by successful Respondent in connection

with this Agreement with limits of not less than $1,000,000. Coverage must include any actual or alleged

act, error or omission by directors or officers while acting in their individual or collective capacities.

When policies are renewed or replaced, the policy retroactive date must coincide with precede

commencement of services by the successful Respondent under this Agreement. A claims-made policy

which is not renewed or replaced must have an extended reporting period of two (2) years.

6) Crime

Crime Insurance or equivalent covering all persons handling funds under this Agreement, against loss by

dishonesty, robbery, destruction or disappearance, computer fraud, credit card forgery, and other related

crime risks. The policy limit shall be written to cover losses in the amount of the maximum monies

collected or received and in the possession of successful Respondent at any given time.

7) Valuable Papers

When any media, data, records, reports, audits and other documents are produced or used under this

Agreement, Valuable Papers Insurance must be maintained by the successful Respondent in an amount to

insure against any loss whatsoever, and must have limits sufficient to pay for the re-creation and

reconstruction of such records.

8) Property

Successful Respondent is responsible for all loss or damage to personal property (including materials,

equipment, tools and supplies) owned, rented or used by successful Respondent related to this Agreement.

B. Insurance to Be Provided By Lead Abatement Subcontractor

1) Workers Compensation and Employers Liability

Workers Compensation Insurance, as prescribed by applicable law, covering all employees who are to

provide a service under the work Contract and Employers Liability coverage with limits of not less than

$500,000 each accident, illness or disease.

2) Commercial General Liability (Primary and Umbrella)

Commercial General Liability Insurance or equivalent with limits of not less than $1,000,000 per

occurrence for bodily injury, personal injury and property damage liability. Coverages must include the

following: All premises and operations, products/completed operations, separation of insureds, defense

and contractual liability (not to include Endorsement CG 21 39 or equivalent). The City of Chicago is to

be named as an additional insured on a primary, non-contributory basis for any liability arising directly or

indirectly from the work.

3) Automobile Liability (Primary and Umbrella)

When any motor vehicles (owned, non-owned and hired) are used in connection with work to be

performed, Subcontractor must provide Automobile Liability Insurance with limits of not less than

$1,000,000 per occurrence for bodily injury and property damage. Coverage must include an MCS-90

endorsement where required by the Motor Carrier Act of 1980 and pollution coverage for loading,

unloading and transportation of hazardous waste. The City of Chicago is to be named as an additional

insured on a primary, non-contributory basis.

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4) Asbestos/Lead Abatement Liability

When any asbestos or lead remediation/disposal work is performed in connection with the work,

Asbestos/Lead Abatement Liability Insurance must be provided with limits of not less than $2,000,000

per occurrence insuring bodily injury, property damage and environmental cleanup. When policies are

renewed or replaced, the policy retroactive date must coincide with or precede, start of work under the

Contract. A claims-made policy which is not renewed or replaced must have an extended reporting

period of one (1) year. The City of Chicago is to be named as an additional insured on a primary, non-

contributory basis.

5) Professional Liability

When any environmental/remediation consultants or other professional consultants perform Professional

Services for the Lead Abatement Subcontractor in connection with the work Contract, Professional

Liability Insurance covering acts, errors or omissions must be maintained with limits of not less than

$1,000,000. When policies are renewed or replaced, the policy retroactive date must coincide with, or

precede, start of Services under the Contract. A claims-made policy which is not renewed or replaced

must have an extended reporting period of 2 years.

C. Additional Requirements

Successful Respondent and Subcontractor must furnish the City of Chicago, Chicago Department of

Public Health, 2133 West Lexington, Chicago, IL, 60612, original Certificates of Insurance, or such

similar evidence, to be in force on the date of this Agreement, and Renewal Certificates of Insurance, or

such similar evidence, if the coverages have an expiration or renewal date occurring during the term of

this Agreement. Successful Respondent and Subcontractor must submit evidence of insurance prior to

execution of Agreement. The receipt of any certificate does not constitute agreement by the City that the

insurance requirements in the Agreement have been fully met or that the insurance policies indicated on

the certificate are in compliance with all requirements of Agreement. The failure of the City to obtain

certificates or other insurance evidence from successful Respondent or Subcontractor is not a waiver by

the City of any requirements for the successful Respondent or Subcontractor to obtain and maintain the

specified coverages. Successful Respondent and Subcontractor must advise all insurers of the Agreement

provisions regarding insurance. Non-conforming insurance does not relieve successful Respondent and

Subcontractor of the obligation to provide insurance as specified in this Agreement. Nonfulfillment of the

insurance conditions may constitute a violation of the Agreement, and the City retains the right to suspend

this Agreement until proper evidence of insurance is provided, or the Agreement may be terminated.

The successful Respondent and Subcontractor must provide for 30 days prior written notice to be given to

the City in the event coverage is substantially changed, canceled or non-renewed.

Any deductibles or self-insured retentions on referenced insurance coverages must be borne by Successful

Respondent and Subcontractor.

Successful Respondent and Subcontractor hereby waives and agrees to require their insurers to waive

their rights of subrogation against the City of Chicago, its employees, elected officials, agents or

representatives.

The coverages and limits furnished by successful Respondent and Subcontractor in no way limit the

successful Respondent's and Subcontractor liabilities and responsibilities specified within the Agreement

or by law.

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Any insurance or self-insurance programs maintained by the City of Chicago do not contribute with

insurance provided by successful Respondent and Subcontractor under this Agreement.

The required insurance to be carried is not limited by any limitations expressed in the indemnification

language in this Agreement or any limitation placed on the indemnity in this Agreement given as a matter

of law.

If successful Respondent or Subcontractor is a joint venture or limited liability company, the insurance

policies must name the joint venture and/or limited liability company as a named insured.

Successful Respondent must require all subcontractors to provide the insurance herein, or successful

Respondent may provide the coverage for subcontractors. All subcontractors are subject to the same

insurance requirements of successful Respondent unless otherwise specified in this Agreement.

Notwithstanding any provisions in the Agreement to the contrary, the City of Chicago Risk Management

Department maintains the right to modify, delete, alter or change these requirements.

V. Intent to Apply

Though optional, an Intent to Apply Form (Appendix A) or a reasonable facsimile that includes all the

information requested on the form should be completed and submitted by July 3, 2013 by 4:00 p.m. The

form may be submitted via e-mail, fax, mail or in-person to:


Attn: Cynthia Gardner


2133 West Lexington

Chicago, IL 60612

Telephone: 312 746-7834

Fax: 312 743-1833

E-mail: [email protected]

The Intent to Apply Form is not mandatory. However, those organizations interested in responding to this

RFP are strongly encouraged to submit the form as it assists CDPH in planning for proposal evaluation.

VI. Bidders’ Conference

One in-person Bidders’ Conference has been scheduled for this RFP. The purpose of the Bidders’

Conference is to provide an overview of this RFP, describe the proposal review process, and answer

prospective Respondents’ questions. Organizations planning to apply are strongly encouraged to

participate in the Bidders’ Conference. The Bidders’ Conference will be held at the following location

and date:

In-Person Bidders’ Conference

July 1, 2013

10:00 a.m. to 12:00 p.m.

Location:


2133 West Lexington

Chicago, IL 60612

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VII. Available Funding

A total of $392,000 is available through this RFP of which $360,000 must be used to control or eliminate

lead-based paint hazards or to conduct other housing interventions that are specifically required to

effectively control such hazards in at least 30 units. The remainder of the funding is to be used to

complete the activities listed in section VIII.

VIII. Eligible Program Activities

The Respondent will be required to undertake the following activities:

A. Review Applications and Determine Eligibility

Applications will be made available by the CDPH to property owners interested in receiving a grant to

identify and control lead-based paint hazards. The property owner must complete the application and

provide supporting documentation in order to determine their eligibility. The application will include

specific instructions for completion and will list required supporting documentation to be submitted. The

completed application and supporting documentation will be provided to the Respondent by the CDPH

for processing as follows:

Reviews application and supporting documentation received from CDPH for completeness and

contacts the property owner to request additional documentation, if applicable (application

requirements will be provided to the Respondent by the CDPH).

Verifies applicant’s homeownership and proof of property insurance.

Determines applicant’s eligibility (eligibility requirements will be provided to the Respondent by

the CDPH).

If applicant is deemed to be eligible, determines the applicant’s requirement to provide matching

funds (matching fund requirements will be provided to the Respondent by the CDPH).

Notifies applicant of their eligibility in writing and if applicant is eligible and matching funds are

required, provides the amount of matching funds required.

If it is determined an applicant is required to provide matching funds, the applicant will be

required to provide a certified bank check, written out to the Respondent. The certified bank

check must be provided prior to the start of work and Respondent shall deposit said check into a

separate interest bearing bank account maintained solely for matching funds deposits from

property owners which will be paid to associated lead abatement contractor.

If applicant is ineligible, Respondent must explain reason for ineligibility in writing.

All eligibility determinations must be communicated to CDPH in writing.

During the period of this grant award (i.e., from through August 19, 2013 through November 30, 2013) it

is estimated that between 35 and 45 applications will be submitted to the Respondent for review and

determination of eligibility.

B. Prepare Agreements Between Eligible Applicants and Lead Abatement Contractors

CDPH will conduct all lead risk assessments and develop work specifications for the control of lead-

based paint hazards for eligible applicants. The Respondent will then be responsible for the following

activities:

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Select qualified lead abatement contractors according to the criteria established by the CDPH in

the scope of work.

Prepares written agreement between the property owner and the lead abatement contractor (a

sample of this agreement will be provided to the Respondent by the CDPH).

Collects signatures from the property owner and the lead abatement contractor.

Forwards the signed agreement to the CDPH.


is estimated that between 30-40 written agreements will be developed by the Respondent.

C. Review and Process Change Orders

A change order is defined as written request to change an amount, requirement or time period specified in

the written agreement between the property owner and the lead abatement contractor, provided the change

order is within the scope of the written agreement. In the event change orders are required, the lead

abatement contractor will notify the Respondent, who after reviewing and approving this request, will

notify CDPH. If CDPH agrees, CDPH will issue a change order. CDPH will then notify the Respondent

of the approved change order, who will then perform the following:

Attach change order to written agreement between property owner and lead abatement contractor.


is estimated that up to 40 change orders may be received by the Respondent.

D. Issue Payments to Lead Abatement Contractor and Submit Invoices to CDPH

Upon completion of the lead hazard control work, the lead abatement contractor will notify the

Respondent who will then advise the CDPH. The CDPH will then review the completed work to ensure it

meets the requirement as specified in the scope of work. If not, the Respondent will advise the lead

abatement contractor of the deficiencies identified by the CDPH and advise the lead abatement contractor

of the corrections needed to meet the original requirements. Once these requirements are met, the CDPH

will collect lead dust wipe samples.

If results of these dust wipe samples indicate the property has NOT been cleaned of lead, the lead

abatement contractor will be required to re-clean the property until the original requirements are satisfied.

If the results of these dust wipe samples indicate the property has been cleaned of lead, CDPH will issue a

Certificate of Compliance. The lead abatement contractor will then submit the Certificate of Compliance,

along with the dust wipe sample results, to the Respondent, who will then perform the following:

Ensures all documentation has been submitted.

Issues payment in the form of a check to the lead abatement contractor, in the amount stated in

the agreement including change orders, if applicable. Said payment combines the amount funded

by CDPH and any matching funds required from the property owner.

Submits invoice to the CDPH for reimbursement that includes the required supporting

documentation.


is estimated that between 30 and 40 payments will be issued by the Respondent.

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E. Manage a Pool of Lead Abatement Contractors

Acting as subcontractors to the Respondent, qualified lead abatement contractors that meet the criteria

established by the CDPH and are part of a pool of such contractors will be assigned work by the

Respondent. The work assignments will be made by the Respondent on a rotating basis (i.e., each lead

abatement contractor that is part of the pool will be awarded work on a rotating basis). The contractors

must complete the scope of work developed by the CDPH and within the pre-set costs determined by the

CDPH. In order to develop and maintain this pool of subcontractors, the Respondent will be required to

perform the following:

Recruits eligible lead abatement contractors into a pool of such contractors (eligibility criteria,

including those requirements for licensure, will be provided to the Respondent by the CDPH).

Maintains a consistent number of lead abatement contractors in the pool by recruiting additional

contractors as needed.

Encourages the recruitment of contractors that are of low or very-low income or to those

contractors who employ persons of low or very-low income, and reports to the CDPH the use of

such contractors.

Ensures contractors maintain their eligibility for participation in the program and if they do not,

removes them from the pool.

At the direction of CDPH, develops and implements a performance improvement plan for under-

performing contractors and if such contractors fail to make the required improvements, removes

them from the pool.

During the period of this grant award (i.e., from through August 19, 2013 through November 30, 2013) at

a minimum, the Respondent will need to recruit 5 to 10 lead abatement contractors into this pool, and

maintain that number throughout this period.

IX. Instructions for Completing a Proposal

This section provides information on proposal requirements and submission guidelines. Each proposal

must be complete and narrative responses should be self-explanatory. Only documents requested in this

RFP or directly related to the RFP should be submitted. Any unsolicited material submitted with a

proposal will be discarded before the review of the remaining portions of the proposal and the required

components.

A. Proposal Guidelines

This section provides information on proposal requirements and submission guidelines. Page limits for

each section are included. Follow these instructions and outline when preparing and submitting a

proposal. Include a table of contents reflecting major categories and corresponding page numbers. Use

headings and subheadings to ensure that your proposal covers all the required elements. Use the Proposal

Checklist in Appendix E to ensure that your proposal is complete. Only documents requested in this RFP

or directly related to the RFP should be submitted. Any unsolicited material submitted will be discarded

before review.

Note: All successful Respondents will be required to complete and submit an Economic Disclosure

Statement and Affidavit. This document can be found at:

http://www.cityofchicago.org/content/dam/city/depts/dps/EDS/EDS11012005FINAL.pdf.

http://www.cityofchicago.org/content/dam/city/depts/dps/EDS/EDS11012005FINAL.pdf

11

This note is included for informational proposes only and does not need to be submitted with this

proposal.

Required Documentation

Internal Revenue Service 501(c)3 tax exempt determination letter

Copy of Respondent’s Articles of Incorporation

Copy of the Respondent’s most recent Financial Statement and OMB Circular A-133 Audit

List of Board of Directors (must include place of employment for each member)

Memoranda of Agreement (Note – A memorandum of agreement is only for joint proposals) –

Agreements must be time-phased, project specific, and provide details of the arrangement.

Documentation of these agreements should be on agency letterhead and signed by representatives

of both agencies who are authorized to commit their agency to provide services. These

documents should specify the services(s) to be provided, the number of participants to be served,

the period in which the services(s) will be provided, and, if known, the monetary value of the

services.

Title Page (1 page)

Complete and submit Appendix B that requests information on your agency.

Abstract (1 page)

The Abstract should provide a brief description of your organization, its experience relevant to this

proposal, and a listing of the required activities.

Table of Contents (1 page)

Narrative (10 page maximum)

Capacity of the Respondent and Relevant Organizational Experience

The Respondent must demonstrate it has sufficient number of qualified personnel, is capable of operating

on a reimbursement basis and has the relevant experience to complete the required activities.

1. Key Personnel: Key personnel, along with a description of their job duties, should be described.

Copies of their resumes should be included in the appendix.

2. Fiscal Capacity: The fiscal stability of the agency should be described, and a statement attesting

to the requirement to operate on a reimbursement basis should be provided. Copies of

documentation supporting the fiscal stability of the agency should be included in the appendix.

3. Relevant Experience: Experience relevant to the activities described in this proposal should be

described. Letters of support from organizations or individuals that the Respondent has provided

similar services to should be included in the appendix of the proposal.

Project Work Plan

The Respondent must demonstrate its understanding of the required activities and its ability to complete

them by describing how it intends to complete each of the following (see Appendix C):

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1. Review applications and determine eligibility

2. Prepare agreements between eligible applicants and lead abatement contractors

3. Review and process change orders

4. Issue payments to lead abatement contractors and submit invoices to CDPH

5. Manage a pool of lead abatement contractors

Budget and Budget Justification

Respondents may request funds to support the following activities:

Personnel (salary and fringe benefits)

Operating Costs

Materials and Supplies

Subcontractor Costs/Professional and Technical Services

Respondent should complete a budget using the forms provided in Appendix D and using the example

provided, include a narrative responding to the following items:

Personnel:

Salary: For these costs, provide the following information: the name of the employee and job title,

number of positions, rate, how frequently the position is paid, percent of time to be charged to this

project, the amount of the grant share, other share, and in-kind share, and the total cost. Additionally,

provide a brief budget justification explaining the duties of each employee assigned to the project. If the

Respondent has not yet identified individuals to fill salaried positions, indicate that these individuals are

yet to be hired (TBH). Make sure to show your calculations, indicate if staff is paid weekly, biweekly,

monthly.

13

Example

Name

and

Job Title

Number

of

Positions

Rate

Payment

Frequency

%

Time/

Hours

Charged to

CDPH

Amount

of

CDPH

Share

Amount

of

Other

Share

Amount

of

In-Kind

Share

Total

Cost

Tom Smith,

Manager

1

$2,200

Bi-weekly

100%

$57,200

---

---

$57,200

John Doe,

Inspector

1 $11.55 Hourly 1,040 hours $12,012 $12,012 --- $24,014

Fringe Benefits: For these costs, provide the following information: the amount of fringe benefits

requested (which should also isolate FICA and Medicare costs at 7.65%); medical insurance, including

dental and vision coverage, if applicable; worker's compensation and disability insurance; life insurance,

if applicable; and, vacation and sick pay benefits, etc. Please include other elements that are included in

the fringe benefit amount. Fringe benefits must be based on the Respondent's established personnel

policies. Show all calculations (formula used to determine final cost). Note: If a fringe benefit is not

listed, you cannot be reimbursed for it.

Operating Costs: Respondents must delineate expenditures for items related to any programmatic

activities integral to this project (e.g., telephone, printing, duplication, equipment leasing/maintenance,

insurance premiums, messenger services, facility maintenance, postage, etc.).

Materials and Supplies: Itemize and justify allowable and customary materials and supplies needed to

perform the required activities.

Subcontractor Costs/Professional and Technical Services: Include the total costs to be paid to

subcontractors (lead abatement contractor) upon successful completion of lead hazard control work.

B. Proposal Checklist

The Proposal Checklist (see Appendix E) should be used to ensure that the proposal is complete. Include

the Proposal Checklist with the proposal. Proposals that do not contain each of the items indicated in the

checklist will be considered incomplete and will not be reviewed.

X. Instructions for Formatting and Submitting a Proposal

A. Formatting the Proposal

Use headings and subheadings to ensure the proposal covers all the required elements

Use at least 1.5 line spacing and at least 11-point font size

Proposals should have margins of at least ¾ inch on all sides

Submit only unbound proposals (i.e., no staples, ring binders, covers)

All documents should be on 8 ½”x11” paper

Print only on the front of each page (if any of your supporting documents are two-sided,

photocopy them to meet this requirement)

Include a table of contents reflecting major categories and corresponding page numbers

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Attach only supporting documentation requested or directly related to the proposal

Sequentially number the entire proposal including all the attachments

B. Submitting the Proposal

Submit one (1) original and five (5) complete copies, six (6) in total, and a CD with an electronic version

of the proposal to:

Cynthia Gardner



2133West Lexington

Chicago, IL 60612

The proposal must be received no later than 4:00 p.m. Central Time on Monday, July 22, 2013. No

extension will be permitted. No late proposals will be accepted.

Failure to follow any of the instructions related to content will result in the proposal being eliminated

from consideration. Other than late delivery, the most common reasons that proposals are rejected

include: inadequate number of copies, missing sections of the proposal, and failure to include requested

documents.

It is the responsibility of the respondent to insure delivery of the proposal to CDPH by the designated

deadline. All proposal will be date and time stamped upon receipt and the receipt with be given to the

person delivering the package at the time of receipt. Respondents using a messenger service to deliver

their proposals should advise the messenger service of the 4:00 pm deadline and make sure the messenger

knows to wait for a receipt.

Respondents wishing to drop off completed proposals prior to the deadline date of July 22, 2013 should

contact Cynthia Gardner at 312-746-7834 to arrange for a drop off time.

All programmatic questions regarding this RFP and assistance with the proposal guidelines should be

referred to:

Cynthia Gardner

Public Health Administrator II


Telephone: 312-746-7834

Email: [email protected]

C. Required Documentation

Please submit the following as attachments in the completed proposal. Clearly mark each as separate

appendices.

Internal Revenue Service 501c (3) tax exempt determination letter.

Copy of Respondent Articles of Incorporation

Copy of most recent Financial Statement

If Respondent received $500,000 or more in federal funds during fiscal year, submit a copy of an

audit conducted in accordance with OMB Circular A-133

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Copy of the completed City of Chicago Economic Disclosure Statement

List of Board of Directors (must include place of employment for each)

XI. Evaluating the Proposals

All proposals will undergo a technical review to determine whether all required components have been

addressed and included. A Proposal Checklist is included (see Appendix E) to help in ensuring all

documents are included. Proposals that are determined by the CDPH to be incomplete will not be

considered. CDPH reserves the right to waive irregularities that, within its sole discretion, are determined

to be minor. If such irregularities are waived, similar irregularities in all proposals will be waived.

Proposals that are determined to be complete will be forwarded to a Review Panel.

The Review Panel will evaluate and rate all remaining proposals based on the Evaluation Criteria listed

below. Following completion of their evaluation, the Review Panel will forward its recommendation to

the Commissioner of Public Health for approval. Only one Respondent will be selected. All respondents

will be notified of the results in writing.

Evaluation Criteria

Capacity of the Respondent

Relevant Organizational Experience

Project Work Plan

Use of Funding

XII. Reporting and Other Requirements for Selected Respondent

The selected respondent will be required to submit vouchers on a monthly basis, and include, for each

property that received lead hazard control work, the name of the property owner, the address of the

property, the name of the lead abatement contractor who performed the work, and the amount paid to the

contractor along with the date of issuance of the check and the check number.

Detailed procedures regarding the Respondent’s potential collection of matching funds from the property

owner and lien waiver requirements will be reviewed with successful Respondent during the contracting

process.

In addition, as described in the Eligible Program Activities, the Respondent will be required to submit the

following on a monthly basis:

The number of applications received and processed.

A list of approved and unapproved applicants and copies of eligibility letters.

Signed agreements between property owners and lead abatement contractors.

A list of eligible lead abatement contractors that are part of the pool of such contractors,

identifying those contractors that are of low or very-low income and/or employ persons that are

of low or very-low income.

Lastly, the Respondent must participate in all CDPH-sponsored site visits, evaluations and audits.

16

XIII. Compliance with Laws, Statutes, Ordinances and Executive Orders

Grant awards will not be final until the City and the respondent have fully negotiated and executed a grant

agreement. All payments under grant agreements are subject to annual appropriation and availability of

funds. The City assumes no liability for costs incurred in responding to this RFP or for costs incurred by

the respondent in anticipation of a grant agreement. As a condition of a grant award, respondents must

comply with the following and with each provision of the grant agreement:

1. Conflict of Interest Clause: No member of the governing body of the City of Chicago or other

unit of government and no other officer, employee, or agent of the City of Chicago or other

government unit who exercises any functions or responsibilities in connection with the carrying

out of the project shall have any personal interest, direct or indirect, in the grant agreement.

The respondent covenants that he/she presently has no interest, and shall not acquire any interest,

direct, or indirect, in the project to which the grant agreement pertains which would conflict in

any manner or degree with the performance of his/her work hereunder. The respondent further

covenants that in the performance of the grant agreement no person having any such interest shall

be employed.

2. Governmental Ethics Ordinance, Chapter 2-156: All respondents agree to comply with the

Governmental Ethics Ordinance, Chapter 2-156 which includes the following provisions: a) a

representation by the respondent that he/she has not procured the grant agreement in violation of

this order; and b) a provision that any grant agreement which the respondent has negotiated,

entered into, or performed in violation of any of the provisions of this Ordinance shall be

voidable by the City.

3. Selected respondents shall establish procedures and policies to promote a Drug-free Workplace.

The selected respondent shall notify employees of its policy for maintaining a drug-free

workplace, and the penalties that may be imposed for drug abuse violations occurring in the

workplace. The selected respondent shall notify the City if any of its employees are convicted of

a criminal offense in the workplace no later than ten days after such conviction.

4. Business Relationships with Elected Officials - Pursuant to Section 2-156-030(b) of the

Municipal Code of Chicago, as amended (the "Municipal Code") it is illegal for any elected

official of the City, or any person acting at the direction of such official, to contact, either orally

or in writing, any other City official or employee with respect to any matter involving any person

with whom the elected official has a business relationship, or to participate in any discussion in

any City Council committee hearing or in any City Council meeting or to vote on any matter

involving the person with whom an elected official has a business relationship. Violation of

Section 2-156-030(b) by any elected official with respect to the grant agreement shall be

grounds for termination of the grant agreement. The term business relationship is defined as

set forth in Section 2-156-080 of the Municipal Code.

Section 2-156-080 defines a “ business relationship” as any contractual or other private business

dealing of an official, or his or her spouse or domestic partner, or of any entity in which an

official or his or her spouse or domestic partner has a financial interest, with a person or entity

which entitles an official to compensation or payment in the amount of $2,500 or more in a

calendar year; provided, however, a financial interest shall not include: (i) any ownership

through purchase at fair market value or inheritance of less than one percent of the share of a

corporation, or any corporate subsidiary, parent or affiliate thereof, regardless of the value of or

dividends on such shares, if such shares are registered on a securities exchange pursuant to the

17

Securities Exchange Act of 1934, as amended; (ii) the authorized compensation paid to an official

or employee for his office or employment; (iii) any economic benefit provided equally to all

residents of the City; (iv) a time or demand deposit in a financial institution; or (v) an endowment

or insurance policy or annuity contract purchased from an insurance company. A “contractual or

other private business dealing” shall not include any employment relationship of an official’s

spouse or domestic partner with an entity when such spouse or domestic partner has no discretion

concerning or input relating to the relationship between that entity and the City.

5. Compliance with Federal, State of Illinois and City of Chicago regulations, ordinances, policies,

procedures, rules, executive orders and requirements, including Disclosure of Ownership Interests

Ordinance (Chapter 2-154 of the Municipal Code); the State of Illinois - Certification Affidavit

Statute (Illinois Criminal Code); State Tax Delinquencies (65ILCS 5/11-42.1-1); Governmental

Ethics Ordinance (Chapter 2-156 of the Municipal Code); Office of the Inspector General

Ordinance (Chapter 2-56 of the Municipal Code); Child Support Arrearage Ordinance (Section 2-

92-380 of the Municipal Code); and Landscape Ordinance (Chapters 32 and 194A of the

Municipal Code).

6. If selected for grant award, respondents are required to (a) execute the Economic Disclosure

Statement and Affidavit, and (b) indemnify the City as described in the grant agreement between

the City and the successful respondents.

7. Prohibition on Certain Contributions, Mayoral Executive Order 2011-4. Neither you nor any

person or entity who directly or indirectly has an ownership or beneficial interest in you of more

than 7.5% ("Owners"), spouses and domestic partners of such Owners, your Subcontractors, any

person or entity who directly or indirectly has an ownership or beneficial interest in any

Subcontractor of more than 7.5% ("Sub-owners") and spouses and domestic partners of such

Sub-owners (you and all the other preceding classes of persons and entities are together, the

"Identified Parties"), shall make a contribution of any amount to the Mayor of the City of

Chicago (the "Mayor") or to his political fundraising committee during (i) the bid or other

solicitation process for the grant agreement or Other Contract, including while the grant

agreement or Other Contract is executory, (ii) the term of the grant agreement or any Other

Contract between City and you, and/or (iii) any period in which an extension of the grant

agreement or Other Contract with the City is being sought or negotiated.

You represent and warrant that since the date of public advertisement of the specification, request

for qualifications, request for proposals or request for information (or any combination of those

requests) or, if not competitively procured, from the date the City approached you or the date you

approached the City, as applicable, regarding the formulation of the grant agreement, no

Identified Parties have made a contribution of any amount to the Mayor or to his political

fundraising committee.

You shall not: (a) coerce, compel or intimidate your employees to make a contribution of any

amount to the Mayor or to the Mayor’s political fundraising committee; (b) reimburse your

employees for a contribution of any amount made to the Mayor or to the Mayor’s political

fundraising committee; or (c) bundle or solicit others to bundle contributions to the Mayor or to

his political fundraising committee.

The Identified Parties must not engage in any conduct whatsoever designed to intentionally

violate this provision or Mayoral Executive Order No. 2011-4 or to entice, direct or solicit others

to intentionally violate this provision or Mayoral Executive Order No. 2011-4.

18

Violation of, non-compliance with, misrepresentation with respect to, or breach of any covenant

or warranty under this provision or violation of Mayoral Executive Order No. 2011-4 constitutes

a breach and default under the grant agreement, and under any Other Contract for which no

opportunity to cure will be granted. Such breach and default entitles the City to all remedies

(including without limitation termination for default) under the grant agreement, under any Other

Contract, at law and in equity. This provision amends any Other Contract and supersedes any

inconsistent provision contained therein.

If you violate this provision or Mayoral Executive Order No. 2011-4 prior to award of the

Agreement resulting from this specification, the Commissioner may reject your bid.

For purposes of this provision:

"Other Contract" means any agreement entered into between you and the City that is (i) formed

under the authority of Municipal Code Ch. 2-92; (ii) for the purchase, sale or lease of real or

personal property; or (iii) for materials, supplies, equipment or services which are approved

and/or authorized by the City Council.

"Contribution" means a "political contribution" as defined in Municipal Code Ch. 2-156, as

amended.

"Political fundraising committee" means a "political fundraising committee" as defined in

Municipal Code Ch. 2-156, as amended.

8. (a) The City is subject to the May 31, 2007 Order entitled "Agreed Settlement Order and

Accord" (the "Shakman Accord") and the June 24, 2011 "City of Chicago Hiring Plan" (the

"City Hiring Plan") entered in Shakman v. Democratic Organization of Cook County, Case No

69 C 2145 (United States District Court for the Northern District of Illinois). Among other

things, the Shakman Accord and the City Hiring Plan prohibit the City from hiring persons as

governmental employees in non-exempt positions on the basis of political reasons or factors.

(b) You are aware that City policy prohibits City employees from directing any individual to

apply for a position with you, either as an employee or as a subcontractor, and from directing

you to hire an individual as an employee or as a subcontractor. Accordingly, you must follow

your own hiring and contracting procedures, without being influenced by City employees. Any

and all personnel provided by you under the grant agreement are employees or subcontractors

of you, not employees of the City of Chicago. The grant agreement is not intended to and does

not constitute, create, give rise to, or otherwise recognize an employer-employee relationship of

any kind between the City and any personnel provided by you.

(c) You will not condition, base, or knowingly prejudice or affect any term or aspect of the

employment of any personnel provided under the grant agreement, or offer employment to any

individual to provide services under the grant agreement, based upon or because of any

political reason or factor, including, without limitation, any individual's political affiliation,

membership in a political organization or party, political support or activity, political financial

contributions, promises of such political support, activity or financial contributions, or such

individual's political sponsorship or recommendation. For purposes of the grant agreement, a

political organization or party is an identifiable group or entity that has as its primary purpose

the support of or opposition to candidates for elected public office. Individual political

19

activities are the activities of individual persons in support of or in opposition to political

organizations or parties or candidates for elected public office.

(d) In the event of any communication to you by a City employee or City official in violation

of paragraph (b) above, or advocating a violation of paragraph (c) above, you will, as soon as

is reasonably practicable, report such communication to the Hiring Oversight Section of the

City's Office of the Inspector General (“IGO Hiring Oversight”), and also to the head of the

Department. You will also cooperate with any inquiries by IGO Hiring Oversight or the

Shakman Monitor’s Office related to the grant agreement.

9. False Statements

(a) 1-21-010 False Statements

Any person who knowingly makes a false statement of material fact to the city in violation of any

statute, ordinance or regulation, or who knowingly falsifies any statement of material fact made in

connection with an proposal, report, affidavit, oath, or attestation, including a statement of

material fact made in connection with a bid, proposal, contract or economic disclosure statement

or affidavit, is liable to the city for a civil penalty of not less than $500.00 and not more than

$1,000.00, plus up to three times the amount of damages which the city sustains because of the

person's violation of this section. A person who violates this section shall also be liable for the

city's litigation and collection costs and attorney's fees.

The penalties imposed by this section shall be in addition to any other penalty provided for in the

municipal code. (Added Coun. J. 12-15-04, p. 39915, § 1)

(b) 1-21-020 Aiding and Abetting.

Any person who aids, abets, incites, compels or coerces the doing of any act prohibited by this

chapter shall be liable to the city for the same penalties for the violation.(Added Coun. J. 12-15-

04, p. 39915, § 1)

(c) 1-21-030 Enforcement.

In addition to any other means authorized by law, the corporation counsel may enforce this

chapter by instituting an action with the department of administrative hearings. (Added Coun. J.

12-15-04, p. 39915, § 1)

20

Appendix A

Intent to Apply Form


RFP #DA-41-0220-06-2013-001

Agencies interested in applying for funding under this RFP are asked to complete and submit this form or

a reasonable facsimile by 4:00 p.m. on July 3, 2013. The form may be e-mailed, faxed, sent by regular

mail or delivered to:

Childhood Lead Poisoning Prevention Program:

Attn: Cynthia Gardner


2133 West Lexington

Chicago, IL 60612

Telephone: 312-746-7834

Fax: 312-743-1833

E-mail: [email protected]

Agency Name: _______________________________________________________________________

Agency Address: ____________________________________________________________________

Agency Executive Director: ____________________________________________________________

Primary Contact Person: _______________________________________________________________

Primary Contact Person’s Telephone Number: _____________________________________________

Primary Contact Person’s Email Address: _________________________________________________

21

Appendix B

Title Page


RFP #DA-41-0220-06-2013-001

Agency Name:

Agency Mailing Address:

Agency Tax Identification Number:

Agency Executive Director’s Name and Title:

Agency Executive Director’s Agency Executive Director’s

Phone Number: Fax Number:

Agency Executive Director’s Email:

Primary Contact Person’s Name and Title:

Primary Contact Person’s Primary Contact Person’s


Primary Contact Person’s Email:

President of the Board of Directors:

Total Amount Requested:

Fiscal Agent Name (if applicable):

Fiscal Agent Mailing Address:

Fiscal Agent’s Fiscal Agent’s


Fiscal Agent’s Email:

Signature of Agency Executive Director: Date:

22

Appendix C

Work Plan


RFP #DA-41-0220-06-2013-001

(If additional space is needed, this page can be copied)

Agency

Service Category

SCOPES OF SERVICES ACTIVITIES WORKPLAN STAFF

What are we going to do? How are we going to do this? When are we going to do this? Who will do this?

S O N D J F M A M J J A

Example 1: Manage pool of lead

abatement contractors

List of eligible lead abatement contractors X X X Project director

Example 2: Submit invoices to

CDPH

Send an electronic file of the required invoice

information with list by contractor and home

owner address and project

X X X X X X X X X X X X Program director

23

Appendix D

Budget Forms


RFP #DA-41-0220-06-2013-001

Budget Summary FORM 1 A. Delegate Agency: __________________ F. Supplier/Site #: __________________

B. Program Name: __________________ G. PO #: __________________

C. Department: __________________ H. Release #: __________________

D. Contract Term: __________________ I. Funding Strip: __________________

E. 2013 Allocation: __________________ J. CFDA #: __________________

Agency Phone Number __________________

Email Address __________________

K. Program Budget Summary for Year: _______

Note: The entire budget for this program must be shown.

(1) Item of Expenditure (2) Account # (3) Grant Share (4) Other Share (5) Total

Personnel 0005 $0 $0 $0

Fringe Benefits 0044 $0 $0 $0 Operating/Technical 0100 $0 $0 $0 Professional & Technical Services 0140 $0 $0 $0 Travel 0200 $0 $0 $0 Materials & Supplies 0300 $0 $0 $0 Equipment 0400 $0 $0 $0 Indirect ___% 0801 $0 $0 $0 Other – Specify 0999 $0 $0 $0 Other – Specify 0999 $0 $0 $0 Other – Specify 0999 $0 $0 $0 Other – Specify 0999 $0 $0 $0 TOTALS $0 $0 $0

*** ALL COLUMNS/ROWS MUST BALANCE***

L. Percentage of total project costs paid by Other Share: ___%

M. Delegate Authorization N. City Authorization

Signature of Delegate Official/Date

Signature of Delegate Official/Date

Signature of Department /Date

Name (Type or Print)



Title (Type or Print)



24

Personnel Budget

FORM 2 A. Delegate Agency: ____________________________ C. Program Name: ____________________________

B. Department: ____________________________ D. Federal Employer Identification #: ____________________________

E. Personnel Budget Allocation for: _______

(1) Position Title

(2) No.

(3) Rate ($)

(4) Number

of Pay

Periods

(5) % Time

Spent on

Project

(6) Grant

Share

(7) Other

Share

(8) Total

Cost

(9) Job Responsibilities

$0

$0

$0

$0

$0

$0

$0

$0

$0

$0

$0

$0

(10) TOTAL 0 0.00% $0 $0 $0 Totals must match Form 1 Acct #0005


F. Fringe Benefits and Total Personnel Costs

Item Grant

Share

Other

Share

Total

Cost

Calculations

11a. Social Security $0 $0 $0 = .0620 x Line 10

11b. Medicare $0 $0 $0 = .0145 x Line 10

12. State Unemployment Insurance $0 $0 $0

13. State Workers Compensation $0 $0 $0

14. Other (Please List) $0 $0 $0

15. Other (Please List) $0 $0 $0

16. Total Fringe Benefits (Lines 11-15) $0 $0 $0 Totals must match Form 1 Acct #0044

17. Total Personnel Costs (Line 10 Plus Line 16) $0 $0 $0

25

Non-Personnel Budget

FORM 3 A. Delegate Agency: ____________________________ C. Program Name: ____________________________

B. Department: ____________________________ D. Federal Employer Identification #: ____________________________

E. Personnel Budget Allocation for: _______


(1) Item of Expenditure

(2)

Acct #

(3)

Grant Share

(4)

Other Share

(5)

Total Cost

(6) Description and Justification for City Share and Total Cost

Personnel

0005

$0

$0

$0

Fringe Benefits

0044

$0

$0

$0

Operating/Technical

0100

$0

$0

$0

Professional & Technical Services

0140

$0

$0

$0

Travel

0200

$0

$0

$0

Materials & Supplies

0300

$0

$0

$0

Equipment

0400

$0

$0

$0

Indirect ___%

0801

$0

$0

$0

Other – Specify

0999

$0

$0

$0

Other – Specify

0999

$0

$0

$0

Other – Specify

0999

$0

$0

$0

(7) TOTALS $0 $0 $0 Totals must match Form 1 Non-Personnel Accounts

Appendix E

Proposal Checklist


RFP #DA-41-0220-06-2013-001

The proposal checklist should be used to ensure that the proposal is complete. Include the checklist with

the proposal. Proposals that do not contain each of the items below will be considered incomplete and

will not be reviewed.

Title Page (Appendix B)

Proposal Checklist (Appendix E)

Abstract

Table of Contents

Narrative

Project Work Plan (Appendix C)

Budget and Budget Justification (Appendix D)

Resumes of Key Personnel

Letters of Support

Required Documentation

Internal Revenue Service 501c (3) tax exempt determination letter

Copy of Respondent Articles of IncorporationCopy of most recent Financial Statement

If Respondent received $500,000 or more in federal funds during fiscal year, submit a copy of an

audit conducted in accordance with OMB Circular A-133

Copy of the completed City of Chicago Economic Disclosure Statement

List of Board of Directors (must include place of employment for each)

One (1) original, five (5) complete copies and one (1) electronic CD copy of the proposal

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