What the buyer needs
AI summaryThe Stanford Housing Authority seeks proposals from qualified onshore firms to conduct a comprehensive Physical Needs Assessment of its 50 public housing units and develop a prioritized capital improvement program. The selected contractor will inspect building envelopes and interior systems, identify immediate health and safety concerns, produce planning-level cost estimates, and prepare a 20-year needs projection along with a five-year capital improvement work program. Firms must submit an electronic PDF proposal and a separately identified fixed-price pricing schedule by December 18, 2026, at 2:00 PM EST. Written questions must be submitted no later than December 1, 2026. Responsive proposals will be scored out of 100 total points by an appointed evaluation committee based on technical merit and price, with 15 points allocated to price, leading to an anticipated contract award on January 20, 2027.
Scope of work
- Kickoff meeting, document review, and inspection/sampling plan submission
- Non-destructive visual physical inspections and condition assessments across portfolio
- Capital needs identification, classification, and planning-level cost modeling
- 20-year replacement reserve schedule and annual expenditure forecast
- Five-year capital improvement plan and Capital Fund gap analysis
- Strategic planning considerations including preservation and repositioning implications
- Progress meetings and draft review quality assurance
- Final PNA report and management or Board presentation
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Relevant PNA and public housing experience | 25 |
| Technical approach and inspection methodology | 25 |
| Qualifications and assigned personnel | 15 |
| Work plan, schedule and quality assurance | 10 |
| References and demonstrated past performance | 10 |
| Base fixed price | 15 |
Minimum qualifications
- Demonstrated experience performing multi-property physical needs assessments for public housing authorities or comparable multifamily portfolios
- Qualified building-systems and cost-estimating personnel with relevant professional licenses or credentials
- Ability to produce property-level cost models and editable data sets
- Capacity to complete work within the stated schedule and maintain required insurance and registrations
- No present exclusion or debarment from federally funded contracting
Documents to include with your response
- Cover letter with authorized signature
- Firm background, key personnel and subcontractors details
- At least three comparable references
- Technical methodology and inspection/sample plan
- Approach to cost estimates, project management and quality control
- Proposed project schedule and deliverable examples or anonymized sample output
- Completed fixed-price fee schedule and optional-service pricing
- List of assumptions, exclusions and hourly rates for additional services
- Disclosure of conflicts, litigation, debarment status, and contract exceptions
- Attachment A — Offeror Certification
How to submit
- Method
- Electronic PDF
- Instructions
- Submit one electronic PDF proposal and a separately identified pricing schedule to the designated email or portal with subject line SHA PNA RFP 2026-11.