HOUSING QUALITY STANDARDS (HQS) & UNIFORM PHYSICAL CONDITIONS STANDARDS (UPCS) INSPECTION SERVICES

Transcription

1 REQUEST FOR PROPOSAL HOUSING QUALITY STANDARDS (HQS) & UNIFORM PHYSICAL CONDITIONS STANDARDS (UPCS) INSPECTION SERVICES August 2013 Tacoma Community Redevelopment Authority City of Tacoma Community and Economic Development 747 Market Street Room 836 Tacoma, WA Office: Fax:

2 EXHIBITS EXHIBIT A EXHIBIT B EXHIBIT C EXHIBIT D INSURANCE CERTIFICATE REQUIREMENTS CONFLICT OF INTEREST STATEMENT OF PROPOSER CERTIFICATION FOR A DRUG-FREE WORKPLACE CERTIFICATION STATEMENT

3 Contents I. PURPOSE OF RFP... 1 a) Period of Contract... 1 b) Eligible Proposers... 1 c) Questions... 1 d) Deadline... 2 II. RFP CONDITIONS... 3 a) Contingencies... 3 b) Modifications... 3 c) Proposal Submission... 3 d) Incurred Costs... 3 e) Negotiations... 3 f) Acceptance or Rejection of Proposals... 3 g) Formal Agreement... 3 h) Final Authority... 4 III. SCOPE OF PROGRAM... 4 a) Inspection Standards:... 4 b) Services to Include:... 4 c) Scheduling:... 4 d) Notifications:... 5 e) Identification:... 5 f) Pricing:... 5 IV. PROPOSAL SUBMISSION... 5 a) Threshold Requirements... 5 b) Submission Requirements... 6 V. SELECTION... 6 Scoring Criteria:... 7

4 I. PURPOSE OF RFP The Tacoma Community Redevelopment Agency (TCRA) is seeking proposals with fee quotes from qualified Inspectors and organizations to provide annual inspections of its affordable housing assets to include single family residences and multi-family properties. Inspections must be conducted utilizing the Department of Housing and Urban Development (HUD) required Housing Quality Standards (HQS) and Uniform Physical Conditions Standards (UPCS) protocols for approximately 34 properties consisting of 1,200 multi-family residential units. a) Period of Contract The term of the contract resulting from this RFP shall commence when the TCRA executes the Professional Services Agreement (Agreement) and continue for a oneyear contracting period after the execution date, with a TCRA option to extend the Agreement for an additional two one-year terms. The TCRA anticipates the term of the Agreement to commence sometime in November b) Eligible Proposers 1. The Proposer must not have caused a government authority to violate affordability/regulatory agreements of any City, Agency, or other housing agencies, nor have a record of discriminatory practices for at least the past five (5) years. 3. The Proposer must not be included on the HUD Contractor Debarred list. 4. The Proposal must include team members with a successful track record in providing the types of services as defined within the Scope of Services section contained within this RFP document. Previous projects must be comparable, as determined by the TCRA in its sole discretion, to those presented in the project. 5. Proposals may be withheld from recommendation by the TCRA Administrator to its board members for consideration, in the event any proposing party of the application is currently in arrears or delinquent in payment of any obligation to the TCRA or is deemed to be in noncompliance with any TCRA contractual requirements. 6. The TCRA retains sole discretion to approve or reject Proposers based on a review of past performance. c) Questions Questions regarding the contents of this RFP must be submitted via to sjohnson3@cityoftacoma.org. Copies of the RFP may be obtained from Shannon Johnson at (253) a) Questions regarding this RFP must be submitted in writing ( ed questions are preferred). Questions must be received by 4:00 p.m. PST on Monday, September 16, Written inquiries must be clearly marked Tacoma 1

5 Community Redevelopment Authority Construction Management Services RFP. All inquiries must refer to the page and applicable RFP section to which the question relates. Proposers are encouraged to submit their questions regarding this RFP as soon as possible. Copies of the written inquiries and their answers will be posted online at as an addendum to the RFP and recipients of this RFP will be notified of the addendum. TCRA reserves the right to decline to answer specific questions. Responses to questions, in either written or oral form, will not be deemed to amend the RFP unless and until the response is included in a formal addendum to the RFP. d) Deadline Submit formal proposals including a statement of qualifications evidencing the minimum standards required herein and any proposed special conditions regarding your engagement in this matter to the attention of Shannon Johnson, Contract and Program Auditor. Submissions are due on or before Monday, October 7th, 2013, at 4:00 p.m. PST at the TCRA offices. Three (3) copies of the proposal must be enclosed in a sealed envelope identified clearly with the words: Proposal for Construction Management Services RFP Do Not Open with Regular Mail, addressed to: Request for Proposals Proposal for Housing Quality Standards (HQS) and/or Uniform Physical Conditions Standards (UPCS) Inspection Services RFP Do Not Open With Regular Mail Shannon Johnson, Contract and Program Auditor City of Tacoma Community and Economic Development Department 747 Market Street, Room 836 Tacoma, WA Proposals will NOT be accepted by or facsimile. All proposals must be received at the address listed in Section 1f, no later than 4:00 p.m. on Monday, October 7th, Facsimile or electronically transmitted proposals will not be accepted since they will not contain original signatures. Postmarks will not be accepted in lieu of actual receipt. Late proposals will not be opened and incomplete proposals may not be considered at the discretion of the TCRA. The TCRA reserves the right to waive any irregularities or informalities with the submittal of proposals pursuant to this RFP and to determine the basis at its sole discretion for the selection of the Inspector to enter into one or more service agreements with the TCRA. Acceptance of a proposal does not constitute a contract or commitment of any kind, nor does it obligate the TCRA to award funds or to make a commitment of any kind. Copies of the RFP may be obtained from Shannon Johnson at (253) or via the City s website at

6 II. RFP CONDITIONS a) Contingencies This RFP does not commit the TCRA to award a contract. The TCRA reserves the right to accept or reject any or all proposals, if the TCRA determines it is in the best interest of the TCRA to do so. The TCRA will notify all proposers in writing in the event the TCRA elects to reject all proposals or to cancel this RFP process. b) Modifications The TCRA reserves the right to issue amendments to this RFP. c) Proposal Submission To be considered, all proposals must be submitted in the manner set forth in this RFP. It is the proposer s responsibility to ensure that its proposal arrives on or before the specified time. d) Incurred Costs This RFP does not commit the TCRA to pay any costs incurred by proposers in the preparation of a proposal in response to this request and proposers agree that all costs incurred by proposers in developing their individual proposals are the responsibility of each proposer and are considered a general marketing expense. e) Negotiations The TCRA may require the recommended proposer(s) to participate in negotiations and to submit a not-to-exceed price estimate, technical information or other revisions of their proposals as may result from negotiations. f) Acceptance or Rejection of Proposals Proposals shall remain open, valid and subject to acceptance anytime within sixty (60) days after the proposal opening subject to the satisfactory negotiation of a final contract with prices and other acceptable terms of providing the requested services. g) Formal Agreement In the event a proposer or proposers is/are selected as a result of this RFP process, they would be required to enter into a formal agreement(s) with the TCRA. This RFP sets forth some of the general provisions which will be included in the final contract. In submitting a response to this RFP, each proposer will be deemed to have agreed to each clause unless the proposal identifies an objection and the TCRA agrees to a change of language in writing.

7 h) Final Authority The final authority to recommend the award of a contract shall be at the sole discretion of the TCRA administrator. Final authority authorizing the execution of a contract with any recommended proposer(s) shall remain with the TCRA Board. III. SCOPE OF PROGRAM The TCRA is seeking proposals from highly qualified and insured Inspectors or individuals (hereinafter to be referred to as Inspector ), to conduct physical site inspections utilizing the Housing Quality Standards (HQS) and/or Uniform Physical Conditions Standards (UPCS) protocol for approximately 34 properties consisting of 1,200 multi-family residential units. a) Inspection Standards: 1. Inspector to use U.S. Department of Housing and Urban Development (HUD) Real Estate Assessment Center (REAC) Protocol and Housing Quality Standards (HQS) and Uniform Physical Condition Standards (UPCS), with REAC minimum scoring summaries per property. Electronic inspection data collection systems required. Inspector to submit a list of no less than ten (10) referenced agencies where inspections have been performed using REAC Uniform Physical Condition Standards. All inspectors must have experience inspecting at least 1,000 dwelling units, utilizing the most recent REAC UPCS protocols. b) Services to Include: 1. Conduct Inspections in accordance with HUD s Housing Quality Standards and/or Uniform Physical Conditions Standards. This comprises of routine annual inspections and follow-up inspections for units found initially to be noncompliant. Proposals should indicate if an additional fee will be charged for reinspections. 2. Include inspections of unit interiors, building systems, common areas, building exteriors and sites at all developments specified. 3. All individual apartment units to be inspected at each development, including all vacancies. 4. Hard copies of development and individual apartment inspections, including deficiencies, to be submitted to the TCRA after completion of each development so the TCRA may take corrective measures in a timely fashion. c) Scheduling: 1. TCRA will provide Inspector with a list of properties to be inspected. Inspections are to be completed within five (5) business days of scheduling. 2. Final inspection reports shall be submitted to the TCRA no later than fifteen (15) days upon completion of all properties.

8 3. Inspector is required to submit a scheduled number of units to be inspected each day at designated locations. Include completion date of all inspections. 4. Inspector shall provide required manpower to complete all inspections in a timely manner. The TCRA and Inspector will mutually agree on a satisfactory time schedule. d) Notifications: 1. Working with the designated property manager, Inspector to notify the residents of inspection dates no less than 72 hours prior to inspection. 2. The TCRA will issue a blanket notification to all residents informing them of the upcoming inspection process involving said Inspector. TCRA [will also state that the residents unit will be entered if they are not at home. 3. A TCRA representative may accompany Inspector on inspections from time-totime. 4. If the resident is not home, the TCRA representative, while accompanied by the onsite manager, will enter the unit using a passkey. This will eliminate a return visit by the Inspector. e) Identification: 1. Inspector and any applicable TCRA representative are required to wear identification badges. All identification material must be visible to the resident before entering the dwelling unit. 2. Inspector representatives are not to smoke or use sanitary facilities in any units. 3. Inspector representative to inform resident to contact proper department of any requests for repairs or management assistance. f) Pricing: 1. Inspector to submit a unit cost per apartment sub-totalled for each property and a sum total of all areas to be inspected. IV. PROPOSAL SUBMISSION All proposals must meet the threshold requirements detailed below. If a proposal does not meet these threshold requirements, the Proposer will be advised that the proposal will not be reviewed further. a) Threshold Requirements 1. Possess a valid City Business License or have the ability to obtain one. 2. Current insurance policies meeting the Insurance Certificate Requirements (see Exhibit A ). 3. Previous experience to include previously mentioned ten (10) references. 4. Completed and witnessed Conflict of Interest Statement of Bidder (see Exhibit B ) 5. Complete Certificate of a Drug-Free Work Place (see Exhibit C ) 6. Provide Structured Pricing Form with unit and development costs 7. Provide a sample of the respondent s Inspection Checklist

9 Proposers must meet the above requirements for the application to be reviewed. Note: It is the sole responsibility of the Proposer to ensure that threshold requirements are met. Furthermore, the selection of any Proposals for Construction Management Services will be further subject to the approval of the Board of the TCRA. b) Submission Requirements The first page of the Proposal shall be the Certification statement attached as Exhibit D. This document needs to be filled out and signed by the Lead Project Manager of the Proposer s Team. All Proposals must be typed and comply with the requirements detailed in this RFP. Any revisions or additions to the proposal after submission will not be accepted unless expressly requested for clarification purposes by the TCRA. Incomplete Proposals will not be considered for funding. It is the responsibility of the Proposer to ensure completeness of their submittal. Any False, misleading, incomplete or deceptively unresponsive statements in connection with a proposal shall be sufficient cause for rejection of the proposal. The evaluation and determination in this area shall be in the sole judgment of the TCRA and this judgment shall be final. The T C R A may require additional information for the determination of the Proposer s qualification to provide the proposed services. Submission of a Proposal shall constitute acknowledgment and acceptance of all terms and conditions contained in this RFP. The Proposal must be submitted in the legal name of the corporation or entity. Proposals must be signed by an authorized representative of the Proposer organization or entity who has legal authority to bind the entity in contract with the TCRA. Lack of compliance with legal or administrative submission requirements may lead to disqualification. Proposals that are disqualified will not be reviewed and rated. Proposers may withdraw their proposal at any time prior to the proposal deadline. Proposals received after the specified time and date will not be accepted. V. SELECTION It is the intent of TCRA staff to review each qualified proposal and submit recommendations to the TCRA Board in an expedited manner (not to exceed 4 weeks from the time of initial receipt of all responses). The selected proposer will be expected to review and/or complete the following documents and submit to the TCRA for consideration prior to the execution of the Agreement. 1. Submission of valid insurance of the selected proposer which would include current insurance policies meeting the Insurance Certificate Requirements

10 (see Exhibit A ). 2. Submission of proof of possessing a valid City Business License. 3. Provide completed witnessed Conflict of Interest Statement of Proposer (see Exhibit B ). 4. Certificate of a Drug-Free Work Place (see Exhibit C ). Scoring Criteria: An internal TCRA committee will evaluate each response to this RFP. Respondents will be scored according to the evaluation criteria set out below. Respondents with the highest scores may be invited to interview with the TCRA committee. Final selection will be made following these interviews (if necessary). SCORING CRITERIA Experience and qualifications providing HQS and/or UPCS Inspection services of MFR units Cost competitiveness of fees Completeness of consultant s submittal package TOTAL POSSIBLE 25 points 15 points 10 points 50 Points

11 EXHIBIT A Insurance Certificate Requirements Please furnish the Purchasing Division with a Certificate of Insurance with the following liability limits based on the contract amount: CONTRACT AMOUNT $25,000 and Under $500,000 and Under Over $500,000 LIABILITY LIMITS $500,000 Combined Single Limit $1,000,000 Per Occurrence / $2,000,000 Aggregate $5,000,000 Total Coverage A. Umbrella excess liability may be used to reach the limits stated above. Coverage must include: 1. Comprehensive General Liability 2. Automobile Liability - Hired and Non-Owned 3. Contractual Coverage 4. Broad Form Property Damage 5. Underground Explosion and Collapse Hazard (if necessary by the nature of the work) 6. Any additional coverage specifically required by the City's specification B. The following general requirements apply: 1. Insurance carrier must be authorized to do business in the State of Washington. 2. Coverage must include personal injury, protective and employer liability. 3. Contractor must provide with the certificate (a) evidence of the amount of any deductible or self-insured retention under the policy, and (b) policy endorsement(s) that verify compliance with the additional insured and the primary/non-contributory requirements specified in Section C. 1 and C. 2. below. 4. It is the contractor's responsibility to keep an up-to-date Certificate of Insurance on file with the City throughout the contract. 5. Contractor s insurance must be primary and non-contributory over any insurance the City may maintain, that is, any such City insurance shall be excess to limits stated in the certificate. C. The following statements are required on the Certificate of Insurance: 1. "The City of Tacoma is named as an additional insured" ("as respects a specific contract" or "for any and all work performed with the City" may be included in this statement). 2. "This insurance is primary and non-contributory over any insurance or self-insurance the City may have" ("as respects a specific contract" or "for any and all work performed with the City" may be included in this statement). 3. "Should any of the above described policies be canceled before the expiration date thereof, the issuing company will mail 30 days written notice to the Certificate Holder named." Language such as, endeavor to mail and "but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representative" is not acceptable and must be crossed out. See example below. DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS The below listed certificated holder is added as an additional insured as respects any and all work performed with the City (or as respects project ). This insurance is primary over any insurance or self-insurance the City may have for any and all work performed with the City (or as respects project ). CERTIFICATE HOLDER ADDITIONAL INSURED; INSURER LETTER: CANCELLATION CITY OF TACOMA PO BOX TACOMA WA Should any of the above described policies be cancelled before the expiration date thereof, the issuing company will endeavor to mail 30 days written notice to the certificate holder named to the left, but failure to do so shall impose no obligation or liability of any kind upon the company, it s agents or representatives.

12 EXHIBIT B CONFLICT OF INTEREST STATEMENT OF PROPOSER Tacoma Community Redevelopment Authority (TCRA) HQS and/or UPCS Inspection Services 1. I am the of (Title) (Company Name) The Proposer that has submitted the attached Proposal to conduct HQS and/ UPCS Inspection Services for approximately 34 properties consisting of 1,200 multi-family residential units located in the City of Tacoma. 2. I have been fully informed respecting the preparation and contents of the attached Proposal and of all pertinent circumstances respecting such Proposal; 3. I agree that all transactions for completing inspection services to the above referenced properties shall be at Arm s Length as defined herein. Arm s Length Definition: A transaction in which the buyers and sellers of a product or service act independently and have virtually no relationship to each other. The concept of an arm s length transaction is to ensure that both parties in the deal are acting in their own self-interest and are not subject to any pressure or duties from any other party. 4. Such Proposal is genuine and not a collusive or sham Proposal; 5. I have not, nor have any of my company s officers, partners, owners, subcontractors, agents, representatives, employees or parties in interest in any way colluded, conspired, connived or agreed directly, or indirectly, with any other Proposer, firm or person to submit a sham Proposal in connection with the Contract for which the attached Proposal has been submitted or to refrain from bidding in connection with such Contract, or have in any manner, directly or indirectly sought by agreement or collusion or communication or conference with any other Proposer, form or person to fix price or prices in the attached Proposal or of any other Proposer, or to fix overhead, profit or cost element of the proposal price or the proposal price of any other proposer, or to secure through any collusion, conspiracy, connivance or agreement and advantage against the City of Tacoma or TCRA for the HQS and/or UPCS Inspection Services. 6. No member of the City of Tacoma or TCRA Board or its agents, administrators is directly or indirectly personally interested in my proposal, or the work to which it relates, or in any portion of the profits thereof; and, 7. The prices quoted in the attached Proposal are fare and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the proposer or any of its agents, representatives, owners, employees or parties in interest including myself; Signature: Date: Print Name: Title: Witness:

13 EXHIBIT C CERTIFICATION FOR A DRUG-FREE WORKPLACE (Name of Inspector) is submitting a proposal for a program that receives Federal Funding through the Department of Housing and Urban Development (HUD). Acting on behalf of ( name of Inspector )., as its Authorized Official, I make the following certifications and agreements to the U.S. Department of Housing and Urban Development (HUD) and the (name of public housing agency, City, State), regarding the company offices and all off-premises work-sites: I certify that the above named Service Provider will provide a drug-free workplace by; a) Publishing a statement notifying employees and/or contractors, that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees or contractors for violation of such prohibitions. b) Establish a drug-free awareness program to inform employees and contractors about the following; (1) The dangers of drug abuse in the workplace, (2) Our policy of maintaining a drug-free workplace, (3) Any available drug counseling, rehabilitation or assistance programs, (4) The penalties that may be imposed upon employees and/or contractors for drug abuse violations in the workplace. c) Making it a requirement that each employee and/or contractor be given a copy of this statement. d) Notifying the employee and/or contractor that, as a condition for continuing employment and/or relations with (name of Firm), the employee and/or contractor will do the following: (1) Abide by the terms of the statement; (2) Notify (name of Firm) management of any criminal drug conviction, no later than five days after such conviction. e) We will notify the U.S. Department of Housing and Urban Development (HUD) and the (name of public housing agency, City, State) within ten days after receiving notice from an employee and/or contractor; or some other form of notification of the conviction; and the appropriate action that was taken. I hereby certify that all information stated herein is true and accurate; signed this date; (date), 2013 Name, title and Company

14 EXHIBIT D CERTIFICATION Certification: (to be completed by all Proposers on their letterhead). The undersigned hereby certifies that the statements contained in the application package are true and complete to the best of the applicant s knowledge, and further, understands that this is a public document open to public inspection. Original Signature: Name (Print): Title (Print): Company Name (Print): Address (Print): Date (Print):