REQUEST FOR PROPOSALS PHYSICAL NEEDS ASSESSMENT. December 11, 2017

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1 REQUEST FOR PROPOSALS PHYSICAL NEEDS ASSESSMENT December 11, 2017 Housing Authority of the City of Danville Jaclyn Vinson Executive Director An Equal Opportunity Employer & Housing Provider The responsibility for submitting a response to this RFP at the Housing Authority of the City of Danville on or before the stated time and date will be solely and strictly the responsibility of the respondent. The Housing Authority is not liable for any costs incurred by the offeror prior to issuance of a contract. The offeror shall wholly absorb all costs incurred in the preparation and presentation of the proposal. 1

2 OBJECTIVE The Housing Authority of the City of Danville is soliciting competitive proposals from highly qualified firms with a documented track record of providing the required services, preferably for public housing authorities or similar agencies, to conduct a physical needs assessment of select HACD public housing properties. Data derived from this assessment will serve as a verification of the project s needs in support of long range planning; minimally twenty (20) years as the HACD intends to use the data as input to the U.S. Department of Housing and Urban Development for consideration of Capital Funds programming. See (Appendix A) for a listing of all HACD properties. METHOD OF SOLICITATION For this solicitation, the HACD is utilizing a competitive proposal selection process. This process involves the Agency requesting and receiving simultaneously technical and price proposals from interested firms. CONTACT PERSON All communication regarding this solicitation should be made in writing to Jaclyn Vinson, via at jaclyn.vinson@hacd-hud.com or via US Postal Mail to the following address: Housing Authority of the City of Danville Attn: Jaclyn Vinson 1607 Clyman Lane Danville, IL SUBMISSION OF PROPOSAL The Proposal, prepared in accordance with Section II, must be received by the Agency by Friday, January 12, 2018 at 12:00 P.M. at the following location: ANTICIPATED TIMELINE Housing Authority of the City of Danville Attn: Jaclyn Vinson 1607 Clyman Lane Danville, IL The anticipated schedule for this solicitation and the contract approval is as follows: RFP Package Available December 11, 2017 Deadline for receipt of questions December 19, 2017 Response to questions issued December 22, 2017 Deadline for submission of Proposal January 12,

3 Evaluation completed January 15, 2018 Anticipated Contract Award January 19, 2018 AGENCY OPTIONS This Agency may, at its sole and absolute discretion, reject any and all, or parts of any submissions; re-advertise this RFP; postpone or cancel, at any time, this RFP process; or waive any irregularities in this RFP or in proposals received as a result of this RFP. HUD DEBARMENT AND SUSPENSION LIST The Respondent and all subcontractors names or businesses must not appear on the HUD s Debarment or Suspension list. STATEMENT OF WORK The offerors shall inspect designated properties, prepare analyses and prepare required HUD forms for each Asset Management Project (AMP), which is eligible for Capital Funds Program (CFP) funding, providing a general description of all unfunded physical improvements that the HACD would need to undertake to bring that development, including dwelling and non-dwelling structures, dwelling and non-dwelling equipment, and site, to a level at least equal to the modernization and energy conservation standards and to comply with other program requirements. The Consulting firm shall develop a Physical Needs Assessment without regard to the availability of funds and base requirements on continued development operation for a minimum of twenty (20) years. The offerors will perform walk-through inspections of each development to ascertain the condition of the property; immediate critical and non-critical needs, and expected repair, replacement, and major maintenance needs; and total estimated cost to complete such items. Within each development, a minimum sampling of the following will be inspected: Ten percent (10%) of the dwelling units; Twenty percent (20%) of the dwelling buildings; 100% of non-dwelling structures; 100% of the site, within the unit sampling; and 100% of Section 504 Designated units. The assessor will record the data on the approved data collection forms for site, building exterior, building systems, and common areas. A. Preparation: The Consulting firm will perform a general, not a detailed physical needs survey of each development, listing major work categories, not every single work item. The Consulting firm is encouraged to analyze the physical needs in light of its past 3

4 modernization experience, particularly where approaches other than straight rehabilitation are required to ensure long-term viability, and to consult the locality and residents, including persons with disabilities, in developing alternative strategies. However, in preparing the Physical Needs Assessment for each development, the Consulting firm shall consider the following: Reasons for any vacancies and strategy and work necessary to return the units to occupied status Work necessary to ensure long-term viability, such as conversion from family to elderly, change in bedroom sizes, partial demolition/disposition to assure the useful life of the remaining portion of the development (e.g., reduce density or create open space), or other physical design changes. Work necessary to comply with Federal requirements or State and local codes, such as elimination of asbestos. Replacement needs of equipment, systems and structural elements that are likely to be needed within the next five (5) years, assuming routine and timely maintenance is performed. Work necessary to meet physical accessibility requirements relating to substantial and other alterations under 24 CFR Identify work items needed and costs for implementation to make selected units accessible and usable by persons with disabilities as required by Section 504 of the Rehabilitation Act of Development deficiencies which require correction and are eligible for CFP funding. Need for non-dwelling space and equipment, such as playgrounds, laundry facilities, and day care centers. Conduct a cost reasonableness analysis, if needed, of projects planned for future modernization as prescribed in regulations. The offeror will also develop strategies to deal with problems affecting viability. A detailed cost estimate to accomplish each work item, a total for each project, and a grand total to accomplish all needed physical improvements. General work category (e.g., Kitchens, bedrooms, etc.) costing without specific work items is unacceptable. This will include costs to retrofit a specific number of dwelling units to meet Section 504 requirements for persons with disabilities. Professional certified cost estimating is preferred. B. Sources of Information: The Consulting firm shall identify on the Physical Needs Assessment the source(s) of information from which it derived data to develop the general description of needed physical improvements. The HACD shall retain such 4

5 information in its files (1) as support documentation for the information submitted on the Physical Needs Assessment, (2) for post-review by the local HUD Office (FO), residents or community members, or (3) for submission to the FO upon request. Sources of information for each development may include, but are not limited to: Previous physical needs assessments; HACD s annual inspection reports of dwelling units; HACD s maintenance records, including work orders; Resident complaint records; HACD s schedule for LBP testing and the results of the LBP testing and professional risk assessments; Energy audit updates; and Recent HUD review reports, containing recommendations for improvements. C. Completion of Assessment: After the offeror has considered the items in A and B, the offeror shall complete the HUD required Physical Needs Assessment Tools inclusive of Form HUD as applicable for each development and, where appropriate, one form of HACD wide non-dwelling needs and one form for any planned use of modernization funds for development. If the HACD intends to demolish, partially demolish, convert, or dispose of a development (or units within a development), it must so indicate. A sample Form HUD with instructions is contained in Appendix B. D. Proposal Preparation and Submission Requirements: Each Proposal should be organized into two separate parts; the Technical Proposal and the Price Proposal. Three (3) original copies of the complete Technical Proposal and three (3) original copies of the Price Proposal must be submitted. The Proposal must be received by the Agency by Friday, January 12, 2018 at 12:00 P.M. at the following location: Housing Authority of the City of Danville Attn: Jaclyn Vinson 1607 Clyman Lane Danville, IL E. Evaluation and Selection Process and Criteria: No proposal will be opened or reviewed until after the deadline. Under the competitive proposal process, submissions are not opened publicly. Submissions received by the deadline will be initially screened for completeness and responsiveness. To be determined responsive, the submission must include the following: A Technical Proposal and a Price Proposal A Debarment/Suspension Certification indicating that neither the firm nor any individual, officer or employee is debarred, suspended, or otherwise prohibited from participation in government programs by any Federal, state or local agency. 5

6 The maximum score for the Technical Proposal is 85 points, the maximum score for the Price Proposal is 15 points. Once a selection has been made, the Evaluation/Selection Committee will present its contract award recommendation to the Board of Commissioners, who have the sole authority to award contracts on behalf of the Agency. Evaluation Criteria and Rating System: Each proposal will be evaluated and rated using the following criteria and rating system. Technical Proposal: 1. Ability to Perform Work (Maximum Rating: 25 points) a. Evidence of the firm s ability to perform the services as indicated by, the overall scope of services; b. The professional and technical credentials, experience and references of the firm s principals and the proposed project manager; and c. The respondent s ability to provide the required services based on the respondent s workload during the proposed HACD contract. 2. Past Performance (Maximum Rating: 25 points) a. Its experience in evaluating other low-income single and multi-family properties; b. Its knowledge and experience with public housing agencies 3. Approach and Methodology (Maximum Rating: 30 points) a. The appropriateness of the firm s approach and methodology to the Agency s goals and objectives; and b. The level of detail and degree of specificity demonstrated in the narrative. 4. Small, Minority-Owned and Women-Owned Business Participation (Maximum Rating: 5 points) a. Evidence that the firm is a minority-owned business and/or that the firm has included small businesses, minority enterprises and/or women-owned enterprises on the project team. Price Proposal: 1. Price (Maximum Rating: 15 points) a. The reasonableness of the firm s price based on the services provided. Form of Contract: The HACD will require the selected firm to enter into a contract that will specify all terms and conditions of the agreement between the firm and the HACD. A copy of the document is included in Appendix C. 6

7 Appendix A List of Properties to be Examined 1. Fair Oaks- 326 units; detached, townhouse a. Approximately 40 acres, located at the intersection of Fairchild Street and Fowler Avenue b. Administration Building s physical address is 1607 Clyman Lane 2. Beeler Terrace- 51 units; detached, townhouse a. Located at the intersection of Seminary Street and Washington Street 3. Madison Court- 8 units a. Located at the intersection of Madison Street and Washington Street 4. Churchill Tower- 49 units, 6 story high rise a. 101 E. Seminary Street, Danville, IL Mer Che Manor- 93 units, 7 story high rise a. 723 N. Oak Street, Danville, IL

8 Appendix B Certifications, Affidavits and Offer Forms 1. Certifications and Representations of Offers (HUD-5369 B) 2. Previous Participation Certification 3. Non-Collusion Affidavit 4. Debarment and Suspension Certification 5. Equal Opportunity Certification 6. Drug Free Work Place Certification 7. Contract Compliance Attachment 8. Hold Harmless Agreement 9. HUD Physical Needs Assessment Form HUD

9 AFFIDAVIT Prime Bidder State of ILLINOIS) County of VERMILION) being first duly sworn deposes and says: That he/she is the party making the foregoing proposal or bid, that such proposal or bid is genuine and not collusive or a sham; that said bidder has not colluded, conspired, connived, or agreed, directly or indirectly, with any bidder or person, to put in a sham bid or to refrain from bidding, and has not in any manner, directly or indirectly, sought by agreement or collusion or communication with any person, to fix the bid price of affiant of any other bidder, or to fix any other bidder, or to secure any advantage against the or any person interested in the proposed contract; and that all statements in said proposal or bid are true. Signature of: Bidder, if the bidder is an individual; Partner, if the bidder is a partnership; Officer, if the bidder is a corporation; Subscribed and sworn before me this day of,. My commission expires,. 9

10 Contract Compliance Attachment THE FOLLOWING ARE COMPLIANCE REQUIREMENTS THAT SHALL BE INCORPORATED INTO AND MADE A PART OF ANY CONTRACT ISSUED PURSUANT THERETO. a. The Contract shall abide by and comply with all applicable local and State laws related to 1)fair employment practices, affirmative action and prohibiting discrimination in employment as set forth in the Illinois Human Rights Act; 2) any and all applicable workmen s compensation laws; and 3) wages and claims of laborers, mechanics and other workmen, agents or servants in any manner employed in connection with contracts involving public funds or the development of construction or public works, buildings or facilities. The scale of wages to be paid shall be obtained from the Illinois Department of Labor and posted by the Contractor in a prominent and accessible place at the project work site. b. The Contractor shall personally and individually agree and covenant, and shall furnish and provide evidence of general liability insurance in the amount of $1,000, and shall indemnify, protect, defend at its own cost, and hold harmless the Local Agency from and against all losses, damages, injuries, or claims thereof to or by persons or property, arising out of, through, or by virtue of the construction and development of the specified project facilities. c. The Contractor certifies that to the best of its knowledge, no officer or employee has been convicted of bribery or attempting to bribe an officer or employee of the State of Illinois, nor has any officer or employee made an admission of guilt of such conduct which is a matter of record. d. The Contractor certifies it has not been barred from being awarded a contract with a unit of State or local government as a result of a violation of Section 33E-3 or 33E-4 of the Criminal Code of e. The Contractor certifies, pursuant to the Illinois Human Rights Act, that it has a written sexual harassment policy that includes, at a minimum, the following information: (1) the illegality of sexual harassment; (2) the definition of sexual harassment under State law; (3) a description of sexual harassment utilizing examples; (4) the contractor s internal complaint process including penalties; (5) the legal recourse, investigation and complaint process available through the Illinois Department of Human Rights and the Human Rights Commission and directions on how to contact both; and (6) protection against retaliation as provided by Section of the Illinois Human Rights Act. f. The Contractor certifies that neither it nor any substantially owned affiliated company is participating or shall participate in an international boycott in violation of the provisions of the U.S. Export Administration Act of 1979 or the regulations of the U.S. Department of Commerce promulgated under that Act. Contractor Name Contractor Signature Date 10

11 Hold Harmless Agreement for General Contractor and Subcontractor The contractor shall indemnify and hold harmless the Housing Authority of the City of Danville and its employees from and against all claims for personal injury or property damage, including claims against the Housing Authority of the city of Danville, its servants or agents, arising out of the Illinois Structural Work Act, and all losses and expenses, including attorney fees that may be incurred by the Housing Authority defending such claims, arising out of or resulting from the performance of the work and caused in whole or in part by any negligent act or omission of the contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone of whose acts any of them may be liable, regardless of whether or not it is caused in part by a party indemnified hereunder. In any and all claims against the Housing Authority of the City of Danville or any of its agents or servants by an employee or contractor, and subcontractor, the indemnification obligation under this paragraph shall be limited in any way by any limitation on the amount of type of damages, compensation or benefits payable by or for the contractor or subcontractor under Workers Compensation Acts, Disability Acts, or their Employee Benefits Act. I,, representing by my signature, acknowledge that I have read and understand the Hold Harmless Agreement and indemnify the Housing Authority of the City of Danville. This agreement becomes a part of the contract. By Date Title Company Address 11