REQUEST FOR PROPOSALS CONSULTANT SERVICES MOVING TO WORK (MTW) APPLICATION FOR THE HOUSING AUTHORITY OF COLUMBUS, GEORGIA

Transcription

1 REQUEST FOR PROPOSALS CONSULTANT SERVICES FOR MOVING TO WORK (MTW) APPLICATION FOR THE HOUSING AUTHORITY OF COLUMBUS, GEORGIA TO: SUBJECT: Prospective Offerers Request for Proposals (RFP) Sealed proposals to provide consultant services for the preparation of a Moving to Work (MTV) Application will be received at The Housing Authority of Columbus, Georgia 1000 Wynnton Road (31906) Post Office Box 630 Columbus, Georgia Until 5:00 PM local time on the Twenty-third day of April, Proposals will be held in strict confidence and not released in any manner until after contract award. By submission of a proposal, the offerer agrees, if his/her proposal is accepted, to enter into a contract with the Housing Authority of Columbus, Georgia (HACG) to complete all work as specified for the contract price and within the contract time indicated in the RFP. The offerer further accepts the terms and conditions of the RFP. Proposals should be prepared in accordance with the Section Preparation of Proposal and will be evaluated by the HACG. Copies of the RFP including the scope of services, conditions and requirements, may be obtained from the HACG, located at the address listed above. Persons requiring special accommodations should immediately contact the Housing Authority at (706) Ext 207 or TDD number, via the Georgia Relay Center at (800) , for Voice messaging, (800) The HACG reserves the right to accept or reject any or all proposals, or any part of any proposals, and to waive any informalities or irregularities. The HACG, in accordance with Executive Orders and 12138, encourages participation by businesses owned and operated by minorities and women. 1

2 T A B L E O F C O N T E N T S Page No. Advertisement 1 Table of Contents 2 Introduction 3 Scope of Services 3 Term of Service 4 Terms of Payment 4 Preparation of Proposal 4 Detailed Proposal 4 Evaluation Criteria 5 Evaluation Plan 5 General 6 Governing Regulations 6 Equal Opportunity Employment 6 Form of Non-Collusive Affidavit 7 Summary List of Properties 8 Form of Contract 9 2

3 INTRODUCTION: The HACG invites qualified firms to assist in the preparation of an application to the Department of Housing and Urban Development (HUD) for admission to the Moving to Work (MTW) demonstration program. The HACG owns and operates a total of 1,552 units of public housing and approximately 2,329 units of Section 8 Housing in Columbus, Georgia. In addition, HACG manages 79 units in Buena Vista, 40 units in Ellaville, 43 units in Harris County, and 223 units in West Point. These properties are listed in the section, Summary List of Properties, attached. The HACG received a 2002 HOPE VI Revitalization Grant for the former Peabody Apartments. Ashley Station was constructed in 2 phases for a total of 367 units (146 public housing units, 74 low income tax credit units and 147 market rate units). In addition, the HACG redeveloped Baker Village Apartments (a 590 unit complex) in three phases. Phase I consisted of 148 units (18 public housing units, 24 low income housing tax credit units, 75 project-based Section 8 units, and 31 market rate units. Phase II consisted of 148 units (same unit breakdown as Phase I). Phase III is under construction and consists of 120 units for the elderly (19 public housing units and 101 project-based Section 8 units). In cooperation with the Georgia Department of Community Affairs, the HACG constructed 28 permanent supportive housing units with HOME funds. The proposal will address the proposer s strategy to be successful in the Authority s application to HUD for admission to the Moving to Work (MTW) demonstration program in accordance with Notice PIH (the Notice). SCOPE OF SERVICES: Perform the following tasks: 1. Analyze and determine that the HACG meets HUD s minimum threshold criteria in accordance with the Notice. 2. In addition to the threshold requirement, determine that the HACG can test two priority policy initiatives as outlined in the Notice. a) Rent Reform Controlled Study b) Housing Choice Mobility Demonstration or Detailed MTW Block Grant Evaluation 3. Assist in the preparation of the application for submission to HUD as outlined in the Notice. 3

4 a) Eligibility Certification b) Evidence of Capability c) MTW Plan d) Evidence of Community Support and Involvement e) Additional Information Regarding Implementation of MTW Plan Consultant will be responsible for compiling all data, participating in meetings involving community and PHA residents, preparing draft application and (following review by the HACG), prepare final application for submission to HUD. The application must be received by HUD by 5:00 p.m. Eastern Standard Time on Wednesday, June 27, Draft application should be submitted to the HACG no later than Wednesday, June 20, 2012 for review and approval. TERM OF SERVICE: The term of service to be provided under this agreement shall be as established in the notice to Proceed issued by the HACG. TERMS OF PAYMENT: Payment will be net 30 days upon receipt of invoice and subject to HACG approval. PREPARATION OF PROPOSAL: Submit one (1) original and three (3) unbound copies. The proposal must be submitted in conformance with the requirements of this Request for Proposals as described in the section Detailed Proposal. Proposals may be withdrawn by written request prior to the deadline for receiving proposals. After that time, proposals will be open for acceptance and cannot be withdrawn for a period not to exceed thirty (30) calendar days from the date proposals are received. DETAILED PROPOSAL: Proposals from interested firms must include and/or clearly demonstrate: 1. The capability to perform the desired services. 2. Experience in the Moving to Work Program (MTW). Include profiles of the firm s principals and/or staff with experience in providing similar services to public housing agencies. Provide the names and qualifications of specific individuals directly providing the services under this RFP. 3. Knowledge of housing authority operation, rules, regulations and HUD methodology. 4. Proposed methodology and milestones for accomplishing the proposed services. 4

5 5. Cost estimates of proposed services and basis of the cost estimate. 6. Proof of current certificate of Professional Liability Insurance Policy in the amount of $1,000, The completed Non-Collusive Affidavit form on page 7. EVALUATION CRITERIA: The HACG will award a contract to the firm with the most responsive proposal, which best meets the needs of the Authority. Proposals will be reviewed for compliance with submission requirements. Proposals not meeting the submission requirements will be determined as non-responsive. Responsive proposals will be evaluated based on the following: 1. Experience. The HACG will attach great importance to the proposing firm or individual s actual experience in providing the proposed services to include the number of MTW applications filed and the number of MTW submissions subsequently awarded by HUD. The experience and qualifications of the personnel who directly provide the services will be evaluated. 2. Capability. Evidence of the firm or individual s ability to perform the required services in the designated time. 3. Price. The reasonableness of the proposed cost to the Authority from providing the required services. 4. Detailed Proposal. The HACG will evaluate each proposal to determine whether the proposal is responsive to the requirements set forth herein, to determine whether the proposal fits the needs of the Authority and whether the services proposed are appropriate to the situation. To promote fair and equal treatments of all proposals, each evaluation factor carries a relative weight. The weight of each evaluation factor listed above is defined in the Evaluation Plan below. Best and final offers may be requested from the offerers who are rated in the competitive range. Negotiations may be conducted with offerers who submit responsive and responsible offers. EVALUATION PLAN: The following points will be assigned to each evaluation factor set forth in the Request for Proposal for Consultant services. Each representative on the evaluation committee shall rate each proposal received, according to the evaluation factors and point system listed below. 5

6 Evaluation Possible High Medium Low Factor Points 1. Experience Capability Price Detailed Proposal Highest Possible Score: 100 GENERAL: The HACG reserves the rights to accept or reject any or all proposals, waive technicalities, and to award the contract in the best interest of the HACG. No member, officer, employee of HACG or member of the City of Columbus City Council shall during his/her tenure or for one (1) year thereafter, have any interest, direct or indirect, in this contract or the proceeds thereof. GOVERNING REGULATIONS: All work and services will be implemented in accordance with the rules and regulations of the United Stated Department of Housing and Urban Development (HUD). The proposed service contract, if awarded, will adhere to Federal Procurement Regulation 24 CFR and to the HACG s Procurement Policy. EQUAL OPPORTUNITY EMPLOYMENT: Each firm or individual shall certify compliance with all applicable Equal Employment Opportunity requirements governing contracts of this type. 6

7 FORM OF NON-COLLUSIVE AFFIDAVIT (To be modified if law requires other form) A F F I D A V I T (Prime Bidder) State of County of ) ) ss. ) being first duly Sworn deposes and says: That he is (the Bidder) (a Partner) (an Officer) of the party Making the foregoing proposal of bid, that such proposal or bid is genuine and not collusive or 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 or conference, with any person, to fix the bid price of affiant or any other bidder, or to fix any overhead, profit or cost element of said bid price, or of that of any other dibber, or to secure any advantage against the HOUSING AUTHORITY OF COLUMBUS, GEORGIA or any person interested in the proposed contract; and that all statements in said proposal or bid are true. Signature of: Subscribed and sworn to before me This day of, My Commission Expires:, Bidder, if the bidder is an Individual: Partner, if the bidder is a Partnership; Officer, if the bidder is a Corporation; 7

8 UNIT BREAKDOWN FOR ALL PUBLIC HOUSING MANAGED BY COLUMBUS Development Name EIOP No Bldgs. No Units 0- BR 1- BR 2- BR 3- BR 4- BR 5- BR BTW 06/30/ BTW 06/30/ Warren Williams 09/30/ Wilson 05/31/ Chase 10/31/ Canty 12/31/ Canty 06/30/ Farley 06/30/ Rivers 06/30/ Nicholson Terrance 06/30/ E.J. Knight 07/31/ E.J. Knight 05/31/ Friendship Homes 12/31/ Colonial Homes 12/31/ Swint 12/31/ Mountainview 12/31/ Pine Street 12/31/ Crestview 12/31/ Wooten Homes 12/31/ Ables Homes 12/31/ Broad Street 12/31/ T.W. Hollis Homes 03/31/ Matthew Williams 03/31/ Old Buena Vista Road 06/30/ Buena Vista Road 06/30/ Cedar Court 06/30/ Felton Jones 06/30/ Pine Ridge 06/30/ Grant 06/30/ O.J. Cook 09/30/ O.J. Cook 12/31/ WP Highlands 09/30/ TOTALS

9 AGREEMENT FOR CONSULTANT SERVICES This AGREEMENT entered into the day of, 20, between Housing Authority of Columbus, Georgia 1000 Wynnton Road Columbus, GA Hereinafter referred to as Authority And For Consultant s Name Address City, State ZIP Moving to Work (MTW) Application Hereinafter referred to as the Project. Consultant has been selected by the Housing Authority of Columbus, Georgia (HACG) pursuant to a Proposal in response to the Request for Proposals, Consultant Services for Moving to Work (MTW) Application issued by HACG in April The parties agree as follows: 1.0 SCOPE OF SERVICES 1.1 Consultant shall provide all consulting services as described in Exhibit A, Proposal for Services dated, attached hereto and made a part hereof. Exhibit A shall include the services requested in the RFP as modified during negotiations. 1.2 Consultant will perform all services at the direction of authorized staff of Authority, who shall be designated in writing to the Consultant. 2.0 COMPENSATION 2.1 For satisfactory performance of the services contained in this Agreement, Authority agrees to compensate Consultant as specified in the spreadsheets that comprise Exhibit A, Fees, attached hereto and 9

10 made a part hereof. Fees will not exceed the amounts estimated in Exhibit B without prior written authorization of Authority. 2.2 If authorized in advance in writing by Authority, additional services required of the Consultant shall be compensated based on amounts and methods contained in the authorization. Failure to obtain prior written authorization for any item of additional services will render these services ineligible for compensation by Authority. 2.3 Expenses for travel, lodging, reproduction, courier and telephone charges shall be included in the fees in Exhibit B. 3.0 PAYMENTS 3.1 Consultant shall prepare and submit invoices of the Consultant s and all Subconsultant s work at the completion of each phase, in a form acceptable to the Authority. 3.2 Payment of Consultant invoices shall be made with thirty (30) calendar days of the submission of the invoice. 4.0 SCHEDULE 4.1 Consultant shall perform all services of this Agreement in a timely manner so as not to cause any delays in the progress of the work, in accordance with the approved project schedule, based on the completion times stated in the Scope of Services section of the RFP. 4.2 Consultant will not be held responsible for delays caused by others or due to circumstances beyond the control of the Consultant. 5.0 TERMINATION 5.1 Either party may, without cause, terminate this Agreement at any time upon providing the other party with thirty (30) days written notice. In the event of such termination, Authority shall pay Consultant for all services satisfactorily performed up to the date of termination. Authority is entitled to use all the work and products performed by the Consultant to the date of termination for completion of the Project. 5.2 Authority may terminate this Agreement for cause at any time, if, in the opinion of Authority, the Consultant s performance of any of the services of this Agreement is unsatisfactory. In this event, Authority will provide written notification of termination to the Consultant and will permit the Consultant, within thirty (30) days from the date of such notice, to rectify the unsatisfactory performance. If the Consultant has not rectified the unsatisfactory performance within that time, this Agreement shall be deemed terminated. Upon such termination Authority will pay for all portions of the Consultant s work deemed satisfactory up to the date of the notice to terminate, minus all costs or expenses that Authority might incur in completing the services of the Consultant or are in any other way attributable to Consultant s default. 10

11 Consultant shall not be entitled to any other payment. Authority is entitled to use all the work and products performed by the Consultant to the date of termination for completion of the Project. 6.0 RULES AND REGULATIONS 6.1 Consultant shall comply with all applicable laws, ordinances, and codes of the Federal Government, the State of Georgia, and local governments having jurisdiction. 7.0 USE AND OWNERSHIP OF DOCUMENTS 7.1 Original work, such as reports, drawing, specifications and other documents, produced by the Consultant pursuant to this Agreement shall remain the property of the Consultant, however, the Consultant may not use this work for any purpose not relating to the Project without the consent of Authority. Upon completion of the services of this Agreement, or earlier termination in accordance with Section 5.0, the Consultant shall furnish Authority with one complete set of reproducible record prints and computer files. All such reproducible record prints and computer files shall be property of Authority who may use them without the Consultant s permission for any proper purpose relation to the project, including, but not limited to, any future work or completion of the Project. 8.0 EXTENT OF AGREEMENT 8.1 This Agreement represents the entire and integrated Agreement for the services contained herein for the Project between Authority and the Consultant and superceded all prior negotiations, representations or agreements, either written or oral. 8.2 This Agreement may be amended only by written instrument signed by both Authority and Consultant. 8.3 If any part or parts of this Agreement is found not to be legally enforceable under a particular circumstance, then that portion shall be deleted for such circumstance and all other parts remain in effect. 9.0 SUCCESSOR AND ASSIGNS Authority and the Consultant each binds itself, its successors, legal representatives, agents, and assigns to each other to this Agreement. Neither Authority nor the Consultant shall assign, sublet or transfer their interest in this Agreement without the written consent of the other. 11

12 This Agreement entered into as of the day and year first written above. HOUSING AUTHORITY OF COLUMBUS, GA WITNESS BY: Title: CONSULTANT WITNESS By: Title: 12