Town of Manchester, Connecticut General Services Department

Transcription

1 Town of Manchester, Connecticut General Services Department Request for Proposal Professional Services: Housing Rehabilitation/Lead Hazard Reduction Rehabilitation and Construction Management Services RFP 17/18-19 Proposals Due September 12, 4:00 p.m. General Services Department 494 Main St. PO Box 191 Manchester, CT (860) Fax (860)

2 REQUEST FOR PROPOSALS PROFESSIONAL SERVICES: HOUSING REHABILITATION/LEAD HAZARD REDUCTION REHABILITATION AND CONSTRUCTION MANAGEMENT SERVICES I. INTRODUCTION This Request for Proposals (RFP) is being issued by the Town of Manchester General Services Department to secure professional services in connection with the inspection, assessment, testing, development of work specifications and plans, and monitoring construction for residential property maintenance code correction and lead-based paint hazard reduction. These services will be performed under contract with the Town on selected dwelling units eligible to participate in the Manchester Housing Rehabilitation Program. The Town occasionally partners with CCHHP (Connecticut Children s Healthy Homes Program) out of Connecticut Children s Medical Center. In these circumstances, the consultant(s) may provide selected services on a case by case basis. The Town will accept proposal from a firm to provide all services, or from firms that will provide lead abatement/hazard reduction services only or rehabilitation, construction management, and code correction issues only. The Town is an equal opportunity/affirmative action employer and requires an affirmative action policy for all of its contractors and vendors as a condition of doing business with the Town. Women and minorities are encouraged to respond. II. DESCRIPTION OF THE PROJECT The Town of Manchester is an entitlement community under the U. S. Department of Housing and Urban Development (HUD) Community Development Block Grant (CDBG) program. Each year, the Town allocates a portion of its entitlement grant to fund the Manchester Housing Rehabilitation Program (a copy of the program guidelines is attached). These funds are used to provide financial assistance for property maintenance code correction and lead-based paint hazard reduction to eligible owner-occupied and investor-owned single-family and multi-family residential properties within the Town s targeted Housing Rehabilitation Program Eligible Area. The selected individual(s) or firm(s) will work under the direction of and report to the Director of Planning and Economic Development and work closely with the Community Development Program Manager (Program Manager). 1

3 III. SCOPE OF SERVICES Lead-based Paint Hazard Reduction The Consultant will be familiar with both State and Federal regulations relating to lead-based paint; the general health issues, risks, and resources for abatement; and the Town/U.S. Department of Housing and Urban Development (HUD) grant program in general. The Consultant will be responsible for (i) ensuring that all materials and documents produced are consistent with State and Federal regulations, (ii) for adhering to all applicable provisions regarding lead-based paint hazard reduction, and (iii) for adhering to all published protocols for inspection and testing as stated in the Connecticut Department of Health Services Regulations Sec. 19a-110 to Sec 19a-111d, inclusive, the Connecticut Department of Health Services Guidance Document and Part V of the Federal Register Volume 59 Number 77 NOFA, as amended. The Consultant will be certified by the State of Connecticut as a Lead Planner/Project Designer to provide property maintenance code correction and lead-based paint hazard control plans, specifications and contractor monitoring, and will also be certified as a Lead Inspector. Property Maintenance Code Correction The Consultant will be responsible for becoming familiar with the housing stock available in Manchester, particularly those older units located near the center of the Town. While most houses will be in the two to four family category, some may include up to seven units. Specifications shall include lead-based paint hazard reduction in soil, property maintenance code corrections, and other improvements to be funded by the Town or by the Owner. The selected Consultant shall provide the following services on an on call and as required basis for the duration of this contract. Preliminary Assessment The selected Consultant will provide a general visual assessment of the property maintenance code and lead hazard control needs in residential structures of one to four dwelling units. The preliminary assessment will include individual units, common areas and interior and exterior premises. The Consultant will ascertain a broadly defined scope of potential property maintenance code issues, lead hazard control work and general cost estimates for completing rehabilitation of the properties. Preliminary assessments must be performed within three (3) business days following the receipt of a request for assessment by the Town of Manchester unless otherwise agreed to by the Town and Consultant. The property owner or a representative will be present for the assessment. Written reports will be provided on a form acceptable to the Town and must be delivered to the Town s Planning Department within five (5) business days of the completion of the assessment. 2

4 Inspection/Assessment Lead-based Paint: The lead inspection/risk assessment will assume that all painted surfaces have lead-based paint. A full, detailed lead-based paint inspection of all identified units, common areas and exterior will be taken as needed using XRF, AAS, GFAAS or ICP-AES technologies. The Consultant will identify painted surfaces that are potential hazards (defective paint, friction surfaces, impact surfaces, loose plaster, floors, surfaces with bite marks) and take representative dust wipes on floors and windowsills. The Consultant will examine soil/ground/pavement near painted structures and child play areas for paint chips and bare soil. The lead inspection/risk assessments shall be performed in compliance with published HUD guidelines, the HUD Lead Safe Housing Rule at 24 CFR Part 35 Subpart R, federal EPA regulations at 40 CFR Part and State of Connecticut regulations 19a to 19a Dust wipes must be analyzed in a laboratory recognized by the National Lead Laboratory Accreditation Program (NLLAP). The Town of Manchester reserves the right to select a testing laboratory. Inspection/Assessment Property Maintenance Code: The Consultant shall identify exterior and interior property maintenance code corrections necessary for the property to be in conformance with the Building Officials and Code Administrators (BOCA) national property maintenance standards as described in the Property Maintenance Code ( the code ) of the Town of Manchester. The assessment for property maintenance code correction or other work shall include, but not be limited to, all interior and exterior facilities, features and structures, including out buildings, for code violations or deficiencies with respect to windows and doors; stairs, railings and porches; rotted or damaged gutters and leaders; defective plumbing and plumbing fixtures; defective wiring and electrical services and fixtures; damaged, loosened or rotted parts of wood, metal or plaster; and the removal of architectural barriers. More specifically, the inspection/assessment shall identify violations or deficiencies under the following provisions of the Town code: Article III, and , Exterior and Interior Structures, (ii) Article V, through , Plumbing Facilities and Fixture Requirements, (iii) Article VI, through , Mechanical and Electrical Requirements, and (iv) Article VII, through , Fire Safety Requirements. Inspection/assessment of historic features shall be limited to those exterior features of a dwelling for which restoration or preservation activities would be appropriate for the property during the course of rehabilitation. Assessment Report/Bid Specifications: The written assessment report shall be in the form of a bid specification that identifies on a room/area basis each component that is a property maintenance code deficiency and/or a lead based paint hazard and the actions required to correct the code deficiency and to reduce the lead-based paint hazard. Interim controls and standard treatments are to be specified whenever feasible, with alternatives for more permanent corrections and reductions identified when preferred (e.g. window replacement). A schematic layout of the dwelling unit must be included in the report. The report shall identify requirements for lead-safe work practices, waste disposal, clearance testing, relocation 3

5 and disclosure, noting any special considerations. An addendum to the report shall provide generic specifications for code correction or other approved work and common lead hazard reduction methods such as specialized cleaning, paint stabilization, window treatment, door treatment etc. The report should clearly identify the actions required for property maintenance code corrections and lead-based paint hazard reduction in order for a contractor to cost the items and submit a bid. The report must be in a format acceptable to the Town of Manchester. A copy of the report must be delivered to the Program Manager and to the property owner within fourteen (14) calendar days of the inspection/risk assessment unless otherwise agreed to by the Program Manager. When required by State of Connecticut regulations, the Consultant will be required to prepare a Lead Management Plan for review and approval by the Town of Manchester Health Department. Pre-Bid Walk Through: The selected Consultant will be required to participate in a pre-bid walk-through for contractors considering bidding on specific code correction and lead-based paint hazard reduction projects designed by the Consultant. The purpose of the walk-through is to provide additional explanation, clarify specifications and answer questions while construction contractors inspect the property. The Program Manager will provide a list of construction contractors in attendance at the pre-bid walk through. If necessary after the walk through, the Consultant will provide the Program Manager and all contractors present at the bid walk with any addendum to a bid within 48 hours of the walk through detailing any additional instructions to bidders that arise as a result of the walk through. Construction Management: The selected Consultant will assist in managing housing rehabilitation projects and monitoring contract compliance. The Consultant will: 1. Prepare contract specifications and bid package in conjunction with the Program Manager. 2. Review all bids for cost reasonableness relative to the work being bid. 3. Meet with property owners and contractors on-site at the start of the project to clarify work and project schedule. 4. Monitor site conditions and contractor practices to ensure contractual obligations are met. 5. Ensure that the scope of work is completed and help resolve issues that arise during the work. 6. Review and make recommendations to the Program Manager on change orders requested by the contractor or property owners. 4

6 7. Conduct up to three (3) inspections of each property undergoing rehabilitation; including an initial inspection with specifications/cost estimate; an interim inspection; and a final inspection. Interim and final inspections shall be followed within five (5) calendar days by a site inspection report and/or punch list, as appropriate, with respect to construction contract compliance and standards of contractor workmanship. 8. Assure project compliance with federal HUD Lead-Safe Housing Rule and EPA regulations related to lead (24 C.F.R. part 35 and 40 C.F.R et seq.), OSHA Lead in Construction Regulations (29 C.F.R. 1926), State of Connecticut Statutes and regulations and local government ordinances related to lead hazard control work. 9. Oversee lead abatement and renovation activity by contractors, directly monitoring sites to ensure compliance with regulations and contract provisions. Resolves issues that arise during abatement and renovation activities by working with property owners, construction contractors, regulatory officials and others. Implements quality assurance and risk management activities regarding the abatement and renovation activities. 10. Provide clearance testing of residential units and associated work areas following the completion of property maintenance code corrections and lead-based paint hazard reduction work and prior to re-occupancy of dwelling units. Clearance testing shall be performed in compliance with published HUD guidelines, the HUD Lead Safe Housing Rule at 24 CFR Part , federal EPA regulations at 40 CFR Part (e), and State of Connecticut Regulations 19a to 19a Clearance dust wipes shall be taken as soon as practicable following the completion of code correction and lead hazard reduction work and shall be coordinated with the hazard control contractor. All samples taken must be analyzed in a laboratory recognized by the National Lead Laboratory Accreditation Program (NLLAP). 11. Prepare the clearance report to meet the requirements of HUD guidelines, 24 CFR Part (c), federal EPA regulations at 40 CFR Part (e)(10), as applicable, and State of Connecticut regulations 19a-111-3(h). Remediation Consultation: The selected Consultant will provide advice and recommendations on unusual or complex lead-based paint hazard reduction projects at the request of the Town of Manchester. The need for consultation may arise out of (1) the preliminary assessment, assessment, inspection and specification development activities under this Scope of Services; (2) the application of new practices to leadbased paint hazard reduction; (3) revised interim controls and standard treatments used in Town projects; and (4) problems that arise within specific lead-based paint hazard reduction projects. 5

7 The selected Consultant must be licensed as a lead Consultant contractor and assign a certified Lead Planner/Project Designer to perform the services. The assigned Designer must have extensive knowledge and experience in lead-based paint hazard reduction techniques, cost effective approaches to lead-based paint hazard reduction, and national best practices information. The assigned Designer must have substantial knowledge of building, fire and property maintenance housing code requirements and become familiar with the code requirements of the Town of Manchester. Responsibilities of the Town of Manchester: The Town will be responsible for the following: 1. Program applicants for housing rehabilitation activities are qualified by the Program Manager for program, location and income eligibility. 2. Providing necessary project data including background information, addresses and technical assistance, as well as scheduling and coordinating with Town staff and local contractors. 3. Providing timely responses to the Consultant s requests for information review, data or other necessary information. 4. Any other services agreed to by both the Consultant and the Town. IV. EXPERIENCE AND QUALIFICATIONS The selected Consultant and all assigned staff persons, if any, should have considerable experience managing housing rehabilitation projects, working with construction contractors and with property owners, and following HUD and EPA regulations and guidelines related to lead based paint hazards. The Consultant must be familiar with lead-safe work practices, OSHA requirements for dealing with lead-based paint in construction projects and housing rehabilitation practices. A certificate of training in lead-safe work practices recognized by the State of Connecticut will be required within a reasonable period of time. On some projects, the Town of Manchester will require the assigned staff person to be a certified lead-based paint hazard control supervisor or Lead Planner/Project Designer. V. CONTRACT TERM The term of the contract will be for two (2) years from the date of signed contract through August 31, Upon mutual consent of the Town and the successful Consultant, this contract may be extended for up to two (2) additional years at the same terms, prices and conditions. 6

8 VI. DIRECTIONS FOR WRITTEN SUBMITTAL The Consultant shall submit three (3) copies of the proposal to Adam Tulin, Director of General Services, 494 Main Street, no later than 4:00 p.m., September 12, Proposals can be hand delivered to the General Services Department, Lincoln Center, 494 Main St., Manchester, CT or delivered by U.S. mail to General Services Department, Lincoln Center, P.O. Box 191, Manchester, CT Proposals shall consist of the following: A transmittal letter signed by the appropriate individual or officer of the firm offering the proposal and certifying that the proposal and cost parameters will remain in effect for 45 days after the due date. A concise but complete description of the work to be performed, including a brief explanation of the Consultant s understanding of the project and its general approach to the proposed work. A list of personnel to be assigned to the project and their resumes. A description of similar projects, including references, which the Consultant has been involved in. The fee schedule (form attached) for professional services to include the following, with an explanation of the method for billing the Town: o o o o o o o Test cost per dwelling unit Test cost per building Plan cost per dwelling unit Plan cost per building Project monitoring inspection cost per hour General contractor pre-bid walk-through cost per hour Additional services as required per hour VII. INQUIRIES All questions regarding the RFP should be referred to Adam B. Tulin, Director of General Services, at or by at gensvcs@manchesterct.gov A summary of all questions and answers will be made available via an addendum posted on the Town web page if they might influence the award of the contract. 7

9 This Request for Proposal and any addendum for the Request for Proposal shall only be issued on the Town web page It shall be the responsibility of all interested firms to check the website for addenda prior to submitting a response to this Request for Proposal. No addendum shall be issued less than two (2) calendar days before the due date unless it is to postpone the due date. VIII. LIVING WAGE ORDINANCE The awarded Consultant from this RFP is subject to provisions of the Town of Manchester Living Wage Ordinance. A summary description of the ordinance and the certification form is attached. Consultants are asked to indicate on the attached Certification Form if your firm would be considered a covered employer. The Certification Form shall be returned to the Town with the proposal. IX. CONSULTANT EVALUATION AND SELECTION The responsibility for the selection of the Consultant lies with the Director of Planning and Economic Development based upon the recommendation of an evaluation and selection advisory team. Criteria to be used in the evaluation and selection process include the following: Specialized experience of the firm and its assigned personnel in the type of work required, including evidence of past experience with residential building rehabilitation and/or historic preservation. The Consultant s understanding and technical approach to the project. The Consultant s fee schedule, basis of billing and method of payment. The ability of the Consultant to perform the work in a timely manner. The location of the Consultant s offices. The Town reserves the right to invite a short list of firms for interviews based upon its review of the written proposals. 8

10 X. GENERAL PROVISIONS A. The Town of Manchester is an equal opportunity employer, and requires an affirmative action policy for all of its Contractors and Vendors as a condition of doing business with the Town, as per Federal Order By submitting a Proposal for this Request for Proposal, all vendors and contractors agree to this condition of doing business with the Town and should the Town choose to audit their compliance, the vendor agrees to cooperate fully. The selected Consultant will be required to comply with the following federal laws and/or regulations: Title VI of the Civil Rights Act of 1964and implementing regulations at 24 CFR Part I (no person shall be denied benefits of or be subject to discrimination under any program receiving federal assistance. Section 3 of the Housing and Development Act of 1968, as amended, and implementing regulations at 24 CFR ( (b). The Age Discrimination Act of 1975, as amended, and implementing regulations. B. Any act or acts of misrepresentation of collusion shall be a basis for disqualification of any proposal or proposals submitted by such persons guilty of said misrepresentation or collusion. In the event that the Town enters into a contract with any bidder who is guilty of misrepresentation or collusion and such conduct is discovered after the execution of said contract, the Town may cancel said contract without incurring liability, penalty or damages. C. All deliveries of commodities or services hereunder shall comply in every respect with all applicable laws of the Federal Government and/or the State of Connecticut. Purchases made by the Town of Manchester are exempt from payment of Federal Excise Taxes and the Connecticut Sales Tax and such taxes must not be included in bid prices. Federal Excise Tax exemption certificates, if requested, will be furnished. D. The Town reserves the right to reject any and all proposals and to waive any informalities or technical defects in any proposal or discontinue this process at any time. Non selection of any proposal will mean that another acceptable proposal was deemed to be more advantageous to the Town of Manchester or that no proposal was accepted. E. The Town will not be liable for any costs incurred in the preparation of the response for this Request for Proposal. All proposal submissions and materials become property of the Town and will not be returned. Respondents to this RFP are hereby notified that all proposals submitted and information contained therein and attached thereto shall be subject to disclosure under the Freedom of Information Act after award decision has been made. 9

11 F. These specifications in their entirety are the property of the Town of Manchester. The Proposer shall not copy or disseminate any portion of these specifications without express written authorization from the Town of Manchester, except as necessary in the preparation of a proposal. Any authorized copies of these specifications or portions thereof shall include a similar paragraph prohibiting further copying or dissemination. G. Indemnification The selected Consultant will agree to indemnify and hold harmless the Town and its officers, agents, officials and employees against any act, injury or claim arising from or as a result of any work done by Consultant or advice given by the Consultant during the course of its work on behalf of the Town. H. Professional Services Liability Insurance The selected Consultant shall procure and maintain for the duration of the program term minimum professional liability insurance to be as follows: 1. Firms must provide A., B., or C. below, along with the following: Errors and Omissions aggregate limit of liability $1,000,000. A. General Liability and Property Damage - $ 2,000,000 aggregate $ 1,000,000 each occurrence B. Workers Compensation as required by Connecticut State Statute C. Auto Liability and Property Damage - $ 500,000 each occurrence $1,000,000 aggregate (Necessary if automobiles/trucks are used by contractors) 2. The contractor/consultant agrees to indemnify and hold the Town of Manchester and its employees, agents and servants harmless against any act, injury or claim arising from or as a result of the services provided by that contractor/consultant. 3. All contractors/consultants are required to provide a certificate of insurance, naming the Town of Manchester as additional insured on coverage s A. and C. above. A certificate evidencing such insurance coverage will be submitted to the Town. 10

12 FEE SCHEDULE TOWN OF MANCHESTER HOUSING REHABILITATION HAZARD REDUCTION PROGRAM CONSULTANT NAME: 1F Preliminary Assessment 1F Specs & Plans 1F Construction Management 2F Preliminary Assessment 2F Specs & Plans 2F Construction Management 3F Preliminary Assessment 3F Specs & Plans 3F Construction Management 4F Preliminary Assessment 4F Specs & Plans 4F Construction Management 5F - Preliminary Assessment 5F - Specs & Plans 5F Construction Management 6F Preliminary Assessment 6F Specs & Plans 6F Construction Management FEE TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL Bid Walk Hourly Rates for as Needed Services Submitted by: Date: 11

13 Summary Description for Vendors Regarding Manchester s Living Wage Ordinance Effective February 1, 2010, the Town of Manchester adopted a living wage ordinance. This Summary Description is designed to provide any vendor bidding on a Town of Manchester contract with the key provisions of that ordinance. It does not contain the full ordinance. LIVING WAGE REQUIREMENT: The ordinance requires that companies awarded service contracts by the Town of Manchester exceeding $25,000 in any one fiscal year pay their Eligible Employees a living wage. Companies considered Covered Employers subject to this requirement are defined below. The Town of Manchester has determined that the contract resulting from this bid or Request for Proposals will be subject to the ordinance if the total contract value is $25,000 or more in any one fiscal year. The living wage is currently calculated to be $13.60/hour for employees that are provided comprehensive health care benefits, or $17.52/hour for employees that are not provided comprehensive health care benefits. The living wage and health benefit requirements are adjusted annually each July, effective July 1, Companies will be required to pay the applicable living wage rate in effect during the term of their contracts. COVERED EMPLOYERS AND EXEMPTIONS: The ordinance requires that Covered Employers pay the living wage rate. Certain employers are excluded from paying the living wage rate. They are as follows: - Non-profit organizations as defined by the ordinance, and - Entities that employ less than 25 eligible employees. ELIGIBLE EMPLOYEES: Eligible employees are all permanent, full time employees of the company (defined as a normal work week of at least 30 hours), working in the State of Connecticut, not just those working on the Town contract. The following are not considered eligible employees for the purposes of the living wage requirement: - Employees with a normal work week of less than 30 hours. - Seasonal or temporary employees. - Employees under the age of Employees hired as part of a school-to-work program. 12

14 - Students who serves in a work-study program or as an intern. - Trainees participating for not more than six months in a training program. - Employees enrolled in a governmentally funded vocational rehabilitation program. - Volunteers working without pay. - Employees exempted under Section 14(c) of the Fair Labor Standards Act due to disabilities. - Any person whose wage rate is subject to a federal or State of Connecticut statute or regulation mandating a prevailing wage rate. EMPLOYER OBLIGATIONS: Covered Employers are required to do the following pursuant to the ordinance. - Certify with the submission of their bid or proposal a) that they will pay the required living wage to eligible employees if awarded a contract, or b) that they are exempt from requirements of the ordinance, - Upon award, covered employers shall provide the Town a sworn affidavit affirming that all eligible employees of the covered employer working in the State of Connecticut are receiving the living wage and health benefits required by this ordinance. - This sworn affidavit shall be provided thereafter on an annual basis within 30 days of a request being made by the Town if the duration of the contract exceeds one (1) year. - Notify their employees of their rights under the Living Wage Ordinance by posting a copy of the ordinance and other materials prepared by the Town of Manchester in locations where employees will see them. - Make best efforts to attempt to hire residents of the Town of Manchester for all new positions which result from a service contract subject to the ordinance. PROHIBITED PRACTICES: - Covered Employers cannot decrease non-wage benefits (such as insurance, vacation, or pension) as a means of complying with the living wage requirements. - Covered Employers cannot retaliate or discriminate against any employee for making a complaint against the covered employer regarding compliance with living wage requirements. 13

15 ENFORCEMENT: The Town may enforce the provisions of this ordinance by the imposition of fines, suspension of contract or declaring the Covered Employer ineligible for future contracts. WAIVERS: The ordinance provides for the waiver of certain requirements in the ordinance. However, no waivers will be considered until the bidding process has been completed and a contract has been awarded. Requests for waivers must be made by the Covered Employer, in writing, to the General Manager. The General Manager shall submit the waiver request to the Board of Directors, which shall have the sole discretion as to whether it is granted. The above is intended to be a summary of the requirements of the living wage ordinance as they affect covered employers and is provided for informational purposes only. Employers should read the entire Living Wage Ordinance. It can be found online at on the left side of the page. Click on Document Center, scroll to General Services and click on Living Wage Ordinance. 14

16 TOWN OF MANCHESTER LIVING WAGE CERTIFICATION FORM The Town of Manchester has determined that this contract may be subject to the provisions of the Manchester Living Wage Ordinance, Chapter 212 of the Manchester Code of Ordinances, Sections through Bidders are required to indicate whether they are a Covered Employer as defined by the Manchester Living Wage Ordinance or are exempt from the requirements by marking the appropriate section below. FAILURE TO INDICATE MAY RESULT IN THE REJECTION OF YOUR BID. I/We are a covered employer and shall pay the required living wage to eligible employees and comply with the requirements of the ordinance during the term of the contract. Or that: I/We are not a Covered Employer and therefore not subject to Manchester s Living Wage Ordinance for the reason indicated below: Charitable foundations, charitable trusts or nonprofit agencies or nonprofit corporations, provided that the foundation, trust or nonprofit agency or corporation is exempt from federal income taxation and may accept charitable contributions under Section 501 of the Internal Revenue Code of 1986, or any subsequent corresponding internal revenue code of the United States, as from time to time amended. Bidder employs less than twenty five (25) eligible employees. Annual contract value is less than $25,000. I, of do hereby certify Officer, Owner, Authorized Rep. Company Name that the representations made above are accurate for : Bid Name or RFP Name Signed by: Dated: TO BE RETURNED WITH BID OR RFP SUBMISSION. 15