Issued October 25, 2012 SUBMITTAL DEADLINE. Housing Authority of the City of San Buenaventura 995 Riverside Street Ventura, CA 93001

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1 REQUEST FOR PROPOSALS 504/ Accessible units 10/2012 for CONSULTANT SERVICES for the HOUSING AUTHORITY OF THE CITY of SAN BUENAVENTURA Issued October 25, 2012 SUBMITTAL DEADLINE November 26, at 2:00 PM Housing Authority of the City of San Buenaventura The responsibility for submitting a response to this RFP at the Offices of the Housing Authority of the City of San Buenaventura (the Agency ) on or before the stated time and date will be solely and strictly the responsibility of the Offeror. The Agency will in no way be responsible for delays caused by the United States Mail delivery or caused by any other occurrence. 1

2 Request for Proposal TABLE OF CONTENTS: Table of Contents 1 I General Information 2 A. Introduction and Purpose 3 B. Board Statement 3 C. Contact Information 3 D. Term of Contract 3 E. Expense of Submission 3 F. The Agency Reserves the Right To: 3 G. Agency Options 4 H. Release of Information 4 I. RFP Term and Conditions 4 J. Non Discrimination / Conflict of Interest Statement 4 II. RFP Instructions 4 A. RFP Submission Format 4-5 B. Board Staff and Selection Committee Communication 4-5 C. Submission Schedule 4-5 III. Scope of Services 5 A. 504 Accessible units/ Review of reasonable accommodation process. 5 B. Written Report Corrective Actions and Costs 6-7 IV. Evaluation and Selection Process 8 A. Proposal Elements and Evaluation Criteria 8 V. Clarification of the RFP 9 VI. Miscellaneous 9 Attachment A - Unit Inventory Attachment B - Insurance Requirements 11 2

3 I. General Information A. Introduction and Purpose The Housing Authority of the City of San Buenaventura (will hereafter be referred to as HACSB) is responsible for the management of numerous single family and multifamily properties throughout the City of Ventura. The Housing Authority is issuing this Request for Proposals (RFP) for an Evaluation of the HACSB current Reasonable Accommodation Policy, Federal Accessible Standards (UFAS) related procedures, and all applicable forms, survey of the Public Housing sites for current status of compliance with 504, ADA and Uniform Federal Accessible Standards (UFAS) regulations. The Vendor will provide the following deliverables: 1. Recommendations for Individual property. 2. Cover page identifying Report Title, Property name, address and detail, Prepared for, Prepared by (include name of consultant, address and contact details) 3. Contacts, Objective and Location of Surveyed details. 4. Recommendations page (final page should summarize and list all recommendations and be illustrated with photos before and after). B. Board Statement The powers of the Agency are vested in the Board of Commissioners of the HACSB. C. Contact Information Please make all references to this RFP as 504 Accessible Units-10/2012 addressed to: D. TERM OF CONTRACT Fred Swaney Telephone: The Contract term for the Evaluation of the HACSB current Reasonable Accommodation Policy, Federal Accessible Standards (UFAS) related procedures, and all applicable forms, survey of the Public Housing sites for current status of compliance with 504, ADA and Uniform Federal Accessible Standards (UFAS) regulations. And the final document has been delivered to the HACSB according to the deliverables. E. Expense of Submission All expenses related to this submission shall be borne of the Offeror. F. The Agency Reserves the Right to: 1. Reject any or all submitted proposals or qualifications; 2. Request clarification of any submitted information; 3. Check any references for current and past work(s) submitted in the RFP, and; 3

4 4. Cancel all or any portion of the selection proceedings at any time NOTE: All materials submitted to the HACSB shall become the property of the Agency. G. Agency Options The Agency may, at its sole discretion reject any or all, or parts of any or all, proposals; readvertise this RFP; postpone or cancel at any time this RFP process; or waive any irregularities in this RFP or in the proposals received as a result of this RFP. Also, the determination or the criteria and process whereby proposals are evaluated, the decision as to who shall receive a contract award, or whether or not an award shall ever be made as a result of this RFP, shall be at the sole and absolute discretion of the Agency. H. Release of Information Information submitted in response to the RFP will not be released by the Agency during the proposal evaluation process or prior to a contract award. After award all submitted information is subject to release in accordance with the California Public Records Law and the Freedom of Information Act. I. RFP Terms and Conditions The Agency reserves the right to select more than one respondent (and will accept joint venture proposals), to select a respondent(s) for specific purposes or for any combination of specific purposes, and to defer the selection of any respondent(s) to a time of the Agency s choosing. J. Non Discrimination/Conflict of Interest Statement a. The Offeror warrants adhering to all civil rights, equal opportunity, and fair housing and Section 3 regulations. b. The Offeror warrants that it presently has no interest and will not acquire any interest direct or indirect, which would conflict in any manner or degree with the performance of services under this contract during the term of the contract. II. RFP Instructions A. RFP Submission Format Please submit Four (4) copies of your response in the same package clearly marked on the outside Response to 504/Accessible Units 10/2012 addressed to: Jose G Gomez, Chief Operating Officer C/o The Housing Authority of the City of San Buenaventura Electronic or faxed submittals will not be accepted. B. Board, Staff and Selection Committee Communication 4

5 Do not contact any Board member, Staff person or selection committee person in regard to this project or RFP other than those designated in I(c) of this RFP. C. Submission Schedule ACTIVITY A. Copies of RFP available from: DATE/TIME By or The Housing Authority of the City of San Buenaventura Attn: Fred Swaney Copies will be mailed upon request Monday thru Friday, 8:00 A.M. to 4:00 P.M., (except observed holidays) B. Proposals Due at: November 26, 2012, 2:00 pm The Housing Authority of the City of San Buenaventura D. Final vendor selection process complete Dec 17, 2012 E. Contract signing and work to commence January 7, 2012 NOTE: The HACSB reserves the right to deviate from this schedule. III. Scope Of Services A. Evaluation of the 504 and Accessible units. The awarded contract will require inspections of all identified facilities. The proposal is to include a detailed description as to the percentage of, or number of, units and spaces to be inspected. The inspection must include a significant and representative sampling of units and spaces. Individual property inventories should be able to be subtotaled and sorted by building, apartment / unit number, by building area, by room or space, ADA units, by major equipment and component, by deficiency and need. The following services should be included as a part of the 504 Accessible units/ Reasonable accommodation procedure: 1. Assist in developing strategies for assessing the properties listed, Attachment 1 List of Facilities. 2. Define procedures and the costs to perform a complete inventory of identified facilities. 3. Outline methods by which current facility deficiencies will be identified and prioritized. 4. Provide reports detailing recommendations for corrections to all facility deficiencies. 5. Provide estimated costs for corrections to these facilities. 6. Provide a Standard Operating Procedure (SOP) on Reasonable Accommodation process, and job description/responsibilities of the agency 504 coordinator. 5

6 Photographs will be taken at each property to be used to record the general composition and condition of the property and building. Photographs will also be taken of deficiencies, where the photo will assist in developing a plan of correction. Photographs will be in electronic format and linked to the written report. B. Written Report - Corrective Actions and Costs For each HACSB property listed in Attachment A List of Facilities, the Vendor will provide a written report that reflects field data being summarized as follows: OVERALL SCOPE OF WORK The successful candidate will be expected to perform the following scope of work for the HACSB: 1. Complete review of the HACSB s current Reasonable Accommodations Policy and Federal Accessible Standards (UFAS), related procedures, all applicable forms and survey of Public Housing sites for current status of compliance with Section 504, ADA and Uniform Federal Accessible Standards (UFAS) requirements. 2. Site Scope Review Specifications: (this is not an inclusive list) Reporting requirements and sample - reports must include but not limited to the following suggested format: a. Individual reports per site. b. Cover page identifying, Report Title, Property name, address and details; Prepared for, Prepared by (include name of consultant, address and contact details) c. Contacts, Objective and Location Surveyed details. d. Recommendations Page (final page should summarize and list all recommendations and illustrated with photos before and after ). Areas of focus: Parking and Passenger Loading Zones. Site Accessible Routes and Elements. Entrances and Exits (Areas of Rescue Assistance) Building Accessible Route. Rooms and Spaces (Including Assembly Areas Community Rooms) Toilet Rooms and Bathrooms. Special Features - Signage, Alarms, Detectable Warnings. Special Types of Facilities (construction with ADA compliance) Accessible Buildings - Additions and Alterations (recommendations for and if needed) Auditory/Visual devices. Signage. Curb & Ramps (focus on side flares included). Elevators. Public/Common Rooms and Spaces. See attached sheet for addresses of 504 /Accessible units. Policy and Procedure Program Review Specifications: 3. Review all reasonable accommodation requests that have arisen since the implementation of the current policy looking for areas where potential changes to the policy, procedures, forms or staff training could improve the overall process, including the ability to make a timely response to all requests. 4. Interview a reasonable sampling of field and central office staff that have direct involvement with reasonable accommodation requests to determine their overall understating of the current policy, process and forms. 5. Some tenant/participant involvement and input should be expected during the review phase. 6. If necessary, after completing the above tasks, prepare a list of recommended changes to the HACSB s Reasonable Accommodations Policy, procedures and forms with an explanation as to why the 6

7 change has been recommended with specific reference where applicable to issues found during implementation of the tasks above. 7. Based on all of the above, the successful candidate will prepare a training program that will then be used to train the property management staff of the HACSB as well as a small number of tenant/voucher representatives. The training program will be on Section 504/ADA/UFAS and accommodation and implementing regulations including California State Law but will tie specifically to the HACSB s policy, procedures and forms and will heavily target specific areas of concerns noted during the implementation of tasks 1 through 4 above. 8. It is expected that the training will be conducted in multiple sessions at the HACB s primary office. The actual, participant makeup and number of participants at each session will be based on the recommendation of the trainer. CONSULTANT SELECTION PROCESS AND SELECTION CRITERIA. The selection process for this project is as follows: 1. The HACSB will review consultants' proposals, and references; 2. The HACSB will generate a short-list of qualified consultants; 3. The HACSB staff will interview and recommend a ranking of the short -listed consultants. Selection Criteria. In selecting the consultant, the HACSB will consider the criteria detailed below and the relative weight assigned to each criterion: Ability (25 points) Demonstrated ability of the candidate to provide professional training services in accordance with HACSB s needs. Demonstrated ability of the candidate to evaluate policies and procedures related to 504/ADA requests. Experience (25 points) Experience with the law applicable to California anti-discrimination laws, Section 504 and the Americans with Disabilities Act. Direct experience reviewing reasonable accommodation policies Experience evaluating and responding to requests for reasonable accommodation Experience with public housing and/or the Section 8 Voucher Program. References (40 points) General past performance of the consultant Quality of the references Other (10 points) Section 3 Qualified Minority and/or Woman candidate PROPOSAL REQUIREMENTS Please provide four copies of the following: Resume of those that would be assigned to this proposal Short (no longer than one page) overview/explanation of related experience including an outline of a similar training prepared and conducted Statement of availability. Please indicate your willingness to commit to providing services between October 15, 2012 and November 30, 2012 References In a separately marked envelope specifically marked as your proposed hourly rate/anticipated expenses: Proposed Hourly Rate Anticipated Expenses 7

8 IV. EVALUATION AND SELECTION PROCESS The proposals shall be evaluated by an Evaluation Committee consisting of not less than three (3) knowledgeable individuals ( Evaluators ). The HACSB will choose the Evaluators and the decisions will be at its sole discretion. Working independently with copies of the written proposals, the Evaluators will assign scores to each proposal for each of the four- (4) categories described under Section Two, III, Proposal Elements and Evaluation Criteria below. The four- (4) categories and the highest possible score for each are as follows: Category Max. Score A. Demonstrated ability of the candidate to evaluate policies and procedure related to 504/ ADA requirements. 25 points B. Direct experience reviewing reasonable accommodations policies/ procedures and forms. 25 points C. General past performance of the consultant/ Quality of the references. 40 points D. Section 3 Qualified/ Minority and/ or Woman candidate 10 points Total Maximum Possible Score: 100 points Each evaluator shall independently assign a score to each evaluation criterion based on the written proposals. Criteria scores will then be summed. If the HACSB does not elect to have an oral evaluation, the award will be given to the highest scoring proposal based on the written proposals. If it is determined to be in the best interests of the HACSB, an oral evaluation will also be scheduled. The Offerors with the highest score, not more than three (3), will be invited to an oral interview with the evaluation committee. Each Offeror will be given up to one hour to make a presentation. In addition, each of the Offerors will be asked an identical series of questions that will be prepared by the Evaluators. The same criteria used to evaluate the written responses will be used to evaluate the finalists during the oral evaluations. No additions, deletions or substitutions may be made to proposals during the oral evaluations that cannot be viewed as clarification. After the oral evaluation, each Evaluator will independently, or as a group, assign a score to each evaluation criterion and the criteria scores for the oral evaluation will be summed. The oral evaluation scores and the written evaluation scores will be summed resulting in a final score. The award will be given to the Offeror having the highest final score. The HACSB will conduct negotiations with the toprated Offeror to reach agreement on a fair and reasonable price to perform the work as described in this RFP. If an agreement cannot be reached, The HACSB will negotiate with the next highest rated firm, and so on until a fair and reasonable price is obtained. A. PROPOSAL ELEMENTS AND EVALUATION CRITERIA To provide a uniform basis for evaluation of all proposals received, each Proposal shall contain the specific information requested below. Responses shall be presented by category as listed, and in the same order. The Points shown for each category points total, indicate the relative importance of the four-(4) categories. The Proposals shall be evaluated in accordance with these point ratings. 1. Ability - 25 points 8

9 1) Demonstrated ability of the candidate to provide professional training services in accordance with the HACSB needs. Demonstrated ability of the candidate to evaluate policies and procedures related to 504/ ADA request. 2 Experience - 25 points a) Experience with the law applicable to California and anti-discrimination laws, Section 504 and the Americans with Disabilities Act. b) Direct experience reviewing reasonable accommodations policies. c) Experience evaluating and responding to request for reasonable accommodations. d) Experience with public housing and/ or the Section 8 Voucher Program 3 References - 40 points 1) General past performance of the consultant. 2) Quality of the references. 4 Other 10 points 1) Section 3 Qualified. Minority and / or Woman candidate. V. CLARIFICATION OF THE RFP Any Vendor requiring clarification of the information, must submit specific questions or comments in writing to: The Housing Authority of the City of San Buenaventura The deadline for submitting such questions is ten (10) calendar days prior to bid release date. If the HACSB determines that additional information or interpretation is necessary, such information or interpretation will be supplied in Addenda that will be mailed to all persons or firms that have either received this Request for Proposal or have requested one. All such Addenda shall have the same binding effect as though contained in the main body of the original Request for Proposal. Oral instructions or information concerning the RFP from employees, or agents, other than those authorized by the HACSB, will not be binding on the HACSB. VI. MISCELLANEOUS Respondents to this RFP must be able to comply with the HACSB contract requirements, and insurance requirements contained in this RFP, and other federal, state, and local laws and regulations governing services purchased through the contract. Proposals shall remain valid for a period of one hundred and twenty (120) calendar days following the deadline set forth for receiving proposals. All materials submitted for any portion of this solicitation shall become the property of the HACSB, and will not be returned to the applicants. Prior written HACSB approval will be required of any changes to the Offeror s personnel, as differs from what is submitted in the original proposal. The HACSB expects the Vendor to make appropriate use of local and regional affiliates in the execution of the contract, as necessary. However, the Vendor will be the single point of contact with the HACSB 9

10 All submissions must be received by 2:00 P.M. on November 26, If the submission is late or lacking information in the required format or in the number of copies required, that firm will be considered Non-Responsive and will be eliminated from consideration. Attachment A Existing 504 / Accessible units- AMP 1 WESTVIEW: 9 UNITS. 279 Barnett, 311 Warner, 344 Warner, 349 Warner, 330 Flint, 263 Vince, 329 Vince, 1143 Riverside, 1153 Riverside AMP Palms: 1 Unit. #705 (kitchen counter) 148 Palms: 4 Units. 1,2,3,4 (Kitchen counter) 66 Ventura Avenue: 5 Units. 122, 123, 124, 125, (102 Hearing impaired) AMP Telephone: 11 Units. (101, 102, 103, 104, 117, 118, 120 Kitchen) 9078, 9082, 9084, Telephone: 10 Units. 5, 7, 11, 15, 35, 36, 43, 45, 48, 50 AMP Johnson: 1 Unit. # Johnson: 1 Unit. #12. Jamestown: 9808 #1 AMP Dos Caminos. 162 Santa Cruz. 2400/2410 Ventura Avenue: 2 Units. #1 123 Ventura Avenue. Rose Garden: 3 Units. #9 Kitchen switch for RH, #8 no vanity in bath, #5 No kitchen Sink cabinet Snapdragon. Chapel Lane: 2 Units #201, #301 Addresses to be Evaluated for 504/Accessibility Office Barnett, Warner, Flint, Vince, Riverside Streets 180 units 2400/2410 Ventura Avenue 20 units 137 Palms 75 units 148 Palms 16 units 66 Ventura Avenue 53 units 52/66 Laurel 8 units 150/166 Santa Cruz 4 units 217/233 Harrison 4 units 103/109 Hemlock 4 units 323/329 Park Row 4 units 1216 Santa Clara 28 units 10

11 32 N. Joanne 4 units 1055/1079 Johnson 50 units 1050 Partridge 20 units 7995 Telephone 20 units 9050 Telephone 75 units Telephone 20 units 9620 Telephone 51 units 9808/9832/9856/9880 Jamestown 20 units Daisy 20 units 60/98 Cambria 20 units TRIAD 331 Olive 4 units 207 Vince 3 units 123 Ventura Avenue 14 units Snapdragon: Apartment Building and HCV offices 38 units. INSURANCE Before commencing work, the contractor and each of his subcontractors shall furnish the Housing Authority with evidence showing that the following insurance is in force and will cover all operations under the contract: CONTRACTOR shall purchase and maintain such insurance as will protect itself from claims set forth below which may arise out of or result from the performance of the duties under this Agreement, whether such performance be by itself or by any subcontractor or by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them maybe liable. The maintenance by the CONTRACTOR and all subcontractors of the following coverage and limits of insurance is a material element of this Contract. The failure of the CONTRACTOR or any subcontractor to maintain or renew coverage or to provide evidence of renewal may be treated by the Housing Authority as a material breach of this contract. (1) Worker's Compensation and Employer's Liability Insurance. (i) Worker's Compensation - The contractor and all subcontractors shall maintain insurance to protect the CONTRACTOR or subcontractor from all claims under Worker's Compensation and Employer's Liability Acts. Such coverage shall be maintained, in type and amount, in strict compliance with all applicable State and Federal statutes and regulations. The policy shall be endorsed to provide a Waiver of Subrogation as respects the Housing Authority, and its consultants, and each of their officers, officials, employees, and agents. (2) Claims Against Housing Authority - If any injury occurs to any employee of the CONTRACTOR or any of the subcontractors for which the employee or its dependents, in the event of its death, may be entitled to compensation from the Housing Authority under the provisions of the said Acts, or for which compensation is claimed from the Housing Authority, there will be retained out of the sums due the CONTRACTOR under this Contract, an amount sufficient to cover such compensation as fixed by said Acts, until such compensation is paid or it is determined that no compensation is due. If the Housing Authority is required to pay such compensation, the amount so paid will be deducted and retained from such sums due, or to become due, the CONTRACTOR. (3) Commercial General and Automobile Liability Insurance - The insurance shall include, but shall not be limited to, protection against claims arising from death, bodily injury, personal injury, or damage to property resulting from actions, failures to act, operations or equipment of the insured, or by its employees, agents or consultants, or by 11

12 anyone directly or indirectly employed by the insured. The amount of insurance coverage shall not be less than $1,000, per occurrence with an aggregate no less than two (2) times the required per occurrence limit applying to injury, personal injury, and property damage, or any combination of the three. Any deductibles must be declared to and approved by the Housing Authority. At the option of the Housing Authority, either: the insurer shall reduce or eliminate such deductibles as respects the entity, its officers, officials, employees and volunteers; or the CONTRACTOR shall procure a bond guaranteeing payment of losses and related investigations, claim administration expenses, and defense expenses. Insurance should be provided by a carrier with an A.M. Best rating of A-:VII or higher, with admitted carriers preferred. Subcontractors shall be required to carry the same type of insurance identified in the prior paragraph but the amount of subcontractor insurance coverage shall not be less than $1,000, per occurrence with an aggregate no less than two times (2) the required per occurrence limit applying to bodily injury, personal injury, and property damage, or any combination of the three. The commercial general and automobile liability insurance coverage shall, as applicable, include the following: (i) An endorsement (see Additional Insureds below) to the commercial liability policy naming the Housing Authority, and its consultants, and each of their officers, officials, employees, and agents, each as additional insureds with respect to any potential liability arising out of the performance of any work under the Contract, and providing that such insurance is primary insurance as respects the interest of the Housing Authority, and that any other insurance other liability protection maintained by the Housing Authority is excess to the insurance required hereunder, and will not be called upon to contribute to any loss unless and until all limits available under the contractor's and subcontractor's insurance policy/policies have been paid. (ii) "Separation of Insureds" clause. (iii) Broad Form Property Damage, Personal Injury, Contractual Liability, and Completed Operations coverages, and elimination of any exclusion regarding loss or damage to property caused by explosion or resulting from collapse of buildings or structures or damage to property underground, commonly referred to by insurers as the "XCU" hazards. (iv) Provision or endorsement stating that such insurance, subject to all of its other terms and conditions, applies to the liability assumed by the CONTRACTOR under the Contract, including, without limitation, that set forth in the Indemnification section. (4) Employee Dishonesty Bond - CONTRACTOR shall at all times during the contract maintain an Employee Dishonesty Bond with a limit of no less than $50,000 that will respond to claims from the Housing Authority. Additional Insured: Housing Authority City of San Buenaventura 12

13 Attachments 13