REQUEST FOR QUOTE AFFORDABLE HOUSING LOW RENT UTILTIY ALLOWANCE STUDY

Transcription

1 REQUEST FOR QUOTE AFFORDABLE HOUSING LOW RENT UTILTIY ALLOWANCE STUDY The Housing Authority of the City of Daytona Beach ( HACDB is hereby issuing this Request for Price Quotation in accordance with its small purchase procedures, whereby competition is received through an informal solicitation process for the provision of written quotes for pricing from qualified and experienced firms or individuals to conduct an Affordable Low-Rent Public Housing Utility Allowance Study for its 635 conventional housing units. The utility allowances should approximate a reasonable consumption of utilities by an energy conservative household of modest circumstances consistent with the requirements of a safe, sanitary, and healthful living environment. Utility allowances for the Affordable Low-Rent Housing Program will be determined using an engineering-based methodology, based on normal patterns of consumption for the community as a whole, current local utility rates and charges, and will be developed in accordance with 24 CFR Part 965, and all applicable federal, state and local laws and regulations. HACDB desires to issue an initial contract for a three-year period with options to renew for two additional one-year terms. Master-Metered Utilities. A master meter measures consumption for the building as a whole, rather than for individual dwelling units or households. Master meters are owned by the local utility company. Where utilities are master-metered, the PHA pays the local utility company for utilities used. In such instances, the utility costs are included in the basic rent levels established by the PHA, and no separate allowance is provided. See 24 CFR (e). If a PHA installs air conditioning and gives residents the option of choosing to use it, and it is either retail metered or check metered, residents must pay for the energy used. The PHA must not include air conditioning in the utility allowance. For systems that offer residents the option to choose air conditioning but cannot be metered, residents are to be surcharged. The PHA may establish a "surcharge," an extra fee paid by residents for utility consumption for major appliances not seen as essential, such as a food freezer. Check metered Utilities. Some PHAs install separate sub-meters (called "checkmeters"), in addition to the utility-owned master meter, to measure consumption by individual dwelling units. These checkmeters are owned by the PHA. As with master-metered utilities, the PHA pays utility company for utilities used. With check metered utilities, however, the PHA provides each household a utility allowance in the form of a maximum level of consumption that it may consume without a surcharge. A surcharge is applied when a household exceeds this level. Individually Metered Utilities. Where utilities are individually metered, each household has a separate account with the utility company and pays the bill directly to that company. For this reason, individually metered utilities also are called "resident-paid" or "resident-purchased" utilities. The PHA provides a utility allowance to the household through a reduction in the households monthly rent. Many buildings have different metering systems for different utilities (sometimes referred to as mixed metering). For Page 1

2 example, electricity might be individually metered, gas master-metered, and water checkmetered. An allowance also could be provided to residents for some non-metered utilities, such as trash pickup and sewer services, because the residents pay for these services directly. SCOPE OF WORK The Utility Allowance Study should be completed in compliance with the Low Rent regulations while using generally accepted standards for energy consumption and conservation. In addition, the allowances should be calculated using the current rates as provided by the local utility suppliers. The model must take into account factors including unit size, building orientation, design and materials, mechanical systems, appliances, and characteristics of the building construction, geographic area, and location. The utility estimate should also take into account property type, climate and degree-day variables by region in the State and local utility rates.. An individual allowance must be stated separately for each unit size by property. For each category (typically garden, high-rise, row/town house, or semi-detached, and single family), the schedule must take into consideration the type and size of the unit, and the type of utility used. Northwood II Utility allowance to include water/sewer allowances for water submetering by Midway Services. Windsor & Maley Apartments -Air Conditioning surcharge - residents have the option to choose air conditioning, usage cannot be metered. Special Needs Allowance for special needs requirements for electrically powered medical equipment for a family based on standard 120 volt services and assuming a daily use; to be implemented, on a as need basis/as requested. Utility Study should be completed and submitted to HACDB by February 28, Affordable Housing Inventory Family Communities Construction Year 0-BR 1-BR 2-BR 3-BR 4-BR Total Units Palmetto Park 1959/ Caroline Village Northwood Village Walnut Oak Northwood II High-Rise Communities Windsor Apartments Maley Apartments Affordable Housing ACC Total 635 Page 2

3 IV. REPORTS Contractor (s) should provide the results of the utility study in a comprehensive summary reports which must be in a clear, complete and easily understood format. Both bound, hard-copy and computer version must be provided. All issued reports must be received by DBHA within five (5) days of completion of project. Other tasks and assistance as may be necessary and required in accordance with scope of services. V. PRICING- FEES Contractors must submit a price quotation for an all-inclusive cost. In addition, any other cost that may be associated with the provision of the requested services(s). Quote should clearly specify which items are being bid on to include methodology and timeline for completion for each component(s). During the evaluation process, HACDB reserves the right, to request additional information or clarifications from proposers, or to allow corrections of errors or omissions. All quotes submitted in response to this solicitation must conform to all of the requirements and specifications outlined with this document in its entirety. There is not expressed or implied obligation for HACDB to reimburse responding firms for any expenses incurred in preparing proposals in response to this request. Notwithstanding, anything contained in this Request for Quote(RFQ) to the contrary, HACDB reserves the right without prejudice to reject any and all proposals. During the evaluation process, HACDB reserves the right, where it may serve HACDB s best interest, to request additional information or clarifications from proposers, or to allow corrections of errors or omissions. During the evaluation process, any one or more of the firms may be requested to make an oral presentation. The presentation will provide the firm with an opportunity to answer any questions HACDB may have regarding the firm s proposal. A bidders conference for all firms interested in submitting a proposal will not schedule; at this time. Respondents may direct questions, to the address below. All responses to the RFQ must be delivered to the HACDB Main office address above by 2:00 PM, Friday, February 2, Responses received after this time will not be accepted. Interested firms should submit their quote in writing; which addresses the requirements described in the Scope of Work section. Fax and proposals are not acceptable. PROPOSALS WILL BE ACCEPTED UNTIL 2:00 PM (EST), February 2, 2018 They should be addressed to: Ethel L. Turner Deputy Executive Director Housing Authority of the City of Daytona Beach, Florida 211 N. Ridgewood Avenue, Suite 300 Daytona Beach, FL Please go to doing Business - to view the submission requirements. Page 3

4 PART I - GENERAL INFORMATION The Housing Authority of the City of Daytona Beach (hereinafter, HACDB is a public entity that was formed in 1938 to provide federally subsidized housing and housing assistance to low-income families, within the City limits. The HACDB is headed by an President/ Chief Executive Director (CEO) and is governed by a five-person board of commissioners and is subject to the requirements of Title 24 of the Code of Federal Regulations (hereinafter, CFR ) and the HACDB s procurement policy. Though brought into existence by the City Resolution #38-21 of the Statutory Authority of Florida 421 it is a separate entity from the City of Daytona Beach. Currently, the HACDB is responsible for the management of 1,337 Housing Choice Vouchers and 635 Public Housing units which is divided into two (2) AMPs. In addition, HACDB is the co-general partner of four (4) Low Income Housing Tax Credit developments with 390 units of which 144 are ACC units. HACDB also has two (2) Instrumentalities in which it engages in the development of affordable housing and providing social service programs within the community it serves. In keeping with its mandate to provide efficient and effective services, the Housing Authority of the City of Daytona Beach ( HACDB ) invites submission of Quotes from firms interested in providing comprehensive Utility Allowance Study for the Low Rent Affordable Housing Program. HACDB S RESERVATION OF RIGHTS: 1 The HACDB reserves the right to reject any or all QUOTES, or to terminate the QUOTES process at any time, if deemed by the HACDB to be in its best interests. 2 The HACDB reserves the right not to award a contract pursuant to this QUOTE. 3 The HACDB reserves the right to terminate a contract awarded pursuant to this QUOTE, at any time for its convenience upon 10 days written notice to the successful proposer(s). 4 The HACDB reserves the right to determine the days, hours and locations that the successful proposer(s) shall provide the services called for in this QUOTE. 5 The HACDB reserves the right to retain all QUOTES submitted and not permit withdrawal for a period of 60 days subsequent to the deadline for receiving QUOTES without the written consent of the HACDB Contracting Officer (CO). 6 The HACDB reserves the right to negotiate the fees proposed by the proposer entity. 7 The HACDB reserves the right to reject and not consider any QUOTE that does not meet the requirements, including but not necessarily limited to incomplete QUOTES and/or QUOTES offering alternate or non-requested services. 8 The HACDB shall have no obligation to compensate any proposer for any costs incurred in responding to this QUOTE. 9 The HACDB shall reserve the right to at any time during the QUOTES process to prohibit any further participation by a proposer or reject any QUOTES submitted that does not conform to any of Page 4

5 the requirements detailed herein. By accessing the Web page (hereinafter, the noted Web page ) and by downloading this document, each prospective proposer is thereby agreeing to abide by all terms and conditions listed within this document and further agrees that he/she will inform the CEO in writing within 5 days of the discovery of any item listed herein or of any item that is issued thereafter by the HACDB that he/she feels needs to be addressed. Failure to abide by this time frame shall relieve the HACDB, but not the prospective proposer, of any responsibility pertaining to such issue. PART V - FORMAT AND REQUIREMENTS Cover Letter The cover page should include the QUOTES subject, the firm s name, address, phone and fax numbers, addresses, and contact person(s), date of the QUOTE. The Profile of Firm Form is attached hereto as Attachment to this Quote document. This 2-page Form must be fully completed executed and submitted. Schedule of Performance/Timeliness/Deliverables Each QUOTE shall include a description of how the firm intends to assume responsibility and how soon the firm would be in a position to provide services. Total All-inclusive Maximum Price Provide billing rates for services. Selected proposer must be capable of tracking and billing (invoicing) all work hours and materials (if reimbursable) as required by HACDB. Any proposer not capable or willing to comply with this requirement will be considered non-responsive. Preferred formatting will be agreed upon during contract negotiations. All costs related to this contract will be governed by federal regulations and HUD Handbook No REV 2. Certification The quote should include certification that the person signing the QUOTES is entitled to represent the firm, and authorized to sign a contract with HACDB. Proposed Fees: Contractors may submit a price quotation for an all-inclusive cost, and identify any other costs that may be associated with the provision of the requested services(s). Unless otherwise stated, the proposed fees are all-inclusive of all related costs that the successful proposer will incur to provide the noted services, including, but not limited to: employee wages and benefits; clerical support; overhead; profit; licensing; insurance; materials; supplies; tools; equipment; long distance telephone calls; document copying not specifically agreed to by the HACDB; etc. Quantities: All quantities entered within the preceding are for calculating purposes only. As may be further detailed herein, the HACDB does not guarantee any minimum or maximum amount of work as a result of any ensuing award. Page 5

6 Equal Opportunity The Housing Authority emphasizes that all respondents will receive full consideration without regard to race, color, religion, sex, national origin, disability, age or sexual orientation. Minority Business Enterprise (MBE) and Women s Business Enterprise (WBE) firms are especially encouraged to respond to this QUOTE. QUOTES Submission: All quotes must be submitted to the HACDB office by no later than the deadline stated herein. Any quote received after this deadline will not be considered. Purchases over $2,001, but less than $10,000: For small purchases over $2,001 but less than $10,000, no less than three offers shall be solicited to submit price quotations, which may be obtained orally, by telephone, facsimile or in writing. Award shall be made to the bidder providing the lowest acceptable quotation, unless justified in writing based on price and other specified factors, such as for architectengineering contracts, or sole source, and to the bidder whose bid serves the best interest of the HACDB. Page 6

7 HOUSING AUTHORITY OF THE CITY OF DAYTONA BEACH PROFILE OF FIRM FORM Appendix 4 (This Form must be fully completed.) (1) Prime Subcontractor (This form must be completed by and for each). (2) Name of Firm: Tel: Fax: (3) Street Address, City, State, Zip: (4) Please attached a brief biography/resume of the company, including the following information: (a) Year Firm Established; (b) Year Firm Established /County; (c) Former Name and Year Established (if applicable); (d) Name of Parent Company and Date Acquired (if applicable). (5) Identify Principals/Partners in Firm (submit under Tab #5 a brief professional resume for each): Name Title % of Ownership (6) Identify the individual(s) that will act as project manager and any other supervisory personnel that will work on project; please submit under Tab #5 a brief resume for each. (Do not duplicate any resumes required above): Name Title (7) Proposer Diversity Statement: You must circle all of the following that apply to the ownership of this firm and enter where provided the correct percentage (%) of ownership of each: Caucasian Public-Held Government Non-Profit American (Male) Corporation Agency Organization % % % % Resident- (RBE), Minority- (MBE), or Woman-Owned (WBE) Business Enterprise (Qualifies by virtue of 51% or more ownership and active management by one or more of the following: Resident- African **Native Hispanic Asian/Pacific Hasidic Asian/Indian Owned* American American American American Jew American % % % % % % % Woman-Owned Woman-Owned Disabled Other (Specify): (MBE) (Caucasian) Veteran % % % % WMBE Certification Number: Certified by: (NOTE: A CERTIFICATION/NUMBER NOT REQUIRED TO PROPOSE ENTER IF AVAILABLE) Signature Date Printed Name Company Page 7

8 HOUSING AUTHORITY OF THE CITY OF DAYTONA BEACH PROFILE OF FIRM FORM (This Form must be fully completed.) (8) Federal Tax ID No.: (9) Business License No.: (10) State of Florida License Type and No.: (11) Worker s Compensation Insurance Carrier: Policy No.: Expiration Date: (12) General Liability Insurance Carrier: Policy No. Expiration Date: (13) Automobile Liability Insurance Carrier: Policy No. Expiration Date: (14) Debarred Statement: Has this firm, or any principal(s) ever been debarred from providing any services by the Federal Government, any state government, the State of Florida, or any local government agency within or without the State of Florida? Yes No If "Yes," please attach a full detailed explanation, including dates, circumstances and current status. (15) Disclosure Statement: Does this firm or any principals thereof have any current, past personal or professional relationship with any Commissioner or Officer of the HACDB? Yes No If "Yes," please attach a full detailed explanation, including dates, circumstances and current status. (16) Non-Collusive Affidavit: The undersigned party submitting this QUOTES or bid hereby certifies that such QUOTES or bid is genuine and not collusive and that said proposer entity has not colluded, conspired, connived or agreed, directly or indirectly, with any proposer or person, to put in a sham QUOTES or bid or to refrain from proposing or 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 QUOTES or bid price of affiant or of any other proposer or bidder, to fix overhead, profit or cost element of said QUOTES or bid price, or that of any other proposer or bidder or to secure any advantage against the Housing Authority or any person interested in the proposed contract; and that all statements in said QUOTES or bid are true. (17) Verification Statement: The undersigned proposer hereby states that by completing and submitting this form he/she is verifying that all information provided herein is, to the best of his/her knowledge, true and accurate, and agrees that if the HACDB discovers that any information entered herein is false, that shall entitle the HACDB to not consider nor make award or to cancel any award with the undersigned party. Signature Date Printed Name Company Page 8