HOUSING AUTHORITY OF THE CITY OF TULSA

Transcription

1 HOUSING AUTHORITY OF THE CITY OF TULSA 415 EAST INDEPENDENCE TULSA, OKLAHOMA REQUEST FOR PROPOSALS FOR PROFESSIONAL INSURANCE BROKERAGE AND ALL RELATED CONSULTING SERVICES RFP # Proposal Deadline: Proposals are due on or before 2:00 p.m. CST October 22, 2018 Housing Authority of the City of Tulsa Construction Services Department 415 East Independence Tulsa, OK Issue date: September 27,

2 Table of Contents Introduction 3 Background..3 Statement of Work..3 Submission Requirements 4 Proposal Format...5 Proposal of Evaluations.7 Contract Award..9 2

3 Housing Authority of the City of Tulsa Request for Proposals For Professional Insurance Brokerage and Related Consulting Services INTRODUCTION The Housing Authority of the City of Tulsa (a Quasi-Governmental Entity, a public trust) is requesting proposals from qualified Insurance Brokers for Professional Insurance Brokerage and Consulting Services regarding insurance coverage for property and casualty as required by the Department of Housing and Urban Development. The purpose of this request for proposals is to select the Insurance Broker that can offer the highest quality services to THA for the period beginning January 1, 2019 with two (2) annual extension options to December 31, To be considered, three (3) printed copies of your proposal must be received by or before, 2:00 p.m. CST on October 22, All proposals must be sealed and submitted directly to the following address: Attn: Ms. Denise Hefner Project Manager Construction Services Housing Authority of the City of Tulsa 415 East Independence PO Box 6369 Tulsa, OK All questions or comments should be directed to Ms. Hefner at denise.hefner@tulsahousing.org Background The Housing Authority of the City of Tulsa (THA) was formed in 1967 by the City of Tulsa, as authorized by the United States Housing Act of 1937 and subsequent Acts of the State of Oklahoma, including, but not limited to the Oklahoma Housing Authorities Act. The primary purpose of this organization and associated entities is to provide low-income housing assistance. THA is responsible for acquisition of real estate, new construction, development, rehabilitation of existing developments and construction management of its properties. In addition, THA staff coordinates and manages the developments through their completion. THA s primary funding is federal funds from the U.S. Department of Housing and Urban Development (HUD). Attached is a summary of insurance coverage effective June 1, THA will be undertaking Rental Assistance Demonstration (RAD) conversion of large property sites ( Acre Sites) over the course of three (3) to five (5) years beginning in The scope of this engagement encompasses consulting services for preparing and conduction RFP for procurement of coverage for Builders Risk insurance coverage for the conversions and support and resource services as a consultant to THA during the conversions. THA Preservation of Rights THA reserves the right to reject any or all proposals, to waive any informality in the RFP process, or to terminate the RFP process at any time, if deemed by THA to be in its best interests. THA reserves the right not to award a contract pursuant to this RFP. 3

4 THA reserves the right to terminate a contract awarded pursuant to this RFP, at any time for its convenience upon 10 days written notice to the successful proposer(s). THA reserves the right to determine the days, hours and locations that the successful proposer(s) shall provide the services called for in this RFP. THA reserves the right to retain all proposals submitted and not permit withdrawal for a period of 60 days subsequent to the deadline for receiving proposals without the written consent of THA Contracting Officer (CO). THA reserves the right to negotiate the fees proposed by the proposer entity. THA reserves the right to reject and not consider any proposal that does not meet the requirements of this RFP, including but not necessarily limited to incomplete proposals and/or proposals offering alternate or non-requested services. THA shall have no obligation to compensate any proposer for any costs incurred in responding to this RFP. There is no exclusive right to receive THA s business as a result of a response to this RFP.vvTHA reserves the right to enter into more than one contract process to respondents of this RFP if THA so chooses. THA shall reserve the right to at any time during the RFP or contract process to prohibit any further participation by a proposer or reject any proposal submitted that does not conform to any of the requirements detailed herein. Scope of Services & Statement of Work The selected Broker will be expected to: Assign experienced staff immediately upon selection and contract execution. For policies placed through HAI Group coverage, to serve as Agent and Consultant for preparation of renewal applications, policy administration and support services, HAI Group (Risk Retention Group). For other policies placed outside HAI Group, serve as Broker for obtaining and servicing competitive placements for coverage. As Broker and Consultant, to advise THA of other risks or exposures not currently protected under the insurance program currently in place. For placements, make recommendations regarding the appropriate types of insurance, the levels of coverage necessary to protect THA from reasonable risks, the levels of deductible for each policy to provide the best balance of risk limitation and lower premiums. Recommend the most efficient utilization of risk management and risk control services available through carriers or through other third-party entities. Organize, develop, and present THA s insurance coverage requirements to insurance vendors and obtain price quotes from responsible insurers that are appropriately licensed. Provide evaluation of proposed insurance policies and present insurance policy terms, conditions and premiums to THA that best reflect the goals and objectives of THA. THA must follow the Department of Housing and Urban Development s procurement and policy regulations and guidelines as published in HUD Handbook Rev 2. This requirement is met for Commercial Property and Commercial Liability insurance placed through HAI Group. For other lines of coverage not placed through HAI Group, Broker will be required to conduct solicitations for insurance policies and coverage in accordance with these requirements. Broker will be required to provide THA all solicitation documents including: proof of solicitation (including advertisements, etc.), Independent Cost Estimates, Request for Proposals, Proposals, Cost/Price Analysis, etc. Represent THA in any negotiations with insurers or prospective insurers and other parties regarding insurance matters. Become familiar with Risk Management and Risk Control services available from insurance carriers and advise THA how to best utilize the available resources. Acts as a liaison and advocate for THA with underwriters and claims staff of insurance companies, including Builders Risk associated with RAD conversions. 4

5 Answer coverage and program questions from THA and/or its consultants or contractors in a timely manner. Be responsible for notifying THA of invoicing of premiums for all outstanding policies to assure that no policy lapses inadvertently. Assess insurance company stability, solvency and service records. Meet with THA at least annually or as requested to audit/review existing THA insurance policies to determine adequacy of coverage/value of insurable and limits, appropriate deductible levels, overlap or gaps in coverage, restrictions in coverage, and notify THA of any new developments in the industry or markets that affect THA. Upon request, provide timely, verbal or written interpretation of coverage. Provide such other services related to the insurance coverage as THA may reasonably request. Comply with applicable HUD policy, THA policies, state, local, and federal laws; and THA desires to select a firm that will only receive compensation for these services provided through the proposed fee structure. Proposer may not receive commissions, other fees, kickbacks, etc. in any form for the services provided under this Request for Proposal. Proposer may be directed to annually execute a certification attesting that the only compensation received for services under this agreement were from the fees allowed in the awarded contract and that no additional fees, commissions, etc. were or will be received. Submission Requirements To be considered, three (3) printed copies of your proposal must be received by or before, 2:00 p.m. CST on October 22, All proposals must be sealed and submitted directly to the following address: Attn: Ms. Denise Hefner Senior Manager Construction Services Housing Authority of the City of Tulsa 415 East Independence PO Box 6369 Tulsa, OK Proposal must be clearly marked PROPOSAL FOR BROKER SERVICES. the deadline will be returned to the respective providers unopened. Proposals received after Inquiries should be directed to Denise Hefner, Project Manager at denise.hefner@tulsahousing.org PROPOSAL FORMAT: Tabbed Proposal Submittal: THA intends to retain the successful proposer pursuant to a Best Value basis, not a Low Proposal basis. Therefore, so that THA can properly evaluate the offers received, all proposals submitted in response to this RFP must be formatted in accordance with the sequence noted following. Each category must be separated by numbered index dividers (which number extends so that each tab can be located without opening the proposal) and labeled with the corresponding tab reference also noted below. None of the proposed services may conflict with any requirement THA has published herein or has issued by addendum. Tab No. Description 1 Form of Proposal: This Form is attached hereto as Attachment A to this RFP document. This 1-page Form must be fully completed, 5

6 executed where provided thereon and submitted under this tab as a part of the proposal submittal. 2 Form HUD-5369-C (8/93), Certifications and Representations of Offerors, Non-Construction Contract: This Form is attached hereto as Attachment B to this RFP document. This 2-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the proposal submittal. 3 Profile of Firm Form: The Profile of Firm Form is attached hereto as Attachment C to this RFP document. This 2-page Form must be fully completed, executed and submitted under this tab as a part of the proposal submittal. 4 Proposed Services: The Proposer should detail services proposed. This section should include no information regarding proposed fee structure, etc. 4.1 Proposed Fees: Under this separate tab, Proposer should detail proposed fees for services listed in Tab #4. This should include any escalation of fees for original term of contract as well as subsequent renewals. 5 Managerial Capacity/Financial Viability: The proposer entity must submit under this tab a concise description of its managerial and financial capacity to deliver the proposed services, including brief professional resumes for the persons identified within areas (5) and (6) of Attachment C, Profile of Firm Form. Such information shall include the proposer's qualifications to provide the services; a description of the background and current organization of the firm; and a summary of the Broker s State of Condition. 6 Client Information: The proposer shall submit a listing of former or current clients, including the Public Housing Authorities, for whom the proposer has performed similar or like services to those being proposed herein. The listing shall, at a minimum, include: The client s name; The client s contact name; The client s telephone number; A brief description and scope of the service(s) and the dates the services were provided; 7 Equal Employment Opportunity: The proposer must submit under this tab a copy of its Equal Opportunity Employment Policy. 8 Subcontractor/Joint Venture Information (Optional Item): The proposer shall identify hereunder whether or not he/she intends to use any subcontractors for this job, if awarded, and/or if the proposal is a joint venture with another firm. Please remember that all information required from the proposer under the proceeding tabs must also be included for any major subcontractors (10% or more) or from any joint venture. 9 Section 3 Business Preference Documentation (Optional Item): For any proposer claiming a Section 3 Business Preference, he/she shall under this tab include the fully completed and executed Section 3 Business Preference Certification Form attached hereto as Attachment D and any documentation required by that form. 10 Other Information (Optional Item): The proposer may include hereunder any other general information that the proposer believes is appropriate to assist THA in its evaluation. 6

7 If no information is to be placed under any of the above noted tabs (especially the "Optional" tab), please place there under a statement such as "NO INFORMATION IS BEING PLACED UNDER THIS TAB" or "THIS TAB LEFT INTENTIONALLY BLANK." DO NOT eliminate any of the tabs. Proposal Submittal Binding Method: It is preferable and recommended that the proposer bind the proposal submittals in such a manner that THA can, if needed, remove the binding (i.e. comb-type; etc.) or remove the pages from the cover (i.e. 3-ring binder; etc.) to make copies then conveniently return the proposal submittal to its original condition. Quantities: THA does not guarantee any minimum or maximum amount of work as a result of any award ensuing from this RFP, as the ensuing contract will be a Requirements Contract, in that THA shall retain one contractor only and shall retain the right to order from that contractor (successful proposer), on a task order basis, any amount of services or items that THA requires during the ensuing contract period(s). Escalation: Pertaining to the ensuing contract, there shall be no escalation of the proposed unit costs allowed at any time during the awarded contract periods. THA desires to execute a contract for a period of one (1) year with the option to renew up to four (4) additional one (1) year terms. Proposer may respond with escalations for each renewal period if so desired. However, escalations must be clearly defined and included for all items that are intended to be impacted by any such escalation. PROPOSAL EVALUATION: Evaluation Factors: The following factors will be utilized by THA to evaluate each proposal submittal received; award of points for each listed factor will be based upon the documentation that the proposer submits within his/her proposal submittal: NO. MAX POINT FACTOR DESCRIPTION VALUE 1 30 points The PROPOSED COSTS the proposer proposes to charge THA; best value for THA. In order to accumulate all 30 points, the proposal should include a complete breakdown of all applicable fees points The proposer s services offered; includes scope of services, qualifications, experience, resources, etc. In order to accumulate all 35 Points, the proposal should thoroughly address all requested aspects of the RFP points Responsiveness to proposal; Respondents ability to respond thoroughly. In order to accumulate all 20 points, the proposal should include resumes of all staff who will directly participate in work of this contract and a thorough representation of similar work for other agencies points Section 3. In order to accumulate all 15 points a written plan should include efforts to ensure, to the greatest extent feasible, that small and minority-owned businesses and other individuals or firms located in or owned in substantial part by persons residing in the area of THA s project are used when possible. 100 points Total Points 7

8 Evaluation Method: Initial Evaluation for Responsiveness: Each proposal received will first be evaluated for responsiveness (e.g., meets the minimum of the published requirements). THA reserves the right to reject any proposals deemed by THA not minimally responsive (THA will notify such firms in writing of any such rejection). Evaluation Committee: THA anticipates that it will select a minimum of a three-person committee to evaluate each of the responsive hard copy proposals submitted in response to this RFP. PLEASE NOTE: No proposer shall be informed at any time during or after the RFP process as to the identity of any evaluation committee member. If, by chance, a proposer does become aware of the identity of such person(s), he/she SHALL NOT make any attempt to contact or discuss with such person anything related to this RFP Evaluation: The appointed evaluation committee, independent of the CONTRACT OFFICER or any other person at THA, shall evaluate the responsive proposals submitted and award points pertaining to Evaluation Factors. Upon final completion of the proposal evaluation process, the evaluation committee will forward the completed evaluations to the CONTRACT OFFICER. THA may invite the highest ranked Consultant(s) for an interview. THA may then arrange for additional meetings to allow for evaluation and modification of the Proposal, if necessary. Qualified Firms may be given the opportunity to clarify any portion of their Proposal and to submit their best and final offer to THA. At THA s discretion, after conducting a thorough review and cost analysis, the highest-ranking Firm(s) shall be selected. THA reserves the right to reject any or all proposals. Potential "Competitive Range" or Best and Finals Negotiations: THA reserves the right to, as detailed within Section 7.2.N through Section 7.2.R of HUD Procurement Handbook REV 2, conduct a Best and Finals Negotiation, which may include oral interviews, with all firms deemed to be in the competitive range. Any firm deemed not to be in the competitive range shall be notified of such in writing by THA in as timely manner as possible, but in any case within no longer than 10 days after the beginning of such negotiations with the firms deemed to be in the competitive range. Determination of Top-ranked Proposer: If the evaluation was performed to the satisfaction of the Executive Director, the final rankings may be forwarded to the Housing Authority Board of Commissioners (BOC) at a scheduled meeting for approval. Contract negotiations may, at THA's option, be conducted prior to or after the BOC approval, if required. Minimum Evaluation Results: To be considered to receive an award a proposer must receive a total calculated average of at least 70 points. Ties: In the case of a tie in points awarded, the award shall be decided as detailed within Section 6.12.C of HUD Procurement Handbook REV 2, by drawing lots or other random means of selection. Notice of Results of Evaluation: If an award is completed, all proposers will receive by a Notice of Results of Evaluation. Such notice shall inform all proposers of: Which proposer received the award; Where each proposer placed in the process as a result of the evaluation of the proposals received; The cost or financial offers received from each proposer; 8

9 Each proposer s right to a debriefing and to protest. Restrictions: All persons having familial (including in-laws) and/or employment relationships (past or current) with principals and/or employees of a proposer entity will be excluded from participation on THA evaluation committee. Similarly, all persons having ownership interest in and/or contract with a proposer entity will be excluded from participation on THA evaluation committee. CONTRACT AWARD: Contract Award Procedure: If a contract is awarded pursuant to this RFP, the following detailed procedures will be followed: By completing, executing and submitting the Form of Proposal, Attachment A, the proposer is thereby agreeing to abide by all terms and conditions pertaining to this RFP as issued by THA, including the contract clauses already attached as Attachments E and F. Accordingly, THA has no responsibility to conduct after the submittal deadline any negotiations pertaining to the contract clauses already published. Contract Conditions: The following provisions are considered mandatory conditions of any contract award made by THA pursuant to this RFP: Contract Form: THA will not execute a contract on the successful proposer's form--contracts will only be executed on THA form (please see Sample Contract, Attachments E and F), and by submitting a proposal the successful proposer agrees to do so (please note that THA reserves the right to amend this form as THA deems necessary). However, THA will during the RFP process (prior to the submittal deadline) consider any contract clauses that the proposer wishes to include therein and submits in writing a request for THA to do so; but the failure of THA to include such clauses does not give the successful proposer the right to refuse to execute THA's contract form. It is the responsibility of each prospective proposer to notify THA, in writing, prior to submitting a proposal, of any contract clause that he/she is not willing to include in the final executed contract and abide by. THA will consider and respond to such written correspondence, and if the prospective proposer is not willing to abide by THA's response (decision), then that prospective proposer shall be deemed ineligible to submit a proposal. Please note that THA has no legal right or ability to (and will not) at any time negotiate any clauses contained within ANY of the HUD forms included as a part of this RFP. Assignment of Personnel: THA shall retain the right to demand and receive a change in personnel assigned to the work if THA believes that such change is in the best interest of THA and the completion of the contracted work. Unauthorized Sub-Contracting Prohibited: The successful proposer shall not assign any right, nor delegate any duty for the work proposed pursuant to this RFP (including, but not limited to, selling or transferring the contract) without the prior written consent of the CONTRACT OFFICER. Any purported assignment of interest or delegation of duty, without the prior written consent of the CONTRACT OFFICER shall be void and may result in the cancellation of the contract with THA, or may result in the full or partial forfeiture of funds paid to the successful proposer as a result of the proposed contract; either as determined by the CONTRACT OFFICER. Contract Period: THA anticipates that it will initially award a contract for the period of one (1) year with the option, at THA s sole discretion, of four (4) additional one-year option periods, for a maximum total of five (5) years. 9

10 Licensing and Insurance Requirements: Prior to award (but not as a part of the proposal submission) the successful proposer will be required to provide: An original certificate evidencing the proposer s current industrial (worker s compensation) insurance carrier and coverage amount; An original certificate evidencing General Liability coverage, naming THA as an additional insured, together with the appropriate endorsement to said policy reflecting the addition of THA as an additional insured under said policy (minimum of $1,000,000 each occurrence, general aggregate minimum limit of $1,000,000, together with damage to premises and fire damage of $50,000 and medical expenses any one person of $5,000), An original certificate showing the proposer's professional liability and/or "errors and omissions" coverage (minimum of $1,000,000 each occurrence, general aggregate minimum limit of $5,000,000) naming THA as an additional insured, An original certificate showing the proposer's automobile insurance coverage in a combined single limit of $1,000,000 naming THA as additional insured. For every vehicle utilized during the term of this program, when not owned by the entity, each vehicle must have evidence of automobile insurance coverage with limits of no less than $50,000/$100,000 and medical pay of $5,000. If applicable, a copy of the proposer's license issued by the State of Oklahoma licensing authority allowing the proposer to provide the services detailed herein. The requested related information shall also be entered where provided for on the Profile of Firm Form (DO NOT ATTACH SUBMIT COPIES WITHIN THE PROPOSAL SUBMITTAL--we will garner the necessary certificates from the successful proposer prior to contract execution). Payment: The recipient, upon award, shall submit a monthly invoice schedule to outline scheduled expenses. If there are expenses, the award recipient should seek pre-approval for expenses by an authorized THA representative. The recipient agrees to submit a monthly statement enumerating services, which have been completed along with an Invoice for payment for such completed services. Vague summary invoices will not be accepted or deemed reasonable. Invoices shall include a detailed summary of work (outline the tasks, who authorized the tasks, and when) performed for each individual site to include site name, list of work performed, and date of work performed, and hours worked. Payments are to be made to the recipient within thirty (30) days after receipt of invoice by THA. Right to Negotiate Final Fees: THA shall retain the right to negotiate the amount of fees that are paid to the successful proposer, meaning the fees proposed by the top-rated proposer may, at THA's options, be the basis for the beginning of negotiations. Such negotiations shall begin after THA has chosen a toprated proposer. If such negotiations are not, in the opinion of the CONTRACT OFFICER successfully concluded within five (5) business days, THA shall retain the right to end such negotiations and begin negotiations with the next-rated proposer. THA shall also retain the right to negotiate with and make an award to more than one proposer, as long as such negotiation(s) and/or award(s) are addressed in the above manner (i.e. top-rated first, then next-rated following until a successful negotiation is reached). Contract Service Standards: All work performed pursuant to this RFP must conform and comply with all applicable local, state and federal codes, statutes, laws and regulations. 10

11 LIST OF ATTACHMENTS: Attachment A Form of Proposal Attachment B HUD Form 5369-C Certifications and Representations of Offerors and HUD Form A Representations, Certifications and Other Statements of Bidders) Attachment C Profile of Firm Form Attachment D Section 3 Certification Attachment E Declared Earning Allowance for the Past six (6) Months Attachment F Sample Contract Attachment G HUD Form 5370-C General Conditions for Non-Construction Contracts Sec I Attachment H Current Insurance Coverage Attachment I Disclosure of Lobbying Activities Attachment J - IRS Form W-9 What about these documents: Attachment : Attachment : Attachment : HUD Form 5370 C Section I HUD Form 5370 C Section II HUD Form Certification of Payments to Influence Federal Transactions 11