2018 REQUEST FOR PROPOSALS (RFP) FY2018 WRAP Home Water Conservation Issued April 23, 2018

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1 2018 REQUEST FOR PROPOSALS (RFP) FY2018 WRAP Home Water Conservation Issued April 23, 2018 Wayne Metropolitan Community Action Agency (Wayne Metro) is seeking a partnership with organizations that are qualified to provide home water audits and minor home plumbing repairs. This program is made possible through a partnership with the Great Lakes Water Authority. Wayne Metro and partnering agencies in the Community Action Alliance will refer eligible clients that are participating in the Water Residential Assistance Program (WRAP). Interested bidders are encouraged to thoroughly review the RFP information to determine if your organization possesses the necessary human and fiscal capacity, resources, and abilities to meet requirements and deadlines associated with the program. Total funding available for award(s) is approximately $782,000 for period from July 1, 2018 to June 30, Proposals are due by 4:00 PM on May 14, 2018 via to mprice@waynemetro.org. SECTION 1: BACKGROUND Wayne Metro serves as the lead agency for the Community Action Alliance (CAA). The CAA consists of partner Community Action Agencies who provides Water Residential Assistance Program (WRAP) services to the following counties: Genesee, Lapeer, Macomb, Monroe, Oakland, St. Clair, Washtenaw, and Wayne. The Community Action Alliance consist of Wayne Metro, Oakland Livingston Human Service Agency (OLHSA), Macomb Community Action Agency, Genesee County Community Action Resource Department (GCCARD), and Monroe County Opportunity Program (MCOP). WRAP provides qualifying, low-income GLWA customers with help in paying current and past-due water bills, water conservation measures and support services. Visit to learn more about WRAP. Program overview Qualifying WRAP homeowners with water usage exceeding 120% of the average household water consumption are eligible for a Home Water Conservation Audit. If faulty plumbing fixtures are identified as a cause of high water usage during the water audit, the household is eligible for Minor Home Plumbing Repairs based on a work order. The cost to provide both services cannot exceed $1,000 per household. FY2018 RFP - HOME WATER CONSERVATION Page 1 of 8

2 Qualified organizations will provide home water conservation audits and minor home plumbing repairs for WRAP homeowners throughout the eight (8) county service area. As a partner with the Community Action Alliance, the selected organization will receive monthly referrals from each of Alliance member. The volume of referrals by county for the contract term is estimated below. Counties to be Served Estimated Units Detroit 395 Out-Wayne (Not including Detroit 257 Oakland 251 Macomb 130 Washtenaw 13 Genesee 9 Lapeer 3 St. Clair 1 Monroe 2 Total: 1060 The total award and number of units are dependent on funding from the Great Lakes Water Authority (GLWA) allocated for home water conservation. It is estimated that funding will be available to serve 1,060 households during the contract period. SECTION 2: SCOPE OF SERVICES As the designated administer of WRAP, Wayne Metro will provide oversight of program operations and reimbursement of costs not to exceed $1,000 per served household plus an 8% administrative fee. The selected organization will provide monthly reports documenting clients served per each county, itemized cost per client, invoices associated with minor plumbing repairs for each household, fiscal tracking per county, and other documentation deemed necessary for compliance. Organizations can apply to complete either of the project component described below, or both. All participating clients will receive a Home Water Conservation Audit. It is estimated that 60% will qualify for Minor Plumbing Repairs. Home Water Conservation Audits: Contractor will accept referral from CAA and schedule audit with homeowner. Client education including a tutorial on how to read water bill and importance of reducing water usage. (handouts recommended) Toilet operation assessment Explaining and Installing water aerators on sinks and showers Assessment of existing plumbing lines and fixtures to identify leaks. If Minor Plumbing Repair needed, preparation of a work order with cost estimates and prioritization of repairs. FY2018 RFP - HOME WATER CONSERVATION Page 2 of 8

3 Bidders are encouraged to propose specific innovation measures that support the program objective within their work plan. Minor Plumbing Repairs Complete repairs as prioritized in work order. Typical repairs include: replacing corroded supply pipes, repairing or replacing dripping faucets, diverters, values, and replacing older highflow toilets (outside of Detroit). Prepare invoice based on actual labor and material costs. The organization may elect to use subcontractors to complete services. The organization is fully responsible for subcontractor oversight to meet performance expectations and is responsible for paying all subcontractors. SECTION 3: CRITICAL DATES April 23, 2018 May 8, 2018 May 9, 2018 May 14, 2018 Release of RFP Informational Meeting 9:00 AM 10:00 AM 138 Cortland, Highland Park, MI Deadline to submit questions associated with RFP via to Mary Price at and responses will be posted on the website on May 10, by 5:00 pm. final proposal + all related documentation by 4:00 PM Subject: Home Water Conservation Proposal to Mary Price at mprice@waynemetro.org SECTION 4: MINIMUM QUALIFICATIONS Proposals will only be accepted from those organizations demonstrating the qualifications, capacity, experience, ethical standards and reliability to assure good faith performance. This requirement includes the proof of equipment, personnel, expertise, and ethical standards existing at time of submission. 1. Corporate Status: Both non-profit and for profit organizations are eligible to submit proposals. Non-profits must include 501(c)3 tax exempt status form. 2. Evidence of Financial Stability: The organization shall be financially stable and have the financial wherewithal to carry out the requirements of this solicitation. All respondents shall include their most recent corporate tax returns (or IRS 990 for non-profits) and a most recent financial statement provided by their accountant or a letter from their accountant stating evidence of financial stability. FY2018 RFP - HOME WATER CONSERVATION Page 3 of 8

4 3. Licenses & Certificates: Organizations applying for the Minor Plumbing Repair component must be licensed by the State of Michigan Builders License. Master plumber designation is preferred but not required. 4. Evidence of Insurance: The Contractor must have Commercial General Liability with limits not less than $2,000,000; Workers Compensation and Employers Liability coverage with limits not less than $500,000 for all employees/owners; Automobile Liability with limits not less than $1,000,000 per occurrence; and, Professional Liability with limits not less than $1,000,000. A certificate of insurance must be included with submission of qualifications. If selected, Wayne Metropolitan Community Action Agency and the Great Lakes Water Authority must be named as additionally insured. 5. Certificate of Good Standing (Corporation) or Certificate of Existence (LLC): The Contractor shall provide a Certificate of Good Standing (Corporation) or Certificate of Existence (Limited Liability Company) issued by the Michigan Department of Licensing and Regulatory Affairs Corporations, Securities & Commercial Licensing Bureau or Articles of Organization (If Respondent is a joint venture, a Certificate of Good Standing or Certificate of Existence, as applicable, must be submitted for each entity comprising the joint venture.) Bidder shall also provide Articles of Organization, and a complete list of Board Members and/or officers of the company. 6. Experience: Contractors must have a minimum of two (2) years of proven experience providing applicable water conservation and / or plumbing repair services. 7. Debarment and Suspension: The Respondent must not have been suspended or debarred by any federal, state or local government agency, and must certify as to that fact. 8. Conflict of Interest Statement & Supporting Documentation: The Contractor shall disclose any professional or personal financial interests that may be a conflict of interest in representing Wayne Metro. SECTION 5: SELECTION CRITERIA Following receipt of the bidder s qualifications, the selection committee will evaluate each response. All Proposals that meet the minimum requirements of the Request for Proposals will be evaluated. Any Proposals determined to be non-responsive to the specifications or other requirements, including instructions governing submission and format, will be disqualified unless Wayne Metro determines, in its sole discretion, that non-compliance is not substantial or that an alternative proposed by the Bidder is acceptable. Wayne Metro reserves the right to request clarification of Proposals submitted. If this is necessary, it will be done in writing with request for a written response by the Bidder within a specified period of time. Proposals received will be evaluated based upon the Bidder s ability to: Meet the minimum qualifications specified in the Request of Proposals. Quality and comprehensiveness of Home Water Conservation work plan. FY2018 RFP - HOME WATER CONSERVATION Page 4 of 8

5 The bidder s demonstration of its organization s capacity, including staff resources to provide the requested services as evidenced by the submission of a statement of qualifications. Past performance of the organization specific to the scope of work and requirements. The bidder s demonstration of relevant experience in performing and successfully completing similar work. Ability to meet production goals and timelines and availability to complete work in the assigned timeframes. Reasonableness and competiveness of proposed cost structure. Bidders will be notified in writing of the selection committee s decision. SECTION 6: SUBMISSION REQUIREMENTS AND INSTRUCTIONS Bidders responding to this Request for Proposal must complete and submit all required forms, documents or additional information requested. Proposals will only be accepted via to mprice@waynemetro.org. Subject line must include WRAP Water Conservation Proposal. The proposal must be received by 4 pm on May 14, Proposal Cover Sheet and Submission Form must be signed by an officer or representative of the company who is authorized to bind the company to an agreement obligation. The signature represents commitment on the part of the organization to provide such goods and services offered to Wayne Metro should it be determined that the organization meets all qualifications. All proposals must be submitted on the forms provided, properly executed and with all items filled out in type. Each submission shall provide a concise detailed response to all questions stated in the RFP and attached documents. The bidder accepts all terms and conditions specified herein, as well as all Wayne Metro, city, state and federal regulations and requirements pertaining to the operation of the solicited services. Wayne Metro reserves the right to introduce additional terms and/or conditions as necessary. All costs incurred in the preparation and presentation of the RFP shall be wholly absorbed by the bidder. All documents submitted will become the property of Wayne Metro. General Contract Information Awards: Wayne Metro will make awards based on the availability of funds, and organization(s) meeting all requirements for Home Water Conservation Program. Term of Contract: July 1, 2018 to June 30, 2019 whereas outcomes must be achieved and funding incurred by the end of the contract. FY2018 RFP - HOME WATER CONSERVATION Page 5 of 8

6 Wayne Metro s Right Not to Award: Wayne Metro reserves the right to reject all proposals, reject portions of any proposal, or accept the proposal deemed most advantageous to Program objectives. Cancellation: Should the organization fail to meet the requirements of the contract, Wayne Metro may cancel the contract with a thirty (30) day notice. Acknowledgement: All publications, including reports, films, brochures and any project/activity materials developed with funding associated with the contract must contain the logo of Wayne Metro Community Action Agency. Monitoring: Contractor shall permit Wayne Metro to carry out monitoring and evaluation activities, and cooperate fully with any reviews and audits by Wayne Metro, and the Great Lakes Water Authority; whereas, the provision will be detailed in an agreement surviving the expiration or termination of a contract agreement. FY2018 RFP - HOME WATER CONSERVATION Page 6 of 8

7 Name of Bidder REQUEST FOR PROPOSAL COVER SHEET Other Names under which applicant is doing business as Type of Organization Employer Identification Number Corporation Sole Proprietor Partnership 501(c)3 Nonprofit DUNS Number Business Address with City and Zip Code Organization Website Address Company Telephone Principal of Organization + Title Phone Primary Contact Person YES NO Principal of Organization + Title Phone Primary Contact Person YES NO Proposal Submission For Proposal Submission For Proposal Submission For Home Water Audits, or Minor Plumbing Repairs, or BOTH Fixed amount per home: $ Maximum amount per home: $ Total amount per home: $ Number of Properties Bidder can Complete Weekly: Home Water Audits: Minor Home Repairs: Serving following counties (check all that apply) Genesee County Monroe County Washtenaw County Lapeer County Oakland County Wayne County Macomb County St. Clair County Authorized Signature: Date: Print Name: Title: FY2018 RFP - HOME WATER CONSERVATION Page 7 of 8

8 RFP Documents Required for Submission Bidder/Organization Name: The following documents must be submitted in this order. I understand that failure to submit complete information or documents found to be unacceptable will result in disqualifying my organization. No additional review for experience or other factors will be considered. The following attachments comprise my response. 1. RFP Cover Sheet. 2. Home Water Conservation Work Plan: including detailed description of the services to be performed and work approaches that will be taken. Bidder may prepare work plan in a form and format of their choosing. 3. Statement of Qualifications: including proof of meeting minimum qualifications and capacity. (1 page maximum). 4. Proof of Past Performance: including examples of services that address the scope of work and requirements. (1 Page Maximum) 5. List of subcontractors: including subcontract qualifications that will be used to perform activities identified in the scope of work (include a copy of insurance certificates for each subcontractor). 6. Key employee list: including names, and job titles. Include copies of all applicable certifications and or licenses. 7. Evidence of Financial Stability: including most recent corporate tax returns and a most recent financial statement provided by your accountant or a letter from the accountant stating evidence of financial stability. 8. Certificate of Good Standing: (Corporation) or Certificate of Existence (Limited Liability Company) issued by the Michigan Secretary of State (If Respondent is a joint venture, a Certificate of Good Standing or Certificate of Existence, as applicable, must be submitted for each entity comprising the joint venture.) Bidder shall also provide Articles of Organization, and a complete list of Board Members and/or officers of the organization. 9. Evidence of Insurance: Commercial General Liability with limits not less than $2,000,000; Workers Compensation and Employers Liability with limits not less than $500,000; and, Automobile Liability with limits not less than $1,000,000 per occurrence and Professional Liability with limits not less than $1,000, Two (2) letters of reference from customers for which projects of similar scope and size have been performed. Include date of project, contact person and phone number, and brief description of project. 11. Conflict of Interest Statement: The Organization shall disclose any professional or personal financial interests that may be a conflict of interest in representing Wayne Metro. By signing this RFP document submission form, I certify that I am legally permitted to represent the company in contracting, fully understand and agree to abide by the terms of the RFQ, and certify that I have not been debarred or suspended, or have otherwise been excluded from or deemed ineligible for participation in state or federal assistance programs. I also certify that the firm has the financial capacity to manage and perform the work described in the RFP. I verify that the answers provided in this application are accurate to the best of my knowledge and hereby authorize Wayne Metro to verify all information provided in this application. I have not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free, competitive bidding in the preparation and submission of this RFP. Signature of Authorized Representative Date Printed Name FY2018 RFP - HOME WATER CONSERVATION Page 8 of 8