REQUEST FOR QUOTE Housing Choice Voucher Technical Assistance

Transcription

1 REQUEST FOR QUOTE Housing Choice Voucher Technical Assistance 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 Housing Choice Voucher Program Technical Assistance services. The Housing Authority of the City of Daytona Beach, Florida (DBHA) is hereby requesting the submission of written quotes for pricing from qualified and experienced firms or individuals to provide short-term technical assistance to the Housing Choice Voucher Program (HCV). The request for technical assistance consists of three phases: (1.) Staff Training-Technical Assistance for file management (2.) Completion of recertifications (3.) Conduct 100 % file audits and corrections of errors in tenant files and PIC. The scope of work for this project is three phases and requires utilizing HUD required Protocol. The phases may be conducted simultaneously and in no particular order. Contractors shall furnish all labor, materials and equipment necessary to provide technical assistance to DBHA where and when directed and as specified herein. SCOPE OF WORK PHASES: I. STAFF TRAINING Overview and training of new staff that covers the basics of the Housing Choice Voucher Program file management and maintenance regarding the file audits to ensure, that going forward staff are trained to reduce errors through consistent work practices. Training will be completed on-site at HACDB Offices; and dates and times to be coordinated with HACDB. Training should include: Overview of HUD rules, regulations, and policies governing the Housing Choice Voucher program. PIC File Maintenance/Management II. RECERTIFICATIONS Assist DBHA staff in successfully completing approximately 400 annual recertifications/ interims and achieve 95% submission in HUD s PIC system. Recertifications will be completed utilizing HACDB standards to ensure accurate and timely completion and submissions using Scotts Accounting Software, and HUD on-line systems. Page 1

2 III. FILE AUDITS Conduct 100 percent file audit review of the HCV Program Tenant Files 1,255 to a maximum of 1337 files. 1. Determine whether the documentation in the file supports the rent on the PIC and determine whether or not the income/rent calculations are correct. 2. Determine if staff is following the HUD rules and regulations in obtaining third party verification, using the EIV system or other methods as described in the Housing Authority's current Admin Plan. 3. Identify file errors and corrective action pursuant to each staff person 4. Identification of file errors and classification of errors as systemic or administrative in accordance with RIM standards. 5. Assess quality control procedures that are currently in place and make recommendations. 6. Provide input on quality control procedures that are currently in place and provide suggested improvements. IV. REPORTS Contractor (s) should provide comprehensive 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 may submit a price quotation for a single component, all-inclusive or a combination of the phases at a cost per unit or in whole. In addition, identify any other costs 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. Interested firms should submit one (1) original of their Price Quotation; which addresses the requirements described in the Scope of Work section to the HACDB addressed as indicated below. Fax and QUOTES are not acceptable. QUOTES 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 turnere@dbhafl.org ext. 302 Page 2

3 PART I - GENERAL INFORMATION REQUEST FOR QUOTES HCV TECHNICAL ASSISTANCE 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 technical assistance services for the HACDB Housing Choice Voucher 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 the requirements detailed herein. By accessing the Web page (hereinafter, the noted Web page ) and by downloading this document, each prospective proposer is thereby Page 3

4 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. Per Fee Cost Year 1 Recertifications/Interims 400 $ HCV Tenant File Audits & Corrections $ HCV Program Training 5 Employees $ Total $ Proposed Fees: Contractors may submit a price quotation for a single component, all-inclusive or combination of the phases at a cost per unit or in whole. In addition, 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 Page 4

5 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. Any costs for approved travel required by the proposer will be reimbursed at reasonable cost, as pre-approved by the HACDB. 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. 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 5

6 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 6

7 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 7