Housing Authority of the City of Decatur REQUEST FOR PROPOSALS (RFP) NO. GA PLUMBING SERVICES

Transcription

1 Housing Authority of the City of Decatur REQUEST FOR PROPOSALS (RFP) NO. GA PLUMBING SERVICES

2 RFP Document TABLE OF CONTENTS 1.0 INTRODUCTION RFP INFORMATION AT A GLANCE THE AGENCY S RESERVATION OF RIGHTS Right to Reject, Waive, or Terminate the RFP Right to Not Award Right to Terminate Right to Determine Time and Location Right to Retain Proposals Right to Negotiate Right to Reject Any Proposal No Obligation to Compensate Right to Prohibit TECHNICAL SPECIFICATIONS Project Description Project Narrative SCOPE OF WORK Scope of Work PROPOSAL FORMAT Tabbed Proposal Submittal Proposal Submittal Binding Method Fees Proposal Submission Contact with the Agency Equal Employment Opportunity and Supplier Diversity PROPOSAL EVALUATION Evaluation Factors Preference Evaluation Factor Evaluation Method CONTRACT AWARD Agreement to Abide by Terms and Conditions Contract Conditions Contract Period Insurance Requirements i

3 8.5. Right to Negotiate Final Fees Contract Service Standards ii

4 1.0 INTRODUCTION The Housing Authority of the City of Decatur, GA (hereinafter, DHA or the Agency ) was established in 1938, under the laws of the State of Georgia. The Agency is a quasi-governmental agency, separate and distinct from the general city or county government. The primary role of DHA is building and managing quality affordable housing for low to moderate income families. Over the years, DHA has expanded its focus to include the revitalization of the Decatur community as a whole through the renewal and redevelopment of substandard housing, as well as improving facilities in the downtown area. DHA operates several programs to assist low to moderate income families with quality affordable housing alternatives. Public Housing - Families pay 30% of adjusted income towards rent and utilities in DHA s apartments located in Decatur in DHA s 289 units of Public Housing Section 8 Substantial Rehabilitation Families pay 30% of adjusted income for rent and utilities in 111 units in Decatur. Section 8 Housing Choice Vouchers (HCV) Families pay 30% of adjusted income for rent and utilities in private rental housing located in the metro area. Section 8 HCV 868 and 280 portables. Workforce Housing DHA, and it s related non-profit, develops, owns and operates a number of apartments. In most cases, a percentage of units are reserved for low to moderate income residents while other units are available at market rate. Owned Workforce Housing 75 units Homeownership DHA has developed and rehabilitated numerous homeownership and con-dominium units since Ownership units DHA has a professional management and maintenance team and administers an annual budget in excess of $6 million, which includes capital outlays for comprehensive improvements. Funding sources include the U.S. Department of Housing and Urban Development (HUD), rental income, and limited other income. As one of the largest providers of affordable housing in Decatur, DHA has extensive experience in the management and development of residential rental property. In keeping with its mandate to provide efficient and effective services, DHA is now soliciting proposals from qualified, licensed, and insured entities to provide the above noted services to DHA. All proposals submitted in response to this solicitation must conform to all of the requirements and specifications outlined within this document and any designated attachments in its entirety. 1

5 2.0 RFP INFORMATION AT A GLANCE Table 1 CONTACT PERSON HOW TO OBTAIN THE RFP DOCUMENTS ON THE APPLICABLE INTERNET SITE Pre Conference Meeting DEADLINE TO SUBMIT QUESTIONS HOW TO FULLY RESPOND TO THIS RFQ BY SUBMITTING A PROPOSAL SUBMITTAL PROPOSAL SUBMITAL RETURN & DEADLINE Lawton Jones, Technical Services Director Decatur Housing Authority 750 Commerce Drive, Suite 110, Decatur, GA Telephone (404) TDD/TYY (800) Access DHA s Website at Click on the applicable RFP or RFQ. Follow the listed directions. Be sure to download all applicable forms and documents If you have any problems in accessing or registering on the system, call for customer assistance at (404) There will be a Pre-Conference Meeting held at the Oliver House located at 1450 Commerce Drive Decatur GA on Wednesday May 13, 2015 at 2:00 pm. May 15, 2015 at 5 pm EST. Answers will be posted on DHA Website no later than May 18, 2015 at 5:00 pm. As instructed within Section 5.0 of the RFP document, submit one original and four copies of your "hard copy" proposal to the Agency Central Office. Be sure that all documents are executed as required. Be sure that all required forms and exhibits have been included. May 22, 2015 by 5:00 pm EST. To: Housing Authority of the City of Decatur Attention: Fredia Spence, Contract Administrator 750 Commerce Drive, Suite 110 Decatur, Georgia * (The "hard copy" proposal must be received in-hand and time-stamped by the Agency by no later than 5p.m. EST on Friday May 22, 2015). DHA EVALUATION PROCESS 5/1/15 through 5/5/15 POTENTIAL INTERVIEWS 5/6/15 through 5/8/15 ANTICIPATED APPROVAL BY THE AGENCY 7/1/15 2

6 BOARD OF COMMISSIONERS Decatur Housing Authority 750 Commerce Drive, Suite 110, Decatur, GA THE AGENCY S RESERVATION OF RIGHTS The Agency reserves the right to: 3.1. Right to Reject, Waive, or Terminate the RFP Reject any or all proposals, to waive any informality in the RFP process, or to terminate the RFQ process at any time, if deemed by the Agency to be in its best interests Right to Not Award Not award a contract pursuant to this RFP Right to Terminate Terminate a contract awarded pursuant to this RFP, at any time for its convenience upon 10 days written notice to the successful proposer(s) Right to Determine Time and Location Determine the days, hours and locations that the successful proposer(s) shall provide the services called for in this RFP Right to Retain Proposals 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 CO Right to Negotiate Negotiate a fee structure with the selected firm Right to Reject Any Proposal 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 No Obligation to Compensate Have no obligation to compensate any proposer for any costs incurred in responding to this RFP Right to Prohibit 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. By downloading electronic RFP or RFQ, 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 CO in writing within five (5) days of the discovery of any item listed herein or of any item that is issued thereafter by the Agency that he/she feels needs to be addressed. Failure to abide by this timeframe 3

7 shall relieve the Agency, but not the prospective proposer, of any responsibility pertaining to such issue. 4.0 TECHNICAL SPECIFICATIONS 4.1. Project Description The City of Decatur Housing Authority (DHA) is seeking statements of proposals from qualified contractors for services to provide Plumbing Services for the following properties. Oliver House (Allen Wilson II) Address: 1450 Commerce Drive, Decatur, GA Number of Units: 80 units on four floors. Common Facilities include : Community Room, 3 meeting rooms, one laundry room, a fitness and 3 activity rooms located within the building Management Offices and Common Facilities include bathrooms, break rooms, and general offices all within the building. Built: 2012 Spring Point Apartments / Olympic Place Address: 1301 Oakview Road, Decatur, GA Number of Units: 65 apartments/ 13 buildings with Management Office Olympic Place Units: 7 apartments Common Facility include: Laundry Room Spring Point had major rehabilitation in 1993 Allen Wilson I Address: 1480 Commerce Drive, Decatur, GA Number of Units: 40 Apartments / 2 Buildings Common areas include: Built: 2010 Gateway Manor Address: 421 W. Trinity Place, Decatur, GA Number of Units: 24 Apartments / 3 Buildings / No Common Facility Built: Approximately will add new units (additional) Oakview Apartments Address: 1111 Oakview Road, Decatur, GA

8 Number of Units: 24 Apartments / 1 Building / No Common Facility Built: Approximately 1960 Allen Wilson III - New Apartments to be completed December 2013 Address: 150 electric Ave, Decatur, GA Number of Units: 71 Apartments / 8 buildings Common areas include: Laundry Room and Playground Built: Completion date: December 2013 Swanton Heights Apartments Address: 481 Electric Ave, Decatur, GA Number of Units: 98 Apartments / 13 Buildings Common Facilities include : Community Resource Center and Playground Built: 1969 Trinity Walk Opening in Project Narrative The Agency seeks to contract a plumbing company to perform on a as needed basis, plumbing repairs or installations as it pertains to emergency plumbing and nonemergency plumbing repairs and installations. 5.0 SCOPE OF WORK The Agency is seeking proposals from qualified professionals, and insured entities to provide the following detailed services listed herein: 5.1. Scope of Work Make plumbing related repairs as needed to but not limited to, repairing and replacing interior plumbing fixtures such as: toilets, sinks, bathtubs, drain systems (inside and outside) and water lines (inside and outside); hot water heaters, testing backflow devices, leak detection, etc. Call-Back Response: The contractor shall, if directed by the designated HA representative, respond to the site within 4 hours of being notified that corrections to the performed work is needed for correct operation. 5

9 Service, Material and Equipment Responsibilities: The contractor shall be required to provide all permits; licensing; insurance; knowledge; workers (18 years or older!); labor; supervision; vehicles; equipment; machinery; tools and cleaning supplies needed. Contractor Responsibilities: Work Standards: It is the responsibility of each Contractor to ensure that each worker provided by the Contractor shall be fully trained and qualified to provide any assigned work. Accordingly, all work provided shall be guaranteed by the Contractor to be performed in a workmanlike manner and in accordance with all applicable laws, codes, and/or regulations, including, but not limited to: Uniform Building Code (UBC); Uniform Plumbing Code (UPC); Uniform Mechanical Code (UMC). Safety Standards: It is the responsibility of each Contractor to ensure that each worker knows and abides by safety precautions in the use of tools and equipment in providing these services. The Contractor shall, upon request from the Agency, provide the Agency with a copy of its safety policy. Labor Rates All-inclusive: Unless otherwise provided for herein, the labor fees quote shall be all-inclusive of all other items, services and costs that the Contractor needs to complete the work, including but not limited to: tools; equipment; insurance; licensing; employee costs, including benefits; etc. Permits: If required, the Contractor shall obtain all required permits pertaining to any assigned work (NOTE: The DHA will reimburse the Contractor for the government-mandated fees pertaining to such permits, but not for additional labor, profit, or overhead for obtaining such). 6

10 Debris: Clean work areas daily, at the end of the work day, of all work-generated debris. NOTE: Unless pre-approved by the DHA, such debris shall not be placed in the DHAs dumpsters but shall be removed from the work site by the Contractor. Warranty/Guarantee: All work provided by any Contractor pursuant to any contract that ensues from this IFB shall be warranted or guaranteed by that Contractor for a period of time of not less than 180 days. The Contractor will provide all labor for warranty work for the length of the manufacturers warrant on a new system that the Contractor installs. Typical Definition Pertaining to Emergencies: There are instances when it is not reasonable to wait for the needed services to be completed, when service is required from a Contractor immediately, meaning a Contractor is needed to drive to the site quickly. Such cases may include things such as a backed up sewer line or a broken water line. If contractor is not available to respond to any emergency in a reasonable time frame, the housing authority may contact another vendor to provide the needed repair services.. Potential Escalation of Labor Rates: At the discretion of the CO, at the end of the first one-year contract period(and at the end of any ensuing extended contract period), there may be an escalation of labor costs allowed in the same amount of any escalation that occurs pertaining to the corresponding or most similar State of Georgia Prevailing Wage Rates ("most similar," as determined by and at the sole discretion of the Agency). For example, if, at the end of the first contract period the listed prevailing wage rates increase 5% as compared with the listed rates on the date of contract execution, then the Contractor will, at the CO s discretion, be entitled to a 5% increase in the labor rates that he/she submitted in response to this RFP. Similarly, for ensuing years, the end-date of the previous contract period shall be the base-line date to determine the previous listed wage rate. Notification Must be Received From the Contractor: The Contractor must notify the CO, in writing, of such desired escalation at least 60 days prior to the end of the noted contract period(s).such escalations may occur no more than once in any 12-month period without 7

11 the express written consent of the CO. Overtime: Pursuant to the Contract Work Hours and Safety Standards Act, overtime shall be not less than time and one half for hours worked in excess of 40 hours per week. DHA shall consider regular time to be Monday- Friday (excluding holidays), 8:30 AM 5:30 PM (the DHA normal work hours are Monday-Friday, 8:30 AM to 5:30 PM). Accordingly, the Agency will pay a rate of 1.5 of the listed hourly rates herein for any work the Agency requires the successful Contractor to work specifically during nonregular-time hours; however: HUD Maintenance Wage Rates Determination (MWRD): Please see Attached HUD Form attached hereto.hud has determined that, for non-construction maintenance work (work not covered by Davis-Bacon requirements, which is construction-related only), the Agency must ensure that Contractors do not pay its employees that perform such work for the Agency at a rate less than the rates listed on the HUD MWRD. Therefore, by submitting a quote, each Contractor is thereby agreeing to and verifying that he/she will not pay his/her employees at rates less than detailed within HUD Form 52158, attached hereto. Please note that, as detailed within Section of HUD Procurement Handbook REV 2(most specifically within Section E therein), the Contractor may not be required to submit certified payrolls; however, the Contractor must Make its payroll records available to either the Agency or HUD on request, And failure on the part of the Contractor to comply with this requirement will be the sole responsibility of the Contractor, including any ensuing penalties, court costs, or wages due to employees as a result of the Contractor s failure to comply. 6.0 PROPOSAL FORMAT 6.1. Tabbed Proposal Submittal The Agency intends to retain the successful proposer pursuant to a Best Value basis, not a Low Proposal basis ( Best Value, in that the Agency will consider factors other than just cost in making the award decision). So that the Agency 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 each tab numbered sequentially as 8

12 shown below. None of the proposed services may conflict with any requirement the Agency has published herein or has issued by addendum Tab 1 - Form of Proposal Attachment A This form is attached hereto as Attachment A to this RFP document. This one page form must be fully completed, executed where provided thereon and submitted under this tab as a part of the proposal submittal Tab 2 HUD 5369 C - Attachment B Tab 3 - Profile of Firm Attachment C The Profile of Firm is a two-page form attached hereto as Attachment C to this RFQ document. This form must be fully completed, executed, and submitted under this tab as a part of the proposal submittal Tab 4 Hud-5369-B - Attachment E Tab 5 Qualifications, Methodology and Approach The proposer shall, at a minimum, clearly detail within the information submitted under this tab documentation showing: a) Evidence of the proposer s ability to perform the work as detailed in Section 7.1, Evaluation Factor No. 1, herein, b) Evidence of the proposer s capability to provide professional services in a timely manner as detailed in Section 7.1, Evaluation Factor No. 2, herein Tab 6 - Professional Licenses Evidence that the proposer is licensed in the state that the proposer is located; or, if appropriate, evidence of the proposers required reciprocal agreement Tab7 - 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 to work on this project. Such information shall include the proposer s qualifications to provide the services; a description of the background and current organization of the firm Tab 8 Client Information - References The proposer shall submit a listing not less than three former or current clients, including any other Public Housing Authority, for whom the proposer has performed similar or like services to those being proposed herein. The listing shall, at a minimum, include: 9

13 The client s name; The client s contact name; The client s address; The client s telephone number; A brief narrative description and scope of the service(s) and the dates the services were provided, including a brief narrative description of those specific services including scope; size; cost; principal elements and special features Tab 9 - Equal Employment Opportunity/Supplier Diversity. The proposer must submit under this tab a copy of its Equal Opportunity Employment Policy and a complete description of the positive steps it will take to ensure compliance, to the greatest extent feasible, with the regulations pertaining to supplier diversity (e.g. small, minority-, and women-owned businesses). If no hires, suppliers, or vendors are contemplated, the proposer should so state Tab 10 E-Verify Attachment I-1 The proposer must submit an executed copy of the E-Verify Certification form included in this RFP as Attachment I Tab 11 - Section 3 Business Preference Documentation Attachment D 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. If no hires, suppliers, or vendors are contemplated, the proposer should so state Tab 12 BID FORM Attachment P The proposer must include the pricing schedule for all properties to be considered Tab 13 - Other Information (Optional Item) Tab 14 HUD 5370 C Tab numbering must be sequential and match the order above. If no information is to be placed under any of the above noted tabs (especially the "Optional" tabs), place 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 the Agency can, if needed, remove the binding or remove the pages 10

14 from the cover (i.e. 3-ring binder; etc.) to make copies, and then conveniently return the proposal submittal to its original condition Fees No fees shall be discussed or proposed, either verbally or in writing, during the RFQ competitive solicitation process. The Agency will, as detailed within Sections and 8.5 herein, negotiate such fees with the top-rated proposer. The Agency does not guarantee any minimum or maximum amount of work as a result of any award ensuing from this RFP, but will reserve the right to award any amount of work on an as-needed basis Proposal Submission All proposals must be submitted and time-stamped received in the designated Agency office by no later than the submittal deadline stated herein (or within any ensuing addendum). A total of 1 original signature copy (marked "ORIGINAL") and 4 exact copies (each of the 2 separate proposal submittals shall have a cover and extending tabs) of the proposal submittal, shall be placed unfolded in a sealed package and addressed to: Housing Authority of the City of Decatur Attention: Lawton Jones Technical Services Director 750 Commerce Drive, Suite 110 Decatur, Georgia The package exterior must clearly denote the above noted RFP number and must have the proposer s name and return address. Proposals received after the published deadline will not be accepted Submission Conditions. DO NOT FOLD OR MAKE ANY ADDITIONAL MARKS, NOTATIONS OR REQUIREMENTS ON THE DOCUMENTS TO BE SUBMITTED! Proposers are not allowed to change any requirements or forms contained herein, either by making or entering onto these documents or the documents submitted any revisions or additions; and if any such additional marks, notations or requirements are entered on any of the documents that are submitted to the Agency by the proposer, such may invalidate that proposal. If, after accepting such a proposal, the Agency decides that any such entry changed the intent of the proposal that the Agency intended to receive, the Agency may accept the proposal and the proposal shall be considered by the Agency as if those additional marks, notations or requirements were not entered on such. By downloading these documents, each prospective proposer that does so is thereby agreeing to confirm all notices that the Agency delivers to him/her as instructed, and by submitting a proposal, the proposer is thereby agreeing to 11

15 abide by all terms and conditions published herein and by addendum pertaining to this RFP Submission Responsibilities It shall be the responsibility of each proposer to be aware of and to abide by all dates, times, conditions, requirements and specifications set forth within all applicable documents issued by the Agency, including the RFP document, the documents listed in Section 6.1, and any addenda and required attachments submitted by the proposer. By completing, signing and submitting the completed documents, the proposer is stating his/her agreement to comply with the all conditions and requirements set forth within those documents. Written notice from the proposer not authorized in writing by the CO to exclude any of the Agency requirements contained within the documents may cause that proposer to not be considered for award Contact with the Agency It is the responsibility of the proposer to address all communication and correspondence pertaining to this RFP process to the designated, Lawton Jones, Technical Services Director, only. Proposers must not make inquiry or communicate with any other DHA staff member or official (including members of the DHA Board of Commissioners) pertaining to this RFP. Failure to abide by this requirement may be cause for the Agency to not consider a proposal submittal received from any proposer who may Agency not abided by this directive Equal Employment Opportunity and Supplier Diversity Both the Contractor and the Agency have, pursuant to HUD regulation, certain responsibilities pertaining to the hiring and retention of personnel and subcontractors CFR 85.36(e) states: (e) Contracting with small and minority firms, women's business enterprise and labor surplus area firms. (1) The grantee and sub grantee will take all necessary affirmative steps to assure that minority firms, women's business enterprises, and labor surplus area firms are used when possible. (2) Affirmative steps shall include: (i) Placing qualified small and minority businesses and women's business enterprises on solicitation lists; 12

16 (ii) Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources; (iii) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority business, and women's business enterprises; (iv) Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority business, and women's business enterprises; (v) Using the services and assistance of the Small Business Administration, and the Minority Business Development Agency of the Department of Commerce; and (vi) Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (e)(2) (i) through (v) of this section HUD Procurement Handbook REV 2 states: a) Section 15.5.A, Required Efforts. Consistent with Presidential Orders 11625, 12138, and 12432, the <Agency> shall make every effort to ensure that small businesses, MBEs, WBEs, and labor surplus area businesses participate in <Agency> contracting. b) Section 15.5.B, Goals. <The Agency> is encouraged to establish goals by which they can measure the effectiveness of their efforts in implementing programs in support of contracting with disadvantaged firms. It is important to ensure that the means used to establish these goals do not have the effect of limiting competition and should not be used as mandatory set-aside or quota, except as may otherwise be expressly authorized in regulation or statute. Some localities have adopted minority contracting set-aside policies or geographic limitations, which may be in conflict with Federal requirements for full and open competition DHA Procurement Policy states that our Agency will: a) Assistance to Small and Other Business, Required Efforts: b) Including such firms, when qualified, on solicitation mailing lists; c) Encouraging their participation through direct solicitation of bids or proposals whenever they are potential sources; 13

17 d) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by such firms; e) Establishing delivery schedules, where the requirement permits, which encourage participation by such firms; f) Using the services and assistance of the Small Business Administration, and the Minority Business Development Agency of the Department of Commerce; g) Including in contracts, to the greatest extent feasible, a clause requiring contractors, to provide opportunities for training and employment for lower income residents of the project area and to award subcontracts for work in connection with the project to business concerns which provide opportunities to low-income residents, as described in 24 CFR Part 135 (so-called Section 3 businesses); and h) Requiring prime contractors, when subcontracting is anticipated, to take the positive steps listed above. 7.0 PROPOSAL EVALUATION 7.1. Evaluation Factors The following factors will be utilized by the Agency 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: Table 2 MAX POINT NO. VALUE 1 15 points TAB 5a 2 20 points TAB 5b 3 25 points FACTOR TYPE Subjective Subjective Subjective FACTOR DESCRIPTION Evidence of the proposer s ABILITY TO PERFORM THE WORK as indicated by profiles of the principals and staffs professional and technical competence and experience, and their facilities. Evidence of the proposer s capability to provide professional services IN A TIMELY MANNER. Evidence of the proposer s PAST PERFORMANCE in terms of quality of work, and compliance with performance schedules. TAB 5c 4 30 points Subjective Evidence of the Methodology and Approach to performing the Scope Of Work as outlined in the 14

18 TAB 5d 5 10 points TAB 5e Objective RFP Pricing as it relates to the total scope of work for Plumbing Services. 100 points Total Points (other than preference points) 7.2. Preference Evaluation Factor The following factors will be utilized by the CO to evaluate each proposal submittal received: Table 3 NO. MAX POINT VALUE FACTOR TYPE FACTOR DESCRIPTION 6 5 points Objective SECTION 3 BUSINESS PREFERENCE PARTICIPATION. A firm may qualify for Section 3 status as detailed within Attachments D and D-1 (NOTE: A max of 5 points awarded). 6a 2 points Priority I, Category 1a. Business concerns that are 51 percent or more owned by residents of the housing development or developments for which the Section 3- covered assistance is expended. 6b 1 point Priority II, Category 1b. Business concerns whose workforce includes 30 percent of residents of the housing development for which the Section 3-covered assistance is expended, or within three (3) years of the date of first employment with the business concern, were residents of the Section 3-covered housing development. 6c 1 point Priority III, Category 2a. Business concerns that are 51 percent or more owned by residents of any other housing development or developments. 6d 2 points Priority IV, Category 2b. Business concerns whose workforce includes 30 percent of residents of any other public housing development or developments, or within three (3) years of the date of first employment with the business concern, were Section 3 residents of any other public housing development. 6e 1 point Priority V, Category 3. Business concerns participating in HUD Youth-build programs being carried out in the metropolitan area in which the Section 3-covered assistance is expended. 6f 1 point 3 Priority VI, Category 4a. Business concerns that are 51 percent or more owned by Section 3 residents in the 15

19 metropolitan area, or whose permanent, full-time workforce includes no less than 30 percent of Section 3 residents in the metropolitan area, or within three (3) years of the date of employment with the business concern, were Section 3 residents in the metropolitan area. 6g 1 point Priority VII, Category 4b. Business concerns that subcontract in excess of 25 percent of the total amount of subcontracts to Section 3 business concerns. 6h 5 points Maximum Available Preference Points (Additional) 105 points Maximum Possible Points 7.3. Evaluation Method Initial Evaluation for Responsiveness. Each proposal received will first be evaluated for responsiveness (i.e. meets the minimum of the requirements). The Agency reserves the right to reject any proposals deemed not minimally responsive. Such firms will be notified in writing Evaluation Packet. An evaluation packet will be prepared for each evaluator, typically including but not required the following documents: a) Instructions to Evaluators; b) Proposal Tabulation Form; c) Written Narrative Form for each proposer; d) Recap of each proposer s responsiveness; e) Copy of all pertinent RFP documents Evaluation Committee The Agency 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. As detailed within Section 6.5 of this document, the designated CO is the only person at the Agency that the proposers shall contact pertaining to this RFP. Failure to abide by this 16

20 requirement may (and most likely will) cause such proposer(s) to be eliminated from consideration for award Evaluation It is anticipated that the CO will evaluate and award points pertaining to Evaluation Factor No. 6 (the Objective Factor); and that the appointed evaluation committee, independent of the CO or any other person at the Agency, will evaluate the responsive proposals submitted and award points pertaining to Evaluation Factors No. 1, 2, 3, 4, and 5 (the Subjective Factors). Upon final completion of the proposal evaluation process, the evaluation committee will forward the completed evaluations to the CO Potential Best and Finals Negotiations. As detailed in HUD Procurement Handbook REV 2 Section 7.2.N through Section 7.2.R, the Agency reserves the right to 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 the Agency in as timely a manner as possible, but in no case within no longer than 5 business days after the beginning of such negotiations with the firms deemed to be in the competitive range Determination of Top-ranked Proposer. The subjective points awarded by the evaluation committee shall be combined with the objective points awarded by the CO to determine the final rankings, which shall be forwarded by the CO to the ED for approval. If the evaluation was performed to the satisfaction of the ED, the final rankings may be forwarded to the Agency Board of Commissioners (BOC) at a scheduled meeting for approval. Contract negotiations may, at the Agency's option, be conducted prior to or after the BOC approval. a) Minimum Evaluation Results. To be considered to receive an award a proposer must receive a total calculated average of at least 70 points of the 105 total possible points. b) Ties. In the case of a tie in points awarded, the award shall be decided according to 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: a) Which proposer received the award; 17

21 b) Where each proposer placed in the process as a result of the evaluation of the proposals received; c) The cost or financial offers received from each proposer; d) 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 the Agency evaluation committee. Similarly, all persons having ownership interest in and/or contract with a proposer entity will be excluded from participation on the Agency evaluation committee. 8.0 CONTRACT AWARD 8.1. Agreement to Abide by Terms and Conditions. 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 the Agency, either in hard copy or on the noted e- Procurement System, including the contract clauses already attached as Attachments G, and G-1 through G-4. Accordingly, the Agency has no responsibility to conduct after the submittal deadline any negotiations pertaining to the contract clauses already published 8.2. Contract Conditions The following provisions are considered mandatory conditions of any contract award made by the Agency pursuant to this RFP: Contract Form. The Agency will not execute a contract on the successful proposer's form contracts will only be executed on the Agency form and by submitting a proposal the successful proposer agrees to do so HUD Forms. Please note that the Agency 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. The Agency shall retain the right to demand and receive a change in personnel assigned to the work if the Agency believes that such change is in the best interest of the Agency and the completion of the contracted work. 18

22 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 CO. Any purported assignment of interest or delegation of duty, without the prior written consent of the CO shall be void and may result in the cancellation of the contract with the Agency, 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 CO Contract Period The Agency anticipates that it will initially award a contract for the period of 1 year with the option, at the Agency s discretion, of up to 4 additional one-year option periods, for a total maximum contract period of 5 years prior to the Agency issuing another RFP (as per HUD guidelines) Insurance Requirements Prior to award (but not as a part of the proposal submission) the successful proposer will be required to provide: Worker s Compensation Insurance. Include an original certificate evidencing the proposer s current industrial (worker s compensation) insurance carrier and coverage amount General Liability Insurance. Include an original certificate evidencing General Liability coverage, naming the Agency as an additional insured, together with the appropriate endorsement to said policy reflecting the addition of the Agency 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), with a commercially reasonable deductible (e.g. commercially reasonable, meaning at least 1% of the general aggregate minimum of the policy, with a maximum deductible amount of $50,000; Professional Liability Insurance. Include and 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 $1,000,000), with a deductible of not greater than $5,

23 Automobile Insurance. Include and 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 $1,000,000), with a commercially reasonable deductible (e.g. commercially reasonable, meaning at least 1% of the general aggregate minimum of the policy, with a maximum deductible amount of $50, Certificates. The requested related information shall also be entered where provided for on the Profile of Firm Form (DO NOT INCLUDE COPIES OF INSURANCE CERTIFICATES WITHIN THE PROPOSAL SUBMITTAL we will garner the necessary certificates from the successful proposer prior to contract execution) Right to Negotiate Final Fees The Agency 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 during negotiations may, at the Agency's options, be the basis for the beginning of negotiations. Such negotiations shall begin after the Agency has chosen a top-rated proposer. If such negotiations are not, in the opinion of the CO, successfully concluded within 5 business days, the Agency shall retain the right to end such negotiations and begin negotiations with the next-rated proposer 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. 20

24 LIST OF ATTACHMENTS Attachment A Form of Proposal Attachment B Certifications and Representations of Offerors Non Construction form HUD-5369-C Attachment C Attachment D Attachment D-1 Attachment E Attachment F Attachment G-1 Attachment G-3 Attachment I-1 Attachment I Attachment P Profile of the Firm Form Section 3 Business Self Certification Form Section 3 Information Sheet for Contractors/Businesses Instructions to Offerors Non Construction -HUD-5369-B Instructions to Proposers & Contractors (ITCP) General Conditions for Non-Constructions Contracts HUD-5370-C Sample Contract Appendix #3 Section 3 Plan E-Verify Certification E-Verify Sign Pricing Schedule 21