Housing Authority of the City of Decatur REQUEST FOR QUALIFICATIONS (RFQ) NO. GA Website Programming, Graphic Design, and Print Services

Transcription

1 Husing Authrity f the City f Decatur REQUEST FOR QUALIFICATIONS (RFQ) NO. GA Website Prgramming, Graphic Design, and Print Services

2 Website Prgramming, Graphic Design, and Print Services Table f Cntents 1.0 INTRODUCTION RFQ INFORMATION AT A GLANCE DHA reserves the right t: Right t Reject, Waive, r Terminate the RFQ Right t Nt Award Right t Terminate Right t Determine Time and Lcatin Right t Retain Prpsals Right t Negtiate Right t Reject Any Prpsal Right t Award Mre Than One Cntract N Obligatin t Cmpensate Right t Prhibit BACKGROUND Current Website Current Lg Design Current Marketing Materials SCOPE OF WORK Services Requested frm Prpser(s) Website Design and Architecture Lg and Design Services Annual Impact Statement PROPOSAL FORMAT Tabbed Prpsal Submittal Prpsal Submittal Binding Methd Prpsal Submissin Submissin Cnditins Submissin Respnsibilities Cntact with DHA Equal Emlpyment Opprtunity and Supplier Diversity PROPOSAL EVALUATION Evaluatin Factrs Evaluatin Methd CONTRACT AWARD An Agreement t Abide Cntract Cnditins Insurance Requirements Negtiate Final Fees Cntract Service Standards

3 Website Prgramming, Graphic Design, and Print Services 1.0 INTRODUCTION - The Husing Authrity f the City f Decatur, GA (hereinafter, DHA ) was established in 1938, under the laws f the State f Gergia. DHA is a quasi-gvernmental agency, separate and distinct frm the general city r cunty gvernment. The primary rle f the Husing Authrity f the City f Decatur, Gergia (Decatur Husing Authrity r DHA) is building and managing quality affrdable husing fr lw t mderate incme families. Over the years, the Husing Authrity has expanded its fcus t include the revitalizatin f the Decatur cmmunity as a whle thrugh the renewal and redevelpment f substandard husing, as well as imprving facilities in the dwntwn area. DHA perates several prgrams t assist lw t mderate incme families with quality affrdable husing alternatives. Public Husing - Families pay 30% f adjusted incme twards rent and utilities in DHA s apartments lcated in Decatur in DHA s 289 units f Public Husing Sectin 8 Substantial Rehabilitatin Families pay 30% f adjusted incme fr rent and utilities in 111 units in Decatur. Lw Incme Tax Credit Units Families pay set reduced rental rates fr 10 units in Decatur Sectin 8 Husing Chice Vuchers (HCV) Families pay 30% f adjusted incme fr rent and utilities in private rental husing lcated in the metr area. Sectin 8 HCV 868 and 280 prtables. Wrkfrce Husing DHA, and it s related nn-prfit, develps, wns and perates a number f apartments. In mst cases, a percentage f units are reserved fr lw t mderate incme residents while ther units are available at market rate. Owned Wrkfrce Husing 74 units Hmewnership DHA has develped and rehabilitated numerus hmewnership and cndminium units since Ownership units DHA has a prfessinal management and maintenance team. DHA administers an annual budget in excess f $15 millin, which includes capital utlays fr cmprehensive imprvements. Funding surces include the U.S. Department f Husing and Urban Develpment, rental incme, and limited ther incme. As ne f the largest prviders f affrdable husing in Decatur, DHA has extensive experience in the management and develpment f residential rental prperty. In keeping with its mandate t prvide efficient and effective services, DHA is nw sliciting qualificatins frm qualified, licensed, and insured entities t prvide the abve nted services t DHA. All qualificatins submitted in respnse t this slicitatin must cnfrm t all f the requirements and specificatins utlined within this dcument and any designated attachments in its entirety. 3

4 Website Prgramming, Graphic Design, and Print Services 2.0 RFQ INFORMATION AT A GLANCE Table 1 CONTACT PERSON (NOTE: Unless therwise specified, any reference herein t Cntracting Officer r (CO) r Executive Directr shall be a reference t Mr. Faust.) HOW TO OBTAIN THE RFQ DOCUMENTS ON THE APPLICABLE INTERNET SITE DEADLINE TO SUBMIT QUESTIONS HOW TO FULLY RESPOND TO THIS RFQ BY SUBMITTING A PROPOSAL SUBMITTAL PRE-PROPOSAL CONFERENCE PROPOSAL SUBMITTAL RETURN & DEADLINE Duglas S. Faust, Executive Directr Decatur Husing Authrity 750 Cmmerce Drive, Suite 400, Decatur, GA Telephne (404) TDD/TYY (800) Access DHA s Website at Click n the applicable RFQ. Fllw the listed directins. Be sure t dwnlad all applicable frms and dcuments If yu have any prblems in accessing r registering n the system, call fr custmer assistance at (404) Mnday, January 14, :00 p.m. EST. Answers will be psted n DHA Website n later than Wednesday, January 16, 2019 at 5:00 p.m. EST 1. Submit ne (1) ORIGINAL and three (3) cpies f yur "hard cpy" prpsal fr a ttal f fur (4) cpies t the DHA Central Office. 2. Be sure that all dcuments are executed as required. 3. Be sure that all required frms and exhibits have been included. There will nt be a pre-prpsal cnference fr this RFQ January 18, 2019 at 3:00 p.m. EST T: Husing Authrity f the City f Decatur Attentin: Duglas S. Faust, Executive Directr 750 Cmmerce Drive, Suite 400 Decatur, Gergia *NOTE: The "hard cpy" prpsal must be received in-hand and time-stamped by DHA by n later than 3 p.m. EST n this date DHA EVALUATION PROCESS Mnday, January 21 st Friday, January 25 th, 2019 POTENTIAL INTERVIEWS Mnday, January 28 th Wednesday, January 31 st, 2019 ANTICIPATED APPROVAL BY DHA BOARD OF COMMISSIONERS Wednesday, February 6 th, 2019 at 4:30 pm EST Decatur Husing Authrity 750 Cmmerce Drive, Suite 400, Decatur, GA

5 3.0 DHA reserves the right t: REQUEST FOR QUALIFICATIONS (RFP) NO. GA Website Prgramming, Graphic Design, and Print Services 3.1. Right t Reject, Waive, r Terminate the RFQ Reject any r all qualificatin, t waive any infrmality in the RFQ prcess, r t terminate the RFQ prcess at any time, if deemed by DHA t be in its best interests Right t Nt Award Nt award a cntract pursuant t the RFQ Right t Terminate Terminate a cntract awarded pursuant t this RFQ, at any time fr its cnvenience upn 10 days written ntice t the successfully Prpser(s) Right t Determine Time and Lcatin Determine the days, hurs and lcatins that the successful Prpser(s) shall prvide the services called fr in this RFQ Right t Retain Prpsals Retain all prpsals submitted and nt permit withdrawal fr a perid f 60 days subsequent t the deadline fr receiving prpsals withut the written cnsent f the CO Right t Negtiate DHA reserves the right t negtiate a cntract with the individual(s), firm(s), r rganizatin(s) wh prvides the greatest benefit t DHA, nt necessarily the lwest price Right t Reject Any Prpsal Reject and nt cnsider any prpsal that des nt meet the requirements f this RFQ, including but nt necessarily limited t incmplete prpsals and/r prpsals ffering alternate r nn-requested services Right t Award Mre Than One Cntract DHA reserves the right t select mre than ne respndent fr this RFQ and make mre than ne award f a cntract N Obligatin t Cmpensate Have n bligatin t cmpensate any Prpser(s) fr any csts incurred in respnding t this RFQ Right t Prhibit At any time during the RFQ r cntract prcess t prhibit any further participatin by a Prpser(s) r reject any prpsal submitted that des nt cnfrm t any f the requirements detailed herein. By dwnlading the electrnic RFQ each prspective Prpser(s) is thereby agreeing t all terms and cnditins listed within this dcument and further agrees that he/she will infrm the CO in writing within five (5) days f the discvery f any item listed herein r f any item that issued thereafter by DHA that he/she feels needs t be addressed. Failure t abide by this timeframe shall relieve DHA, but nt the prspective Prpser(s) f any respnsibility pertaining t such issue. 5

6 Website Prgramming, Graphic Design, and Print Services 4.0 BACKGROUND The City f Decatur Husing Authrity is accepting qualificatins frm qualified, licensed and insured individuals, entities, r teams t prvide services related t website prgraming/maintenance, graphic design and printing services Current Website The Husing Authrity s existing website is and is updated in huse n an as-needed basis. It is utdated in appearance, structure, and in the presentatin f cntent The current website is maintained internally using Serif Webplus x7 A1 Hsting currently hsts the website Registrar4Less handles the website dmain The DHA website is the mst far-reaching cmmunicatins tl and effective cnduit fr disseminating imprtant infrmatin abut ur prgrams and services. The website reaches a widely varied audience and purpse; including, but nt limited t: Existing tenants wh require infrmatin cncerning DHA and HUD regulatins Existing landlrds wh require infrmatin cncerning DHA and HUD regulatins and wh wish t dwnlad DHA frms. Landlrd searching fr infrmatin n hw t list their prperty fr inclusin in the Sectin 8 prgram General public lking fr husing, including infrmatin n Waiting List penings and qualificatins t becme an Applicant in bth Sectin 8 and Multi-Family Husing Existing tenants hused with ther Husing Authrities in the U.S. inquiring n hw they can transfer their vucher t DHA Infrmatin n Multi-Family prperties (t include pictures f the prperties and directins) Emplyment seekers General public seeking infrmatin n the DHA Bard f Cmmissiners, their meeting schedule and current meeting agenda Vendrs, including infrmatin n becming an apprved vendr and current RFQs/RFPs Develpers and Banks searching fr infrmatin n DHA s affrdable husing prgrams and develpments Other PHAs and lcal gvernmental searching fr infrmatin n DHA s annual plans and financial statements. 6

7 Website Prgramming, Graphic Design, and Print Services 4.2. Current Lg Design DHA s current lg is a simple black and white lg that incrprates the City f Decatur s trademarked lg Current Marketing Materials The nly marketing materials currently in use are: Infrmatin Fact Sheets Mnthly resident newsletter that is created in-huse 5.0 SCOPE OF WORK - The fllwing is the prpsed scpe f wrk with regards t the services DHA is requesting be prduced as part f this prject. Prpser(s) will need t design graphic art prducts including, but nt limited t: lgs, annual reprts, cnference prgram guides, brchures, fact sheets, and graphic items fr use n the web and scial media Services Requested frm Prpser(s) New DHA Website Design New DHA Lg / Brand T be cnsistent acrss all visual media New DHA Graphic Prducts 5.2. Website Design and Architecture DHA s website is the mst far-reaching cmmunicatins tl and effective cnduit fr disseminating infrmatin abut its prgrams and services. It has a widely varied audience and purpse. The fllwing is intended t be a sample f the type f infrmatin that may be included in the website and shall nt be cnsidered t include all pssible cntent. Meaning the term including, but nt limited t applies heret: Website General Cncept Must be easy t navigate Visually pleasing Infrmative n cntent Easy t maintain Flexible and interactive with the public, staff, vendrs, and prgram participants Market DHA s missin and services effectively 7

8 Website Prgramming, Graphic Design, and Print Services Widely Varied Audience Prvide cntent and functinality in rder t meet the infrmatin needs f a wide range f cnstituents: Existing Tenants, Landlrds, General Public interested in husing, Emplyment seekers, Vendrs/Cntractrs, Develpers, Banks, Other Public Husing Authrities Creative Cncept Develp a creative cncept and functinality plan fr the DHA website that best captures the rganizatins bjectives. Benchmark ther high-end websites Identify best practices that incrprate the latest web technlgy Cmpatible fr mbile phne viewing and usage. Lay ut all website editrial cntent n the hme page, first, secnd, and third level pages fr which cpy/phts will be prvided electrnically. Website must be cmpatible with the latest versins f Chrme, Firefx, Safari and Internet Explrer 10 and newer Design Prepare a strategy, budget and implementatin plan fr incrprating best practices int the redesign f the DHA website. Develp the website layuts and graphic design Create riginal, attractive website graphics and page layuts fr the website with cnsistent lk and feel DHA will prvide a limited number f phtgraphs and vide Vendr will be respnsible fr all ther graphic elements; including lgs used in the design f the pages Stck phtgraphy may als be used; Vendr shuld include cst f these stck phts as a break-ut cst in the qualificatins Vendr will present a minimum f three (3) design ptins fr the website (hme page, individual, first, secnd and third level page layuts) t DHA. Vendr will develp cpy, editing, and writing f cntent fr the website with input frm DHA. Website must meet ADA cmpliance and include the Fair Husing Lg. Website must accmmdate brief audi and vide streamed messages. Website will need t include dwnladable frms and dcuments prvided by DHA. 8

9 Website Prgramming, Graphic Design, and Print Services An emplyee infrmatin center will need t include: Office Clsures Internal Event Calendar, etc. Develp pages t hst archives f imprtant cntent such as: News mentins Vendr slicitatins Press releases Upcming events, and ther dcuments Revisin Runds After the design f the website pages are selected and initial pages are ppulated, there will be tw (2) additinal runds f revisins befre the website ges live, vendr shuld include these revisins in the ttal quted cst. Training Vendr shall prvide adequate training t at least fur (4) authrized DHA staff members t perfrm the functins abve. Search Engine Registratin Vendr shall register the DHA website with the majr engines. Maintenance & Supprt Wrk with DHA t identify and make prvisins fr future enhancements, graphics, and navigatin. Make prgramming changes, and website enhancements as requested by DHA during the curse f the cntract. Assist DHA in cntinued applicatin design, develpment, and implementatin n a time and materials basis. Prvide a plan prviding guidance fr nging review, enhancement, and maintenance f the DHA website fr a perid f tw years Cst Vendr shuld prvide a cst descriptin fr the DHA website which clearly identifies: Bth the final cst and a break-ut f the primary elements f the cst Cncept design fr the hme page, first level, secnd level, and thirdlevel page design Prgramming Prductin Per-hur cst fr maintenance and supprt Include cst fr a perpetual license fr the website design. 9

10 Website Prgramming, Graphic Design, and Print Services 5.3. Lg and Design Services DHA is in need f a distinctive and relevant image/brand that will be able t be used fr years t cme. The vendr shall prvide graphic design services t DHA t include the fllwing: New Lg New rganizatin lg, tag line and theme that captures the purpse and missin f DHA. Brand Package Detailed brand package including fnts, clr palettes, and ther graphic elements fr the fllwing cllateral materials: Business statinary letterhead Business Cards Flders Envelpes Brchures signature blcks DHA fact sheet template FAQ brchure template Electrnic cmmunicatins template Marketing Materials Any additinal items that DHA may need t create fr marketing, events, meetings r cnferences. Annual Reprt Template Cnference Prgram Guide Template DHA Brchure DHA Fact Sheets Additinal Graphic Items fr use n the Web and Scial media 10

11 Website Prgramming, Graphic Design, and Print Services 5.4. Annual Impact Statement DHA is seeking an annual impact statement (reprt) that clearly prtrays the wrk f DHA in the prvisin f affrdable husing, develpment f new husing, delivery f resident services, and prvisin f yuth services including afterschl and summer camp. The annual impact statement will be a vibrant and living publicatin, electrnically and in paper frm, that clearly cnveys images, charts, and infrmatin abut DHA s effrts t psitively impact the lives f lw t mderate incme families in the City f Decatur. DHA undertakes apprximately 100 different and unique resident training, participatin, and learning events each year. These effrts need t be clear and cnsistently shared with the public. Histrically, DHA has nt adequately shared this infrmatin with the residents f Decatur. In additin, DHA seeks t utilize the annual impact statement t engage new and existing families, as well as businesses, in Decatur abut ur families, prgrams, and husing in a manner that supprts the diversity f Decatur and prvides pprtunities fr an inclusive engagement with ur families. 6.0 PROPOSAL FORMAT 6.1. Tabbed Prpsal Submittal S that DHA can prperly evaluate the ffers received, all qualificatins submitted in respnse t this RFQ must be frmatted in accrdance with the sequence nted belw. Each categry must be separated by numbered index dividers, where the numbered tab extends s that it easy lcated within the prpsal and labeled with the cntents as identified in the fllwing pints. If n infrmatin is t be placed under any f the tabs (including the Optinal tabs), place a statement such as NO INFORMATION IS BEING PLACED UNDER THIS TAB r THIS TAB LEFT INTENTIONALLY BLANK. DO NOT ELIMINATE ANY OF THE TABS. Nne f the prpsed services may cnflict with any requirement DHA has published herein r has issued by addendum Tab 1 Frm f Prpsal This frm is attached heret as Attachment A t this RFQ dcument. This ne page frm must be fully cmpleted, executed where prvided theren and submitted under this tab as part f the prpsal submittal. Tab 2 Frm HUD-5369-C Certificatins and Representatins f Offerrs, Nn-Cnstructin Cntract. This frm is attached heret as Attachment B t this RFQ dcument. This frm must be fully cmpleted, executed where prvided and submitted under this tab as a part f the prpsal submittal. 11

12 Website Prgramming, Graphic Design, and Print Services Tab 3 Prfile f Firm The Prfile f Firm Frm is tw (2) pages and attached heret as Attachment C t this RFQ dcument. This frm must be fully cmpleted, executed where prvided and submitted under this tab as a part f the prpsal submittal. Tab 4 Statement f Qualificatins Briefly state the qualificatins f the firm r team. DHA requests that the descriptin be as shrt as pssible. The descriptin shuld include the fllwing: a) Identify the individual(s) wh will manage (individually r cllectively, the Manager) this prject n a day t day basis. b) Describe the Manager s backgrund. c) Define the Manager s psitin within the firm and indicate the degree t which the Manager will be able t cmmit the firm s resurces t DHA. d) Describe the Manager s availability and the Manager s ther cmmitments and hw thse cmmitments might impact the Manager s availability. e) Identify ther prfessinals and members f yur firm r team wh will be assigned t wrk n this prject. f) Describe each member s rle and respnsibilities and the aspects f each member s backgrund relevant t this request fr services. g) Summarize yur past experience wrking with husing rganizatins and/r the nnprfit industry as it relates t the requirements f this slicitatin. h) Include any ther infrmatin that yur firm cnsiders essential t a fair evaluatin f yur firm s experience and capabilities. i) Include a statement that yur firm and key prfessinals d nt have r anticipate having a ptential cnflict f interest with DHA. j) Include a statement by a persn r persns authrized by yur firm clearly indicating that this Statement f Qualificatins is binding. 12

13 Website Prgramming, Graphic Design, and Print Services k) Include a statement binding yur firm during the term f the Cntract t maintain in full frce and effect prfessinal liability insurance cvering, inter alia, securities and malpractice related claims (the Insurance ). Please prvide a descriptin f the cverage (including amunt) f the Insurance. l) Please list any pending claims r disputes relating t prir pinins as cunsel in any municipal finance transactin. m) DHA reserves the right t request references after submissin f the Respnse Tab 5 Firms Strategy and Prgram Develpment Describe the firm s philsphy and apprach fr develping websites, lgs, design and marketing materials. Prvide an verview f similar successful websites that yur firm has develped. Include innvative/creative appraches that were successful in achieving a client s design bjectives. Tab 6 Price Prpsal Briefly submit a price prpsal that will describe the basis fr cmpensatin. It is requested that the Price Prpsal be as shrt as pssible, preferably n mre than ne page. The Price Prpsal may be based n the size and type f the service, hurly rates, blended hurly rates f the several prfessinals t be invlved (if applicable), r a set maximum fee. In additin, Prpser(s) have the ptin f including a discussin f any methds f cmpensatin r budgeting they have emplyed in the past with ther similar rganizatins. Please specify markup, if any, n reimbursable expenses. The Pricing Prpsal shuld include a schedule f hurly rates fr additinal cnsultatin and prgramming. Services r items cnsidered t be reimbursable expenses utside the retainer shuld be listed and described as apprpriate (e.g. mailing csts, phtgraphy). Prir t the award f the Cntract, DHA intends t enter int negtiatins cncerning a fee structure, which prvides the best verall value t DHA. If an agreement cannt be reached with the highest ranked firm, negtiatins will be attempted with the ther firms Tab 7 Managerial Capacity/Financial Viability The Prpser(s) entity must submit under this tab a cncise descriptin f its managerial and financial capacity t deliver the prpsed services. Such infrmatin shall include the Prpser(s) qualificatin t prvide the services; a descriptin f the backgrund and current rganizatin f the firm. 13

14 Website Prgramming, Graphic Design, and Print Services Tab 8 Client Infrmatin References The Prpser(s) shall submit a listing nt less than three frmer r current clients, including any ther Public Husing Authrity, fr whm the Prpser(s) has perfrmed similar r like services t thse being prpsed herein. The listing shall, at a minimum, include: The client s name; The client s cntact name; The client s address; The client s telephne number; A brief narrative descriptin and scpe f the service(s) and the dates the services were prvided, including a brief narrative descriptin f thse specific services including scpe; size; cst; principal elements and special features Tab 9 E-Verify Infrmatin E-Verify is an Internet-based system t help emplyers determine if an emplyee is eligible t wrk in the United States. E-Verify is currently free t emplyers and is available in all 50 states. All vendrs that will be wrking n Decatur Husing Authrity prjects must enrll in E-Verify. Please g t the fllwing website: Then cmplete the E-Verify affidavit Attachment D and place under this tab in the submitted prpsal Tab 10 Cmpany Hiring Plicy Please cmplete and sign the Cmpany Hiring Plicy Frm Attachment E and place under this tab in the submitted prpsal Tab 11 Equal Emplyment Opprtunity/Supplier Diversity The Prpser(s) must submit under this tab a cpy f its Equal Opprtunity Emplyment Plicy and a cmplete descriptin f the psitive steps it will take t ensure cmpliance, t the greatest extent feasible, with the regulatins pertaining t supplier diversity (e.g. small, minrity, and wmen-wned businesses. In additin, please cmplete and execute the Cntractr s Certificatin Cncerning EEO, Attachment F and place under this tab in the submitted prpsal. If n hires, suppliers r vendrs are cntemplated, the Prpser(s) shuld s state Tab 12 Frm f Nn-Cllusive Affidavit The Frm f Nn-Cllusive Affidavit Attachment G, must be fully cmpleted, executed where prvided and submitted under this tab as a part f the prpsal submittal. 14

15 Website Prgramming, Graphic Design, and Print Services Tab 13 Other Infrmatin (Optinal Item) The Prpser(s) may include hereunder any ther general infrmatin that the Prpser(s) believes is apprpriate t assist DHA in its evaluatin. If n infrmatin is t be placed under any f the abve nted tabs, place a statement such as "NO INFORMATION IS BEING PLACED UNDER THIS TAB" r "THIS TAB LEFT INTENTIONALLY BLANK." DO NOT eliminate any f the tabs Prpsal Submittal Binding Methd It is preferable and recmmended that the Prpser(s) bind the prpsal submittals in such a manner that DHA can, if needed, remve the binding r remve the pages frm the cver (i.e. 3-ring binder, preferred) t make cpies, and then cnveniently return the prpsal submittal t its riginal cnditin Prpsal Submissin All qualificatins must be submitted and time stamped received in the designated ffice listed belw by n later than the submittal deadline stated herein (r within any ensuing addendum). A ttal f ne (1) ORIGINAL signature cpy (marked ORIGINAL ) and three (3) exact cpies f the prpsal submittal, shall be placed unflded in a sealed package and addressed t: Husing Authrity f the City f Decatur Attentin: Duglas S. Faust Executive Directr 750 Cmmerce Drive, Suite 400 Decatur, Gergia The package exterir must clearly dente the abve nted RFQ number and must have the Prpser(s) name and return address. Qualificatins received after the published deadline will nt be accepted Submissin Cnditins DO NOT FOLD OR MAKE ANY ADDITIONAL MARKS, NOTATIONS OR REQUIREMENTS ON THE DOCUMENTS SUBMITTED! Prpser(s) are nt allwed t change any requirements r frms cntained herein, either by marking r entering nt these dcuments r the dcuments submitted any revisins r additins; and if any such additinal marks, ntatins r requirements are entered n any f the dcuments that are submitted t DHA by the Prpser(s), such may invalidate the prpsal. If, after accepting such a prpsal, DHA decides that any such entry changed the intent f the prpsal that DHA intended t receive, DHA may accept the prpsal and the prpsal shall be cnsidered by DHA as if thse additinal marks, ntatins r requirements were nt entered n such. By dwnlading these dcuments, each prspective Prpser(s) that des s is thereby agreeing t cnfrm t all ntices that DHA delivers t him/her as instructed, and by submitting a prpsal, the Prpser(s) is thereby agreeing t abide by all terms and cnditins published herein and by addendum pertaining t this RFQ. 15

16 Website Prgramming, Graphic Design, and Print Services 6.5. Submissin Respnsibilities It shall be the respnsibility f each Prpser(s) t be aware f and t abide by all dates, times, cnditins, requirements, and specificatins set frth within all applicable dcuments issued by DHA, including the RFQ dcument, the dcuments listed in this sectin, Sectin 6, and any addenda r required attachments submitted by the Prpser(s). By cmpleting, signing, and submitting the cmpleted dcuments, the Prpser(s) is stating his/her agreement t cmply with all the cnditins and requirements set frth within thse dcuments. Written ntice frm the Prpser(s) nt authrized in writing by the CO t exclude any f DHA requirements cntained within the dcuments may cause that Prpser(s) t nt be cnsidered fr award f the cntract Cntact with DHA It is the respnsibility f the Prpser(s) t address all cmmunicatin and crrespndence pertaining t this RFQ prcess t the designated CO, Duglas S. Faust, Executive Directr, nly. Prpser(s) must nt make inquiry r cmmunicate with any ther DHA staff member r fficial (including members f DHA Bard f Cmmissiners) pertaining t this RFQ. Failure t abide by this requirement may be cause fr DHA t nt cnsider a prpsal submittal received frm any Prpser(s) wh may nt abide by this directive. 16

17 Website Prgramming, Graphic Design, and Print Services 6.7. Equal Emplyment Opprtunity and Supplier Diversity Bth the Prpser(s) and DHA have, pursuant t HUD regulatin, certain respnsibilities pertaining t the hiring and retentin f persnnel and subcntractrs CFR 85.36(e) states: (e) Cntracting with small and minrity firms, wmen's business enterprise and labr surplus area firms. (1) The grantee and sub grantee will take all necessary affirmative steps t assure that minrity firms, wmen's business enterprises, and labr surplus area firms are used when pssible. (2) Affirmative steps shall include: (i) (ii) Placing qualified small and minrity businesses and wmen's business enterprises n slicitatin lists; Assuring that small and minrity businesses, and wmen's business enterprises are slicited whenever they are ptential surces; (iii) Dividing ttal requirements, when ecnmically feasible, int smaller tasks r quantities t permit maximum participatin by small and minrity business, and wmen's business enterprises; (iv) Establishing delivery schedules, where the requirement permits, which encurage participatin by small and minrity business, and wmen's business enterprises; (v) Using the services and assistance f the Small Business Administratin, and the Minrity Business Develpment Agency f the Department f Cmmerce; and (vi) Requiring the prime cntractr, if subcntracts are t be let, t take the affirmative steps listed in paragraphs (e)(2) (i) thrugh (v) f this sectin. 17

18 Website Prgramming, Graphic Design, and Print Services HUD Prcurement Handbk REV 2 states: Sectin 15.5.A, Required Effrts. Cnsistent with Presidential Orders 11625, 12138, and 12432, the <Agency> shall make every effrt t ensure that small businesses, MBEs, WBEs, and labr surplus area businesses participate in <Agency> cntracting. n) Sectin 15.5.B, Gals. <The Agency> is encuraged t establish gals by which they can measure the effectiveness f their effrts in implementing prgrams in supprt f cntracting with disadvantaged firms. It is imprtant t ensure that the means used t establish these gals d nt have the effect f limiting cmpetitin and shuld nt be used as mandatry set-aside r quta, except as may therwise be expressly authrized in regulatin r statute. Sme lcalities have adpted minrity cntracting set-aside plicies r gegraphic limitatins, which may be in cnflict with Federal requirements fr full and pen cmpetitin DHA Prcurement Plicy states that ur Agency will: a) Assistance t Small and Other Business, Required Effrts: b) Including such firms, when qualified, n slicitatin mailing lists; c) Encuraging their participatin thrugh direct slicitatin f bids r qualificatins whenever they are ptential surces; d) Dividing ttal requirements, when ecnmically feasible, int smaller tasks r quantities t permit maximum participatin by such firms; e) Establishing delivery schedules, where the requirement permits, which encurage participatin by such firms; f) Using the services and assistance f the Small Business Administratin, and the Minrity Business Develpment Agency f the Department f Cmmerce; g) Including in cntracts, t the greatest extent feasible, a clause requiring cntractrs, t prvide pprtunities fr training and emplyment fr lwer incme residents f the prject area and t award subcntracts fr wrk in cnnectin with the prject t business cncerns which prvide pprtunities t lw-incme residents, as described in 24 CFR Part 135 (scalled Sectin 3 businesses); and h) Requiring prime cntractrs, when subcntracting is anticipated, t take the psitive steps listed abve. 18

19 7.0 PROPOSAL EVALUATION REQUEST FOR QUALIFICATIONS (RFP) NO. GA Website Prgramming, Graphic Design, and Print Services 7.1. Evaluatin Factrs The fllwing factrs will be utilized by DHA t evaluate each prpsal submittal received; award f pints fr each listed factr will be based upn the dcumentatin that the Prpser(s) submits within his/her prpsal submittal: Table 2 NO. MAX POINT VALUE FACTOR TYPE 1 20 pints Subjective 2 30 pints Subjective 3 30 pints Subjective FACTOR DESCRIPTION ABILITY TO PERFORM THE WORK Evidence f the Prpser(s) abilities as indicated by prfiles f the principals and staff s prfessinal and technical cmpetence and experience, and their facilities. CAPABILITY TO PROVIDE PROFESSIONAL SERVICES ON TIME Demnstrated recrd that the Prpser(s) has delivered high quality website design, lg/branding, and print materials in a timely manner. PAST PERFORMANCE Demnstrated experience with regards t website design, lg creatin, branding, and print materials fr previus clients, including previus Public Husing Authrities if available pints Subjective 5 10 pints Subjective 100 pints << TOTAL POINTS DEMONSTRATED KNOWLEDGE Evidence f prducts that are frward thinking, ffer the latest technlgy, prmte the missin f the client, and address the audience needs. OVERALL QUALITY OF THE PROPOSAL The verall quality and prfessinal appearance f the prpsal submitted, based upn the pinin f the evaluatrs. 19

20 Website Prgramming, Graphic Design, and Print Services 7.2. Evaluatin Methd Initial Evaluatin fr Respnsiveness Each prpsal received will first be evaluated fr respnsiveness (i.e. meets the minimum requirements). Evaluatin Packet An evaluatin packet will be prepared fr each evaluatr, typically including, but nt required, the fllwing dcuments: a) Instructins t Evaluatrs; b) Prpsal Tabulatin Frm; c) Written Narrative Frm fr each Prpser(s) ; d) Recap f each Prpser(s) respnsiveness; e) Cpy f all pertinent RFQ dcuments Evaluatin Cmmittee DHA anticipates that it will select a minimum f a three-persn cmmittee t evaluate each f the respnsive hard cpy qualificatins submitted in respnse t this RFQ. PLEASE NOTE: NO Prpser(s) shall be infrmed at any time during r after the RFQ prcess as t the identity f any evaluatin cmmittee member. If, by change, a Prpser(s) des becme aware f the identity f such persn(s), he/she SHALL NOT make any attempt t cntact r discuss with such persn anything related t this RFQ. The designated CO is the nly persn at DHA that the Prpser(s) shall cntact pertaining t this RFQ. Failure t abide by this requirement may (and mst likely will) cause such Prpser(s) t be eliminated frm cnsideratin fr the award f this cntract. Evaluatin It is anticipated that the CO will evaluate and award pints pertaining t Evaluatin Factr N. 5 (the Objective Factr); and that the appinted evaluatin cmmittee, independent f the CO r any ther persn at DHA, will evaluate the respnsive qualificatins submitted and award pints pertaining t Evaluatin Factr Numbers 1-4 (The Subjective factrs). Upn final cmpletin f the prpsal evaluatin prcess, the evaluatin cmmittee will frward the cmpleted evaluatins t the CO. Ptential Best and Finals Negtiatins DHA reserves the right t, as detailed within Sectin 7.2.N thrugh Sectin 7.2.R f HUD Prcurement Handbk REV 2, cnduct a Best and Finals Negtiatin, which may include ral interviews, with all firms deemed t be in the cmpetitive range. Any firm deemed nt t be in the cmpetitive range shall be ntified f such in writing by DHA in as timely a manner as pssible, but in n case within lnger than five (5) business days after the beginning f such negtiatins with the firms deemed t be in the cmpetitive range. 20

21 Website Prgramming, Graphic Design, and Print Services Determinatin f Tp-ranked Prpser(s) The Subjective pints awarded by the evaluatin cmmittee shall be cmbined with the bjective pints awarded by the CO t determine the final rankings, which shall be frwarded by the CO t the ED fr apprval. If the evaluatin was perfrmed t the satisfactin f the ED, the final rankings may be frwarded t the DHA Bard f Cmmissiners (BOC) at a scheduled meeting fr apprval. Cntract negtiatins may, at DHA s ptin, be cnducted prir t r after the BOC apprval. Award by the evaluatin cmmittee shall be cmbined with the Objective pints awarded by the CO t determine the final rankings, which shall be frwarded by the CO t the Executive Directr (ED) fr apprval. Minimum Evaluatin Results T be cnsidered t receive an award a Prpser(s) must receive a ttal calculated average f at least 70 pints f the 100 ttal pssible pints. Ntice f Results f Evaluatin If an award is cmpleted, all Prpser(s) will receive by mail r the results f the evaluatin. Such ntice shall infrm all Prpser(s) f: a) Which Prpser(s) received the award; b) Where each Prpser(s) placed in the prcess as a result f the evaluatin f the qualificatins received; c) The cst f financial ffers received frm each Prpser(s) ; d) Each Prpser(s) right t a debriefing and t prtest Restrictins All persns having familial (including in-laws) and/r emplyment relatinships (past r current) with principals and/r emplyees f a Prpser(s) entity will be excluded frm participatin n DHA s evaluatin cmmittee. Similarly, all persns having wnership interest in and/r cntract with a Prpser(s) entity will be excluded frm participatin n DHA s evaluatin cmmittee. 21

22 Website Prgramming, Graphic Design, and Print Services Pints Awarded Range Pertaining t the Subjective Factrs, nte the fllwing range f pints awarded (pints pertaining t this RFQ are shaded als see the Evaluatin Factrs detailed within the preceding Sectin 7.1): POINTS AWARDED RANGE Excellent Very Gd Gd Average Pr Ties In the case f a tie in pints awarded, the award shall be decided as detailed within Sectin 6.12.C f the HUD Prcurement Handbk REV 2, by drawing lts r ther randm means f selectin. 8.0 CONTRACT AWARD If a cntract is awarded pursuant t this RFQ, the fllwing detailed prcedure will be fllwed: 8.1. An Agreement t Abide By cmpleting, executing and submitting the Frm f Prpsal (Attachment A), the Prpser(s) is thereby agreeing t abide by all terms and cnditins pertaining t this RFQ as issued by DHA, including the cntract clauses fund in Attachment H, Frm HUD 5370-C General Cnditins fr Nn-Cnstructin Cntracts Sectin I. Accrdingly, DHA has n respnsibility t cnduct after the submittal deadline any negtiatins pertaining t the cntract clauses already published Cntract Cnditins The fllwing prvisins are cnsidered mandatry cnditins f any cntract award by DHA pursuant t this RFQ: Cntract Frm DHA will nt execute a cntract n the successful Prpser(s) frm cntracts will nly be executed n the DHA frm t be prvided after award has been made. By submitting a prpsal, the successful Prpser(s) agrees t this stipulatin. Hwever, DHA will during the RFQ prcess (prir t the submittal deadline) cnsider any cntract clauses that the Prpser(s) wishes t include therein and submits in writing a request fr DHA t d s; but the failure f DHA t include such clauses des nt give the successful Prpser(s) the right t refuse t execute DHA s cntract fr it is the respnsibility f each prspective Prpser(s) t ntify DHA, in writing, prir t submitting a prpsal, f any cntract clause that he/she is nt willing t include in the final executed cntract and abide by. DHA will cnsider and respnd t such written crrespndence, and if the prspective Prpser(s) is nt willing t abide by DHA s respnse (decisin), then that prspective Prpser(s) shall be deemed ineligible t submit a prpsal. 22

23 Website Prgramming, Graphic Design, and Print Services HUD Frms Please nte that DHA has n legal right r ability t (and will nt) at any time negtiate any clauses cntained within ANY f the HUD frms included as part f this RFQ. Assignment f Persnnel DHA shall retain the right t demand and receive a change in persnnel assigned t the wrk if DHA believes that such change is in the best interest f DHA and the cmpletin f the cntracted wrk. Unauthrized Sub-Cntracting Prhibited The successful Prpser(s) shall nt assign any right, nr delegate any duty fr the wrk prpsed pursuant t this RFQ (including, but nt limited t, selling r transferring the cntract) withut the prir written cnsent f the CO. Any purprted assignment f interest r delegatin f duty, withut the prir written cnsent f the CO shall be vid and may result in the cancellatin f the cntract with DHA, r may result in the full r partial frfeiture f funds paid t the successful Prpser(s) as a result f the prpsed cntract; either as determined by the CO CONTRACT PERIOD DHA anticipates that it will initially award a cntract fr the perid f ne (1) year with the ptin, at DHA s discretin, f up t fur (4) additinal ne-year ptin perids, fr a ttal maximum cntract perid f five (5) years prir t DHA issuing anther RFQ (as per HUD guidelines) INSURANCE REQUIREMENTS Prir t award (but nt as part f the prpsal submissin) the successful Prpser(s) will be required t prvide: General Liability Insurance An riginal certificate evidencing General Liability cverage, naming DHA as an additinal insured, tgether with the apprpriate endrsement t said plicy reflecting the additin f DHA as an additinal insured under said plicy (minimum f $1,000,000 each ccurrence, general aggregate minimum limit f $1,000,000, tgether with damage t premises and fire damage f $50,000 and medical expenses an ne persn f $5,000), with a cmmercially reasnable deductible (e.g. cmmercial respnsibility meaning at least 1% f the general aggregate Minimum f the plicy, with a maximum deductible amunt f $50,000; Prfessinal Liability Insurance An riginal certificate shwing the Prpser(s) prfessinal liability and/r errrs and missins cverage (minimum f $1,000,000 each ccurrence, general aggregate minimum limit f $1,000,000), with a deductible f nt greater than $5,000). Wrker's Cmpensatin Insurance An riginal certificate evidencing the Prpser(s) current industrial (wrker s cmpensatin) insurance carrier and cverage amunt. Autmtive Insurance An riginal certificate shwing the Prpser(s) prfessinal liability and/r errrs and missins cverage (minimum f 23

24 Website Prgramming, Graphic Design, and Print Services $1,000,000 each ccurrence, general aggregate minimum limit f $1,000,000), with a cmmercially reasnable deductible (e.g. cmmercially reasnable meaning at least 1% f the general aggregate minimum f the plicy, with a maximum deductible amunt f $50,000) Negtiate Final Fees DHA shall retain the right t negtiate the amunt f fees that are paid t the successful Prpser(s), meaning the fees prpsed by the tp-rated Prpser(s) during negtiatins may, at DHA s ptins, be the basis fr the beginning negtiatins. Such negtiatins shall begin after DHA has chsen a tp-rated Prpser(s). If such negtiatins are nt, in the pinin f the CO, successfully cncluded within five (5) business days, DHA shall retain the right t end such negtiatins and begin negtiatins with the next tp-rated Prpser(s) Cntract Service Standards All wrk perfrmed pursuant t this RFQ must cnfrm and cmply with all applicable lcal, state and federal cdes, statutes, laws, and regulatins. 24

25 Website Prgramming, Graphic Design, and Print Services LIST OF ATTACHMENTS ATTACHMENT A ATTACHMENT B ATTACHMENT C ATTACHMENT D Frm f Prpsal Cmplete, execute and place under TAB 1 f submitted prpsal Frm HUD 5369-C Certificatins and Representatins f Offerrs Nn-Cnstructin Cmplete, execute and place under TAB 2 f submitted prpsal Prfile f Firm Frm Cmplete, execute and place under TAB 3 f submitted prpsal e-verify Cmpliance Infrmatin ATTACHMENT D-1 e-verify Affidavit Cmplete, execute and place under TAB 9 f submitted prpsal ATTACHMENT E Cmpany Hiring Plicy Cmplete, execute and place under TAB 10 f submitted prpsal ATTACHMENT F ATTACHMENT G ATTACHMENT H Cntractr s Certificatin Cncerning EEO Cmplete, execute and place under TAB 11 f submitted prpsal Frm f Nn-Cllusive Affidavit Cmplete, execute and place under TAB 12 f submitted prpsal Frm HUD 5370-C General Cnditins fr Nn-Cnstructin Cntracts Sectin I NOTES: 1. Attachments A, B, C, D-1, E, F & G are t cmpleted, executed and placed under their crrespnding tabs in the submitted prpsals as listed abve. 2. Attachments D and H are infrmatinal and shuld NOT be included in the Prpser(s) prpsal i