CITY OF FARMINGTON 800 MUNICIPAL DRIVE FARMINGTON, NEW MEXICO Credit Repair and Financial Literacy Classes RFQ #

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1 CITY OF FARMINGTON 800 MUNICIPAL DRIVE FARMINGTON, NEW MEXICO Credit Repair and Financial Literacy Classes RFQ # QUOTE DUE DATE March 14, :00 p.m. DEADLINE FOR QUESTIONS March 1, :00 p.m. 1

2 Table of Contents Section Page Acknowledgment of Receipt Form... 3 Request for Quotes - Submittal... 4 Notice to Offerors... 5 General Conditions... 6 I. Background Information General Information Scope of Work Requirements of Offerors Information Provided by City Intent II. Quote Process Introduction Schedule Due Date Inquiries Signing of Quotes and Authorization to Negotiate Period of Acceptance Binding Offers Subcontracts and Other Contractual Arrangements Independence of the Offeror Laws and Regulations Confidentiality Prohibited Contacts Bribery and Kickbacks Protest Deadline Agreement Contract Length References Conflict of Interest Debarment, Suspension, and Ineligibility III. Quote Format Requirements General Format for Quotes Organization of Materials Contents of Quote IV. Evaluation Criteria for Award Presentation Agenda Presentation Schedule Cost Proposal... Exhibit A Offeror's Estimate of Taxes... Exhibit B Campaign Contribution Disclosure Form... Exhibit C Draft Agreement... Exhibit D 2

3 Credit Repair and Financial Literacy Classes RFQ # March 14, 2017 at 2:00 p.m. ACKNOWLEDGEMENT OF RECEIPT FORM In acknowledgement of receipt of the Credit Repair and Financial Literacy Classes distribution packet # , the undersigned agrees that he/she has received a complete copy, beginning with the title page and ending with the Draft Agreement, for a total of 36 pages. In order to receive copies of all future communications, relating to, and including amendments to this distribution packet # , return this acknowledgement form no later than March 1, Returning this form is not mandatory to submit a bid. FIRM: REPRESENTED BY: TITLE: PHONE: FAX: ADDRESS: CITY: STATE: ZIP: SIGNATURE: DATE: This name and address will be used for all correspondence related to document # Firm does / does not (circle one) intend to respond to Credit Repair and Financial Literacy Classes, # If firm does not intend to reply, please give a brief reason for not responding: Return to: Sharron Dunn, CPPB, Buyer I City of Farmington Central Purchasing 800 Municipal Drive Farmington, NM Phone: (505) Fax: (505) sdunn@fmtn.org ed and Faxed Copies of this form will be accepted. 3

4 REQUEST FOR QUOTES ************************************ RFQ TITLE: Credit Repair and Financial Literacy Classes RFQ #: *********************************** PROPOSALS SHALL BE DELIVERED TO: CITY OF FARMINGTON CENTRAL PURCHASING DEPARTMENT 800 MUNICIPAL DRIVE (Mailing Address) 805 MUNICIPAL DRIVE (Physical Location) FARMINGTON, NM FAX: DATE DUE: March 14, 2017 at 2:00 p.m. Approved as to form: /s/rosalyn Potter Rosalyn Potter, CPPB Contracts Administrator If you have any questions regarding this RFQ, please contact: /s/sharron Dunn Sharron Dunn, CPPB, Buyer I Telephone Number: (505) DEADLINE FOR QUESTION: DATE: March 1, 2017 TIME: 2:00 p.m. IMPORTANT ED OR FAXED RFQ S WILL BE ACCEPTED. The undersigned declares that the amount and nature of the service to be furnished is understood and that the nature of this quote is in strict accordance with the conditions set forth and is part of this Request for Quotes ( RFQ ), and that the undersigned Offeror has read and understands the scope and conditions of the RFQ. The undersigned, in submitting this quote, represents that Offeror is an equal opportunity employer, and will not discriminate with regard to race, age, religion, color, national origin, ancestry, sex, or physical or mental handicap as specified in Sec NMSA 1978 in the performance of this contract between Offeror and the City of Farmington ( CITY ). The undersigned hereby proposes to perform necessary professional services for the amount and upon the conditions stated in this quote after notice of award of the contract. This RFQ is subject to the Purchase Order Terms and Conditions, Quote Requirements, Scope of Work and any subsequent contract or agreement. OFFEROR MUST COMPLETE THE FOLLOWING COMPANY NAME / MAILING ADDRESS / CITY / STATE / ZIP (please print) CONTACT PERSON (please print) TELEPHONE To be a valid quote, Offeror must sign here Title In-State/Resident Veterans Preference will be applied only to those Offerors who have been issued a certification number from the State of New Mexico Taxation and Revenue Department and return a copy of their certificate with their proposal. In- State/Resident Veterans Preference certification approval is required at the time of the quote opening to be eligible. Please check here if you qualify for either preference and have included a certificate with your response. Offeror must check the appropriate box below: If applicable, OFFEROR ACKNOWLEDGES RECEIPT OF THE FOLLOWING AMENDMENT(S): Addendum No. Dated Addendum No. Dated Addendum No. Dated Addendum No. Dated 4

5 CITY OF FARMINGTON, NEW MEXICO NOTICE TO BIDDERS Credit Repair and Financial Literacy Classes, RFQ # March 14, 2:00 p.m. Request for Quote (RFQ) documents may be retrieved by accessing the Purchasing page of the City of Farmington website, by calling (505) or visiting the Central Purchasing Office at 805 Municipal Drive, Farmington, New Mexico. The above document has been issued by the City of Farmington for a competitive solicitation. Interested parties may obtain documents as described above. 5

6 GENERAL CONDITIONS The City of Farmington (City) is requesting quotes (RFQs) for Credit Repair and Financial Literacy Classes, RFQ # Quotes must include, but are not limited to, the requirements set forth in the RFQ. Quotes deposited with the City may be withdrawn or modified prior to the time set for opening of quotes by delivering written notice on company letterhead. The opening of quotes shall be conducted in private in order to maintain the confidentiality of the information/data provided. Quotes will remain confidential during the negotiation process. Pursuant to NMSA 1978, Offerors submitting quotes may be afforded an opportunity for discussion and revision of quotes. Revisions may be permitted after submissions of quotes and prior to award for the purpose of obtaining best and final offers. Negotiations may be conducted with responsible Offerors who submit quotes found to be reasonably likely to be selected for award. The City will open all quotes, assign an evaluation committee and evaluate all quotes; determine the need for, and conduct any negotiation; and make a final recommendation to the City Council for award of the agreement or contract. The agreement or contract award shall be made to the responsible Offeror or Offerors whose quote is most advantageous to the City, taking into consideration the evaluation factors set forth in the RFP. The Quote total shall exclude all applicable taxes including applicable New Mexico Gross Receipts Tax or applicable local option tax. The City will pay the successful Offeror for any taxes due on the agreement or contract and will pay any increase in applicable taxes which become effective after the date the agreement or contract is entered into in addition to the Quote total amount. Taxes shall be shown as a separate line item and separate amount on the invoice. The Offeror shall complete the Offeror s Estimate of Taxes and shall identify by name each tax Offeror believes to be applicable to the agreement or contract and shall estimate the amount of each tax which will be billed to the City. The City reserves the right to reject any or all quotes, cancel the RFQ in its entirety or to waive irregularities at its option when it is in the best interest of the City of Farmington. Award of the contract is contingent upon the budgeting and appropriation of funds for continuation of the professional services contemplated by this RFP. 6

7 1. General Information Request for Quotes Credit Repair and Financial Literacy Classes RFQ I. Background Information a. The City of Farmington, New Mexico is seeking Offers from qualified firms and non-profit organizations (Offerors) interested in receiving Community Development Block Grant (CDBG) funding for public service Credit Repair/Financial Literacy Classes. The classes will be offered to Low and Moderate Income Persons who reside in the City of Farmington. Income verification will be in accordance with HUD requirements. A total funding amount of $9, is available for these services. 2. Scope of Work a. Qualifications The Offeror shall provide a qualified individual with a background in financial and credit education to provide Credit Repair/Financial Literacy Classes to Low and Moderate Income Limited Clientele (LMC). Budget and credit counseling are considered high priority needs in the community and special attention will be paid to these issues in the financial literacy/credit repair classes. b. Low and Moderate Income Benefit Offeror shall create applications, collect application information, and verify income for Low and Moderate Income Limited Clientele (LMC). This is an activity which provides benefits only to persons whose family income meets the City of Farmington By-Family-Size Income Limits. The income shall be reported as the number of individuals or family assisted, which are at or below eighty percent (80%) MFI (Median Family Income), at or below fifty percent (50%), and at or below thirty percent (30%) MFI. A key provision of LMC projects is that all persons assisted must have their family income level verified. Other students may attend the classes, but their tuition will not be funded by this grant if they do not meet HUD income levels. c. Classroom Arrangements The awarded Offeror with the assistance of City staff shall arrange for and schedule the classroom space and times in City facilities, Community Centers or other approved locations within CDBG targeted neighborhoods. The classes must be taught in an ADA accessible facility. 7

8 The Offeror shall notify staff if assistance is needed for limited English proficiency (LEP) persons to be present at classes. The Offeror shall work with staff on marketing flyers for the classes. Together they shall develop English, Spanish and Navajo flyers to advertise the classes. The Offeror shall market the classes to residents of targeted neighborhoods, lending institutions, realtors, social service agencies, as well as large/small employers. The Offeror shall acquire participants for the classes with the assistance of City staff. The Offeror shall coordinate with City staff childcare activities when needed. The Offeror shall work with City staff to make sure that the classes are successful. d. Offerors Approach List the days of the week and hours Offeror is available to provide classes. The City s intent is to provide services to a minimum of 60 (LMC) participants. Please describe the format of the classes you would provide, minimum and maximum number of students in each class, the proposed session length and the proposed content of the classes. Please describe the learning objective of the classes Offeror proposes, the length of classroom time that is necessary to meet those objectives and the measurement tool Offeror will use to measure the results. e. Record Keeping The Contractor must maintain financial records, receipts for costs and expenses for a minimum of four (4) years from the end of classes. Client records must include race/ethnicity, income levels, hours of service, and residency. Copies of the income documentation must be kept in the records. Records are subject to monitoring by the City and by HUD. 3. Requirements of Offerors a. Required Environmental Review Prior to the disbursement of funds, all CDBG projects must be assessed in accordance with the provisions of the National Environmental Policy Act of 1969 (NEPA). Where possible, NEPA assessments will be prepared by City Staff. An educational class is expected to require only the filing of an 8

9 exemption level review. If this is the case, City staff plans to prepare the report. b. Nondiscrimination All funded recipients must agree not to discriminate on the basis of race, color, ancestry, national origin, religion, sex, sexual preference or gender identity, age, marital status, family status, source of income, physical or mental disability, or any other arbitrary basis. (24 CFR Parts 5, 200, 203, 236, 400, 570) c. Affirmative Marketing and Class Advertisement All advertising must conform to Affirmative Marketing procedures approved by HUD (HUD-935.2). City of Farmington CDBG staff will assist with the marketing of the classes by reviewing advertisements and by physically posting bi-lingual advertisements of the class at standard locations targeting special needs populations in conformance with the City of Farmington CDBG Public Participation Plan. d. Conflict of Interest Employees, agents, consultants, officers and officials of the City who exercise any functions or responsibilities with respect to activities assisted with CDBG funds, or who are in a position to participate in a decisionmaking process or gain inside information with respect to these activities, are prohibited, during their tenure and for one year thereafter, from obtaining financial interest or benefit from CDBG-assisted activities, or from having an interest in any contract or subcontract, either for themselves or those with whom they have family or business ties. Funding recipients are responsible for ensuring that such conflicts of interest do not occur. e. Religious Organizations The Sub-recipient agrees that all funds and/or programs under this Agreement, which includes faith-based organizations, will be subject to the requirements of 24 CFR Part (j), amended September 30, f. Handicapped accessibility The classes must be taught in an ADA accessible facility, and reasonable accommodations must be made for clients. e. Timeliness CDBG funds are granted annually and must be obligated within the program year. However, the City reserves the right to require the funds be spent at such time as determined appropriate on a case-by-case basis. 9

10 4. Information Provided by the City 5. Intent a. Offerors are solely responsible for conducting their own independent research, due diligence or other work necessary for the preparation of quotes, negotiation of agreements, and the subsequent delivery of services pursuant to any agreement. In no event may Offerors rely on any oral statement. b. Should an Offeror find discrepancies in, or omissions from, this RFQ and related documents, or should Offeror be in doubt as to meaning, Offeror shall immediately notify the City s designated representative and, if necessary, a written addenda will be ed to each Offeror who has returned the Acknowledgement of Receipt form, included in this document as Page 3. Each Offeror requesting an interpretation will be responsible for the delivery of such requests to the City s designated representative in writing as outlined in this RFQ. The City will not be bound by, nor responsible for, any explanation or interpretation of the proposed documents other than those given in writing. a. It is the intent of the City to award the contract to the most qualified, responsible Offeror(s) as detailed in the Scope of Work, and with consideration of the potential costs for services. The City will negotiate with the Offeror(s) deemed most qualified by the City to address the specific services to be provided, the time and order of services, staffing, areas of responsibility and proposed fee structure, including the amount and method of payment. 10

11 II. Quote Process 1. Introduction a. Until the final award, the City reserves the right to reject any and/or all submittals, to waive technicalities, to re-advertise, or to otherwise proceed when the best interest of the City will be realized. This procurement is governed by the New Mexico State Statutes 1978, Chapter 13, Public Purchases and Property. 2. Schedule a. It is the City s intent to adhere to the following schedule. However, the City reserves the right to modify this schedule. Activity Preliminary Schedule Date Issue RFQ February 15, 2017 Deadline for Questions Quote Due Date March 1, 2017 at 2:00 p.m. March 14, 2017 at 2:00 p.m. 3. Due Date a. Quotes shall be due no later than March 14, 2:00 p.m. The Submittal Form (see page 4); the cost proposal form; and the Campaign Contribution Disclosure Form must be completed, signed, and incorporated into the proposal. Envelopes or boxes or s should be clearly marked Credit Repair and Financial Literacy Classes, RFQ b. Offerors are fully responsible for timely delivery of quotes. Any Quote received after the stated closing time will be returned unopened. If quotes are sent by mail to the Central Purchasing Office, the Offeror shall be responsible for actual delivery of the quote to the Central Purchasing Office before the advertised date and hour for the opening. Quotes which are delayed will not be considered and will be returned unopened. 4. Deadline for Questions a. Deadline for questions is March 1, 2017 at 2:00 p.m. The purpose is to answer any questions, as might arise, with respect to the requirements and execution of the quote. Questions and answers will be posted as an Addendum and offerors interested in receiving the addendum may obtain them from the website at or by contacting the Central Purchasing Office at

12 5. Inquiries a. Questions and/or clarifications concerning this RFQ will be accepted in writing through March 1, 2017 at 2:00 p.m. Requests may be transmitted via facsimile or . Written responses to all written inquiries will be provided and distributed to all recipients of this RFQ. Responses and addenda to this RFQ, if necessary, are scheduled to be issued by March 2, No Offeror may rely upon oral responses made by any City employee or any representative of the City. Questions and/or clarifications concerning this RFQ shall be directed to: Sharron Dunn, CPPB, Buyer I Phone: (505) Fax: (505) sdunn@fmtn.org b. The only approved contact shall be with the above referenced purchasing staff. Offerors making contact with any other City official, evaluation committee member, or City employee regarding this RFQ may be disqualified. c. Offerors shall have no claim against the City for failure to obtain information made available by the City which the Offeror could have remedied through the exercise of due diligence. 6. Signing of Quotes and Authorization to Negotiate a. The original quote shall be executed by a duly authorized officer of the Offeror. The Offeror must also identify those persons authorized to negotiate on its behalf with the City in connection with this RFQ (see Section III Item 3.c.). 7. Period of Acceptance a. All quotes must remain valid for a minimum period of ninety (90) days after the Quote Due Date. No proposal may be modified or withdrawn by the Offeror during this period of time unless prior written permission is granted by the City. b. The City reserves the right to request additional information from the Offeror at any time during the selection process. The City also reserves the right to extend by thirty (30) days the quote of any Offeror, at no additional cost to the City, to allow for the completion of the final contract documents. If the notification of selection of an Offeror or request for time extension has not been made by the City after ninety (90) days, Offerors may, at their discretion, withdraw their quotes or provide the City with written extensions of time. 8. Binding Offers a. All quotes submitted by Offeror are required to be binding offers, enabling acceptance by the City to form a binding contract. Proposals are to remain as binding offers for the full period of time of the initial 90-day Period of Acceptance 12

13 and as such time period may be extended by the City. The City reserves the right to request revisions to proposals, prior to award, for the purpose of obtaining best and final offers. 9. Subcontracts and Other Contractual Arrangements a. The use of subcontracts or other contractual arrangements to provide the requested services is permitted. The City, however, is looking for a contracting entity that provides for a single, technically and financially capable party to be fully responsible to the City for all contractual obligations. b. All existing or anticipated subcontracting and other arrangements relating to the entity that will contract with the City and to the services to be provided by such entity must be fully and clearly disclosed in proposals and are subject to further clarification by the Offeror, and the review and approval by the City. 10. Independence of the Offeror a. The employees, officers and agents of the Offeror are not, nor shall they be deemed for any purpose, employees or agents of the City, nor shall they be entitled to any rights, benefits, or privileges of City employees. It is understood that the relationship of the Offeror to City, if a contract is successfully negotiated, will be that of independent contractor. 11. Laws and Regulations a. This procurement shall be governed by, construed, and enforced in accordance with the laws of the State of New Mexico, and the laws, ordinances, rules and regulations of the City of Farmington. The City also requires that all responses to this RFP, and any contracts that may arise as a result of this procurement, be in accordance with laws, ordinances, and regulations of the State of New Mexico and the City of Farmington, New Mexico. 12. Confidentiality a. It is understood by the Seller or Offeror and the City that the City is a New Mexico municipal corporation and, as such, is subject to the provisions of the New Mexico Inspection of Public Records, Section through NMSA 1978 and the New Mexico Public Records Act, Chapter 14, Article 3 NMSA In the event Seller or Offeror has responded to a City Request for Quotes (RFQ), Request For Bid (RFB) or a City Request For Proposal (RFP) and marked all or any part of the information submitted as CONFIDENTIAL INFORMATION or as PROPRIETARY INFORMATION, City agrees to notify Seller of any third party request for any rates, terms, compensation amounts, or other information documented in the Purchase Order, Agreement, or Contract. To the extent Seller or Offeror provides City with written direction to withhold such requested Confidential Information or Proprietary Information and litigation results, Seller or Offeror agrees that the action would be brought in a New Mexico court of competent jurisdiction 13

14 under New Mexico law. Seller or Offeror, being aware of said facts, agrees to provide legal counsel on behalf of the City in any such litigation and shall bear the complete cost of litigation, including attorney fees and court costs. If Seller or Offeror fails or refuses to provide legal counsel at its expense within ten (10) calendar days after written notification, as aforesaid, such failure may result in the City agreeing to release the Purchase Order, Agreement, or Contract or any portion thereof which is relevant to the denied request. b. Confidential data are normally restricted to confidential financial information concerning the Offeror s organization and data that qualifies as a trade secret in accordance with the Uniform Trade Secrets Act, 57-3A-1 to 57-3A-7 NMSA, Prohibited Contacts a. The Offeror, including any person affiliated with or in any way related to the Offeror, is strictly prohibited from any contact with members of the City Council, City staff or the City consultants on any matter having to do in any respect with this RFQ other than as outlined herein. Failure by any Offeror to adhere to this prohibition may, at the sole discretion of the City, result in disqualification and rejection of any proposal. 14. Bribery and Kickbacks a. By law (Section , NMSA, 1978) the City is required to inform Offerors of the following: (1) it is a third-degree felony under New Mexico law to commit the offense of bribery of a public officer or public employee (Section , NMSA, 1978); (2) it is a third-degree felony to commit the offense of demanding or receiving a bribe by a public officer or public employee (Section , NMSA, 1978); (3) it is a fourth-degree felony to commit the offense of soliciting or receiving illegal kickbacks (Section , NMSA, 1978); (4) it is a fourthdegree felony to commit the offense of offering or paying illegal kickbacks (Section , NMSA, 1978). 15. Protest Deadline a. Any protest by an Offeror must be timely and in conformance with Section , NMSA, 1978 and applicable procurement regulations. The fifteen (15) day protest period for responsive Offerors shall begin on the day following the City s written notification to all responding Offerors. Protests must be written and must include the name and address of the protestor and the number assigned to this RFQ by the City. It also must contain a statement of grounds for protest including appropriate supporting exhibits. The timely protest must be delivered to: Ms. Kristi Benson, CPPO, CPPB Chief Procurement Officer Central Purchasing Division City of Farmington 800 Municipal Drive (Mailing Address) OR 14

15 805 Municipal Drive (Physical Location) Farmington, NM Agreement a. A draft agreement is attached as Exhibit D. A written contract will be entered into between the City and the successful Offeror. 17. Contract Length a. The term of the Agreement shall be in effect until completion of services, subject to earlier termination or extension pursuant to the Agreement provisions; 18. References a. The Offeror shall provide a list of three (3) references of clients whom are being provided the same or similar type service. The reference list shall include current clients which services have been provided within the past three (3) years and shall provide a contact person, telephone number and address. The City reserves the right to contact clients for reference checks. 19. Conflict of Interest a. Offeror warrants that it presently has no interest and will not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of service under this contract. b. Offeror must notify the City s Chief Procurement Officer if any employee(s) of the requesting department or the Central Purchasing Division have a financial interest in the Offeror. If yes, the Offeror must specify the employee(s) name in their proposal. 20. Debarment, Suspension, and Ineligibility a. By submitting a response (RFQ/Bid/Offer) to this solicitation, the business (Bidder/Offeror/Contractor) represents and warrants that it is not debarred, suspended, or placed in ineligibility status under the provisions of Federal Executive Order

16 III. Quote Format Requirements 1. General Format for Quotes a. To facilitate comparison and evaluation, Offerors must follow the format outlined in this section. Failure of an Offeror to follow the required format, may, at the sole discretion of the City, result in the rejection of the submittal. Quotes shall contain concise written material and illustrations that enable a clear understanding and evaluation of the capabilities of the Offeror. Legibility, clarity, and completeness are essential. The City, at its sole discretion, may reject any Q which is unclear in any way. 2. Organization of Materials a. Proposals must be organized in the following manner: 3. Contents of Quote (1) Submittal Form, page 4; Cost Proposal, Exhibit A; Campaign Contribution Disclosure Form, Exhibit C. (2) Cover Letter (3) Table of Contents (4) Qualifications and Experience with governmental entities 1. Professional Resumes 2. Experience and Background (5) Minimum requirements listed in the Scope of Work (6) References with a minimum of three (3) years of experience. (7) Contractual Considerations of Draft Agreement a. The Offeror must provide the required information both as to itself and any other person, including without limitation, any corporation, partnership, contractor, joint venture, consortium, or individual which the Offeror intends to assign to a key management role in the proposed agreement with the City or to which the Offeror intends to assign material responsibilities under any such agreement. b. Submittal Form and Form of Quote (1) The submittal form is included as Page 4, the cost proposal is included as Exhibit A, and the Campaign Contribution Disclosure Form is included as Exhibit C. They must be completed, signed and incorporated into the submitted proposal. Failure to do so may result in disqualification. c. Cover Letter (1) The cover letter shall constitute a firm offer to the City and be utilized to introduce the Offeror. Cover letters should contain the following information: 16

17 d. Table of Contents 1. Designation of the business entity that will contract with the City; 2. Identification of the principal contact person for the Offeror and an alternate contact person together with addresses, telephone and facsimile numbers, and address; 3. A clear statement indicating that the attached proposal constitutes a firm and binding offer by the Offeror to the City; and 4. A clear statement indicating that all information in support of the proposal is accurate, truthful, and factual. (1) Quotes should contain a detailed table of contents listing major sections and subsections which correspond to the requirements of the RFQ. The table of contents should also list all tables, exhibits, figures, etc. contained in the quote. e. Qualifications and Experience (1) Professional Resumes of each key staff member, organized as follows: 1. Professional background 2. Current and past relevant experience 3. Education 4. Certifications 5. A listing of directly relevant projects of similar nature which includes the project name, project description, and role of staff member in project. f. Offeror to submit any requested changes/additions to the Draft Agreement. 17

18 IV. Evaluation 1. Criteria for Award a. The City will receive quotes from firms having specific experience, resources and qualifications in the proposed scope of work. Quotes for consideration for this project must contain evidence of the firm's experience and abilities in the specified area and other disciplines directly related to the proposed services. Other information required by the City to be submitted in response to this RFQ is included elsewhere in this solicitation. A selection committee will review and evaluate all replies and detailed quotes, may conduct oral presentations or a combination of both, unless otherwise indicated in this solicitation. The selection committee will have only the response to this solicitation to review for selection of finalists and, therefore, it is important that Offerors emphasize specific information considered pertinent to the services to be provided. Evaluation of the responses will be based on the following criteria: 25 Points 25 Points 20 points 30 points Adequacy of proposed approach to the tasks described in Scope of Services. Experience and qualifications of Offeror staff to perform tasks described in this RFP. Adequacy of proposed project management and resources to be utilized by the Offeror. Hourly Rate The Offeror with the lowest hourly rate will receive a total of 30 points. Each succeeding offer will receive a quota of points computed as follows: Lowest Offer ($ ) X 30 = Points Higher Offer ($ ) Price Evaluation 100 Points Proposals will be evaluated based on the above 100 points of the evaluation criteria for final negotiations with the top rated firm. 18

19 2. Presentation Agenda if required a. Offerors should be prepared to speak on the following issues during the course of their presentation. Grasp of Project Requirements - Discussion of firm's analysis and level of interest. Design Approach/Methodology - Discussion of the methodology the firm proposes to use in providing the required services. Key Personnel and Roles - Discussion of personal qualifications and professional skills of key individuals. Pertinent Experience of the Firm - Discussion of related projects presented as previous work of the firm. 3. Presentation Schedule if required a. A Presentation Schedule of the top evaluated firms that will be continuing in the evaluation process will be issued. Offeror s proposal will be utilized by the evaluation committee and any additional presentation material shall be distributed at the time of Offeror's presentation. City personnel will be available during the Offeror's set-up period, and during the presentation to offer assistance. b. A one (1) hour maximum time allotment will be available for each firm. A fifteen (15) minute question and answer period shall be incorporated within the presentation period. c. The City requests that Offerors address all concerns outlined in the RFQ during their scheduled presentation. The RFQ outlines the City s project summary and it is our intent to refine in detail the scope of services, additional requirements and agreement format during negotiations with the top evaluated firm. 19

20 Credit Repair and Financial Literacy Classes RFQ # EXHIBIT A COST PROPOSAL A. Hourly Rate: $ B. References: Name Telephone Number Address C. Experience

21 EXHIBIT B OFFEROR S ESTIMATE OF TAXES The City of Farmington issues Type 9 Non-Taxable Transaction Certificates (NTTC's) and is tax exempt for purchases of TANGIBLE PERSONAL PROPERTY ONLY. These certificates may not be used to purchase construction materials to be used in construction projects. To receive an NTTC please contact Accounts Payable at Determinations for applicable tax classification should be made by the Taxation and Revenue Department or your tax consultant. Please call for the Farmington branch or for the State office. I, the official signature on the Cost of Proposal, hereby swear that I am duly authorized to legally bind the prospective contractor to this estimate of taxes certification. Hereby as Offeror, I certify that Offeror has made a diligent effort to ascertain and identify all taxes which will be charged to the City against this Proposal and that, in Offeror's opinion, the taxes identified below and the amount shown for all of the taxes which will be charged in addition to the total costs shown on the Cost of Proposal. I affirm Offeror will submit payment on the State of New Mexico periodic CRS-1 report for actual taxes due, as estimated below, to the State of New Mexico Taxation and Revenue Department, accurately identifying the appropriate governmental entity to receive credit for taxes paid. I am fully aware that this certification is made under penalty of perjury under the laws of the State of New Mexico. New Mexico Gross Receipts Tax % $ Offeror s Initial Here to Certify Compliance Compensating Tax % $ Other % $ Offeror s New Mexico CRS Identification Number

22 EXHIBIT C CAMPAIGN CONTRIBUTION DISCLOSURE FORM Pursuant to Chapter 81, Laws of 2006, any prospective contractor seeking to enter into a contract with any state agency or local public body must file this form with that state agency or local public body. The prospective contractor must disclose whether they, a family member or a representative of the prospective contractor has made a campaign contribution to an applicable public official of the state or a local public body during the two years prior to the date on which the contractor submits a proposal or, in the case of a sole source or small purchase contract, the two years prior to the date the contractor signs the contract, if the aggregate total of contributions given by the prospective contractor, a family member or a representative of the prospective contractor to the public official exceeds two hundred and fifty dollars ($250) over the two year period. THIS FORM MUST BE FILED BY ANY PROSPECTIVE CONTRACTOR WHETHER OR NOT THEY, THEIR FAMILY MEMBER, OR THEIR REPRESENTATIVE HAS MADE ANY CONTRIBUTIONS SUBJECT TO DISCLOSURE. The following definitions apply: Applicable public official means a person elected to an office or a person appointed to complete a term of an elected office, who has the authority to award or influence the award of the contract for which the prospective contractor is submitting a competitive sealed proposal or who has the authority to negotiate a sole source or small purchase contract that may be awarded without submission of a sealed competitive proposal. Campaign Contribution means a gift, subscription, loan, advance or deposit of money or other thing of value, including the estimated value of an in-kind contribution, that is made to or received by an applicable public official or any person authorized to raise, collect or expend contributions on that official s behalf for the purpose of electing the official to either statewide or local office. Campaign Contribution includes the payment of a debt incurred in an election campaign, but does not include the value of services provided without compensation or unreimbursed travel or other personal expenses of individuals who volunteer a portion or all of their time on behalf of a candidate or political committee, nor does it include the administrative or solicitation expenses of a political committee that are paid by an organization that sponsors the committee. Contract means any agreement for the procurement of items of tangible personal property, services, professional services, or construction. Family member means spouse, father, mother, child, father-in-law, mother-in-law, daughterin-law or son-in-law. Pendency of the procurement process means the time period commencing with the public notice of the request for proposals and ending with the award of the contract or the cancellation of the request for proposals. Person means any corporation, partnership, individual, joint venture, association or any other private legal entity

23 Prospective contractor means a person who is subject to the competitive sealed proposal process set forth in the Procurement Code or is not required to submit a competitive sealed proposal because that person qualifies for a sole source or a small purchase contract. Representative of a prospective contractor means an officer or director of a corporation, a member or manager of a limited liability corporation, a partner of a partnership or a trustee of a trust of the prospective contractor. DISCLOSURE OF CONTRIBUTIONS MADE TO: Mayor Tommy Roberts, Councilor Linda G. Rodgers, Councilor Nathan Duckett, Councilor Gayla McCulloch and Councilor Sean E. Sharer: Contribution Made By: Relation to Prospective Contractor: Name of Applicable Public Official: Date Contribution(s) Made: Amount(s) of Contribution(s) Nature of Contribution(s) Purpose of Contribution(s) Signature Date Title (position) --OR NO CONTRIBUTIONS IN THE AGGREGATE TOTAL OVER TWO HUNDRED FIFTY DOLLARS ($250) WERE MADE to an applicable public official by me, a family member or representative. Signature Date Title (Position) 23

24 EXHIBIT D DRAFT AGREEMENT Community Development Block Grant (CDBG) Credit Repair and Financial Literacy Classes Contract # THIS AGREEMENT (hereafter Agreement ) is made and entered into this day of, 2017 ( Effective Date ) by and between the City of Farmington, New Mexico, a New Mexico municipal corporation (hereinafter referred to as the CITY ), and (hereinafter referred to as the CONTRACTOR ). CITY and CONTRACTOR may be referred to collectively as parties or singularly as party. WITNESSETH: WHEREAS, CITY has applied for and received Community Development Block Grant ( CDBG ) funds from the United States Government under Title I of the Housing and Community Development Act of 1974 (Public Law ), as amended; and WHEREAS, CITY has determined that it must provide basic services to ensure that certain and various residents are afforded access to basic services required to maintain a reasonable quality of life; and, WHEREAS, CONTRACTOR has represented to CITY that it is specifically qualified to perform certain basic services of the nature contemplated by this Agreement; and WHEREAS, CITY desires to engage the services of CONTRACTOR and CONTRACTOR desires to perform such services for CITY in accordance with this Agreement. NOW THEREFORE, in consideration of the promises and mutual obligations as herein established, the parties hereto mutually agree as follows: 1. The Scope of Services (hereafter Services ) for Public Service Projects to be performed by CONTRACTOR is generally described below: Credit repair and financial literacy classes CONTRACTOR shall provide a qualified individual with a background in financial and credit education to provide Credit Repair/Financial Literacy Classes to Low and Moderate Income Limited Clientele (LMC). Budget and credit counseling are considered high priority needs in the community and CONTRACTOR shall pay special attention to these issues in the financial literacy/credit repair classes. CONTRACTOR shall create applications, collect application information, and verify income for Low and Moderate Income Limited Clientele (LMC). This is an activity which provides benefits only to persons whose family income meets the City of Farmington By-Family-Size Income 24

25 Limits. The income shall be reported as the number of individuals or family assisted, which are at or below eighty percent (80%) MFI (Median Family Income), at or below fifty percent (50%), and at or below thirty percent (30%) MFI. A key provision of LMC projects is that all persons assisted must have their family income level verified. Other students may attend the classes, but their tuition will not be funded by this grant if they do not meet HUD income levels. CONTRACTOR with the assistance of City staff shall arrange for and schedule the classroom space and times in City facilities, Community Centers, or other approved locations within CDBG targeted neighborhoods. The classes must be taught in an ADA accessible facility. CONTRACTOR shall notify City staff if assistance is needed for limited English proficiency (LEP) persons to be present at classes. CONTRACTOR shall work with staff on marketing flyers for the classes. Together they shall develop English, Spanish and Navajo flyers to advertise the classes. CONTRACTOR shall market the classes to residents of targeted neighborhoods, lending institutions, realtors, social service agencies, as well as large/small employers. CONTRACTOR shall acquire participants for the classes with the assistance of City staff. CONTRACTOR shall coordinate with City staff childcare activities when needed. CONTRACTOR shall work with City staff to make sure that the classes are successful. CONTRACTOR will initiate performance of Services only upon written authorization by an authorized CITY representative. Such authorization is dependent upon and subject to CITY s receipt of an approved environmental review issued by Housing and Urban Development ( HUD ). CONTRACTOR shall obtain (and maintain) all necessary licenses, approvals, and permits required by federal, state, and local laws, rules, ordinances, and regulations. Contractor shall also provide copies of any such documents to CITY prior to initiating performance of any Services. CONTRACTOR will invoice the CITY after each class. CONTRACTOR will provide a report after each class, including the number of clients, hours of class, race/ethnicity of students, number of disabled students, and the number of female heads of households. Such accounting will be in accordance with generally accepted accounting principles and practices. Income Verification - The income of the assisted families must be no higher than eighty percent (80%) of median family income (MFI) as reported by the American Community Survey for the city of Farmington, New Mexico. The most current American Community Survey three (3) year average data published shall be used as the benchmark. The CONTRACTOR shall verify in writing the family income. Acceptable forms of verification include tax returns, two recent pay stubs, W-2's, social security documents etc. Client income shall not exceed the HUD FY 2016 Income Limits below. These limits are subject to change by HUD. The CONTRACTOR shall verify that the rates are current by visiting the HUD website on a regular basis. 25

26 FY 2016 Income Limit Area Farmington, NM MSA Median Income $57,700 FY 2016 Income Limit Category Very Low (50%) Income Limits Extremely Low (30%) Income Limits Low (80%) Income Limits FY 2016 Income Limits Summary Persons in Family ,200 23,100 26,000 28,850 31,200 33,500 35,800 38,100 12,150 16,020 20,160 24,300 28,440 32,580 35,800 38,100 32,350 36,950 41,550 46,150 49,850 53,550 57,250 60,950 CONTRACTOR shall provide the CITY with accomplishment data related to this Agreement as follows: The numbers of individuals or families assisted, their race, income, gender of the head of household, whether or not they are disabled, and type of service provided shall be submitted along with the invoices. The income shall be reported as the number of individuals or families assisted, which are at or below eighty percent (80%) MFI, at or below fifty percent (50%) MFI, and at or below thirty percent (30%) MFI. CONTRACTOR shall provide a written annual summary of accomplishments within ten (10) calendar days of the fiscal year ending September 30 of each year. All activities funded through this agreement must be readily accessible to, and useable by, persons with disabilities, in accordance with 24 CFR 8.4, 8.20, and 8.21 (c) (2). 2. Time of Performance: Services shall begin and be completed no later than. Services performed by the CONTRACTOR are to commence at the time authorized in writing by the CITY. The Services will then be undertaken and completed in such a manner and sequence to ensure their completion in accordance with this Agreement, including cost limitations and time schedule. 3. Compensation: A. The maximum compensation paid to CONTRACTOR for performing the Services specified in this Agreement shall not exceed nine thousand eight hundred fifty dollars ($9,850), which amount shall include any applicable gross receipts taxes. Such amount shall constitute full and complete compensation (subject to the limitations herein) for the CONTRACTOR s Services under this Agreement, including all expenditures made and expenses incurred by the CONTRACTOR in performing Services. B. CITY will compensate CONTRACTOR on an invoice basis. Invoices will be supported with applicable backup documentation, as the CITY may reasonably require. Prior to disbursement of compensation/funds, invoices are subject to approval by an authorized CITY representative. C. Payment terms applicable to CONTRACTOR compensation will be net thirty (30) calendar days after receipt of an undisputed invoice. Except as otherwise provided for in this Agreement, payment and processing of invoices shall be subject to the CITY s Purchase Order General Terms and Conditions. Disputed amounts will be brought to the attention of the CONTRACTOR within fifteen (15) calendar days from receipt of such invoice and may require 26

27 re-submittal to the CITY for processing and payment. Any re-submitted invoice shall be processed and paid under the same terms as an original invoice and without penalty to CITY for delays involving such dispute. 4. Amendment to Agreement: Change(s) to this Agreement shall be incorporated by an Amendment, which shall be effective only upon execution by authorized agents of the parties. 5. Establishment and Maintenance of Records: Records shall be maintained in accordance with requirements (if any) prescribed by the CITY with respect to all matters covered by this Agreement. Except as otherwise authorized by the Community Development Department of the City of Farmington, such records shall be maintained and made available to the CITY upon written request for a period of not less than four (4) years from the end of classes by CONTRACTOR under this Agreement. 6. Reports and Information: CONTRACTOR shall furnish statements, records, data and/or any other information pertaining to this Agreement at such times, in such forms, and in such detail as the CITY and/or the funding entity may reasonably require. 7. Fiscal Agent, Purchasing Agent, and Personnel Agent: A. The CONTRACTOR shall serve as its own fiscal agent, purchasing agent, and personnel agent. B. The CONTRACTOR shall practice, and maintain financial policies and procedures, an accounting system, purchasing policies and procedures (including bid requirements) and personnel policies and procedures that adhere to generally accepted accounting and management standards and practices. 8. Representations in Proposal: The CITY has relied on all representations in the CONTRACTOR s written response in its selection and award of this Agreement. The CONTRACTOR warrants the accuracy of all representations in said documents. Any misrepresentation in said documents shall be cause to terminate the Agreement and in such event the CONTRACTOR shall immediately pay CITY all compensation and expense amounts paid to CONTRACTOR as liquidated damages. 9. Other Attachments: CONTRACTOR must have on file with the CITY, prior to performance of any Services under this Agreement, current copies of: A. Certificates of Insurance in accordance with Article 15, Insurance. B. Licenses and Permits applicable to performance of the Services. 10. Termination for Cause: A. If, through any cause, CONTRACTOR fails to fulfill in a timely and proper manner CONTRACTOR s obligations under this Agreement or if CONTRACTOR violates any of the covenants, agreements, or stipulations of this Agreement, the CITY may order CONTRACTOR by written notice to stop the Services or any portion of them until the cause for such order has been remedied or eliminated. If CONTRACTOR fails to correct or remedy the deficiency to the satisfaction of the CITY within the time period specified in such notice, which time period shall 27