The Housing Authority of the City of New Smyrna Beach

Transcription

1 The Housing Authority of the City of New Smyrna Beach REQUEST FOR PROPOSAL (RFP) for UTILITY ALLOWANCE STUDY Issue Date: March 21, 2014 Proposals Due: April 21, 2014 at 4:00 PM EST ISSUED BY: The Housing Authority of the City of New Smryna Beach 1101 South Dixie Freeway New Smyrna Beach, FL Brian Clark, Executive Director

2 I. SCOPE OF SERVICES The Housing Authority of the City of New Smyrna Beach (hereinafter referred to as (HANSB) will accept competitive proposals for an experienced consulting firm to conduct a Utility Allowance Study for its Housing Choice Voucher Program, and 126 Public Housing units. Allowances will be based upon a reasonable consumption of an energy conservative family of modest circumstances to provide for the basic essentials needed for a living environment that is decent, safe and sanitary. Utility allowances will be determined using an engineering based methodology, normal patterns of consumption for the community as a whole, current local utility rates and charges, and will be developed in accordance with 24 CFR Part , HUD Guidebook G, 24 CFR Part 965, Subpart E and all applicable federal, state and local laws and regulations. Utility Allowances must be provided on the required Form HUD The proposer will establish utility allowances for the following housing structure types for the Choice Voucher Program: Apartment Single-Family House Mobile Home Duplex Townhome Condo The proposer will also establish utility allowances for the following communities: Development Name Total # Electric Natural Gas Water/Sewer Units PUBLIC HOUSING UNITS Donnelly Homes 12 Y Y Y Greenlawn Terrace 34 Y Y Y Live Oak Homes 40 Y Y Y Enterprise Homes 40 Y Y Y A. Collection of Data and Analysis The study should use U. S. Department of Housing and Urban Development (HUD) acceptable methodologies and utilize current local utility rates and charges. Necessary adjustments should be made for climatic conditions. B. The study should be conducted with THA staff and resident participation. The time frame for completing the above services will be 30 days from the date of contract execution. Interested proposers must respond with: 1.Detailed description of how proposed services will be provided. 2. Listing of the deliverables NSBHA will receive. 3. Proposals demonstrating an understanding of the required services of NSBHA, meeting regularly recognized HUD policies, guidelines, and procedures governing the administration of all NSBHA programs. 4. Provide written evidence of the firm's ability to perform the services.

3 5. Summary profiles of the firm's principals, staff, and associates. 6. Fixed Price cost estimate to provide the proposed services (Price Form must be completed). Questions in regards to this RFP must be in writing and received by NSBHA by 4:00 p.m. on Monday, April 14, Questions must be sent via to ANTICIPATED SCHEDULE OF COMPLETION ADVERTISED MARCH 21,2014 QUESTIONS DUE APRIL 14, 2014 SUBMITTALS DUE APRIL 21, 2014 FIRM SELECTED APRIL 23, 2014 FIRM NOTIFIED APRIL 24, 2014 CONTRACT SIGNED APRIL 28, 2014 WORK COMMENCES APRIL 30, 2014 UTILITY STUDY COMPLETED MAY 30, 2014 II. ELIGIBILITY TO SUBMIT PROPOSAL/BID In order to be considered eligible to submit proposal/bid, each organization, individual, or firm must submit written evidence with its proposal demonstrating that it fulfills the following eligibility criteria: 1.The proposer has a minimum of one year experience working for or contracting with a housing authority and/or related housing or government agencies. Must have experience in conducting utilities studies, needs assessments, regulation compliance, tenant services, the Capital Fund Program, and/or other public housing programs. 2. A minimum of three references with telephone numbers of housing agencies where work has been performed and/or agency staff participating in training sessions. 3. A certification statement that the proposer is not debarred, suspended, or otherwise prohibited from professional practice by any federal, state, or local agency. 4. A description of insurance coverage maintained by the firm. Please provide a copy of the declaration page from current policies for Worker s Compensation, General Commercial Liability ($1,000, minimum) and Professional Liability, Malpractice and Errors and Omissions insurance coverage.

4 III. FACTORS FOR AWARD OF CONTRACT In addition to eligibility criteria and requirements addressed in 24 CFR Part and HUD Guidebook G, 24 CFR Part 965, Subpart E, the following criterion is relative to this RFP and the proposer should address each of these factors as they will be considered when determining the contract award. A.Experience in working with Public Housing Authority programs, HUD programs, and/or other government or private entities. Response to the RFP s Scope of services. (20 points maximum). B. Approach and experience in conducting utility allowance studies. (20 points maximum) C. Staff. Description of organization's staff and experience in HUD programs, and previous Agency technical assistance, Agency energy surveys, and physical and management needs assessment projects. (20 points maximum) D. All proposers must carry the following insurance policies: required workmen's compensation, general liability and professional liability of no less than $1 million and non-owners auto insurance. (10 points maximum) E. Price. Total cost of services to be submitted on attached Bid form per site and a total cost per program. (10 points maximum) F. Timing. Proposer shall describe start and schedule of activities to be performed. (15 points maximum) G. Minority business enterprise, Section 3 business concern, and/or women owned business. (5 points maximum) H. Conflict of Interest. The consulting firm 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 services under this contract. I. Award of Contract. The award shall be made to the responsible party whose proposal is most advantageous to NSBHA, taking into consideration the evaluation factors set forth in this request for proposals. J. The Proposer warrants adhering to civil rights, equal opportunity, fair housing, and Section 3 regulations. K. Responsibility. It shall be the responsibility of the Proposer to see that their proposal is received by thehousing Authority by the date and time set for the opening of the proposals. Proposals received after thetime stated shall not be considered.

5 L. Rejection of Proposals. The Housing Authority reserves the right to accept or reject any or all proposals which are determined to be non-responsive. IV. MATERIALS All assessment materials and manuals and/or software necessary for the execution of this contract will be developed by the contractor. V. PAYMENT OF FEES Contractor shall submit invoice to NSBHA upon completion. Invoice shall be processed and payment made to Contractor in accordance with the policy and procedure of NSBHA. VI. AWARD OF CONTRACT The proposals which are received will be evaluated by a committee consisting of three NSBHA staff members. All proposals will be evaluated on eligibility criteria and factors for awards previously stated above. NSBHA reserves the right to reject any or all proposals, to waive any informality in proposals and unless otherwise specified by NSBHA or bidder to accept any items in the proposal. VII. SUBMISSION REQUIREMENTS It is requested that the proposals be organized and limited to those items which will be used for evaluation. Please submit one (1) original and three (3) copies of the proposal. No fax transmissions will be accepted. Electronic proposals will be accepted. Please submit your proposal to: The Housing Authority of the City of New Smyrna Beach 1101 South Dixie Freeway New Smyrna Beach, FL Attn: Teresa Pope Please mark package RFP for Utility Allowance Study NSBHA reserves the right to reject any or all proposals. NSBHA is an equal opportunity employer and contracting agency.

6 VIII. ATTACHMENTS This RFP Document A Price Form B Confirmation of Addendum or Amendment C MBE/WBE & Section 3 Business D Form HUD Equal Employment Opportunity Certification E Form HUD Certification of a Drug-Free Work Place F Form HUD 5369-C (8/93) Certification and Representation of Offerors. Non- Construction Contract. G Form HUD 5369-B (8-93) Instructions to Offerors, Non-Construction H HUD Table 5.1 Mandatory Contract Clauses I Development Characteristics Chart J Utility Provider List & Building Types Attachment Attachment Description

7 ATTACHMENT A PRICE FORM FY 2014 Utility Allowance Study and Schedule Develpoment/Program Name Total # units Electric Natural Gas Water/Sewer Cost per Site PUBLIC HOUSING UNITS Donnelly Homes 12 Y Y Y $ Greenlawn Terrace 34 Y Y Y $ Live Oak Homes 40 Y Y Y $ Enterprise Homes 40 Y Y Y $ Subtotal PH $ HCV PROGRAM Apartment Single Family Home Mobile Home Duplex Townhome Condo Subtotal HCV Program $ GRAND TOTAL $

8 TOTAL PRICE FOR UTILITY ALLOWANCES STUDY Subtotal 1st year study and Schedule $ Price effective for: Payment Terms: Date Firm Signature Address Title Telephone No. Fax No. State Contractor's License No. (If applicable) Expiration date Federal Employer Identification No.

9 ADDENDUMS or AMENDMENTS to RFP ATTACHMENT B Confirm Receipt of any Amendment or Addenda Issued for this RFP: Amendment / Addendum # Date Signature: Amendment / Addendum # Date Signature :

10 ATTACHMENT C Use of Disadvantaged Business Enterprises (DBEs), Minority Business Enterprises (MBEs), and Women s Business Enterprises (WBEs) AND SECTION 3 A.REQUIRED EFFORTS 1. Consistent with Presidential Executive Order 11625, 12138, and 12432, and Section 3 of the HUD Act of 1968, the Authority shall make efforts to ensure that small and minority-owned businesses, women's business enterprises, disadvantaged business enterprises, labor surplus area businesses, and individuals or firms located in or owned in substantial part by persons residing in the area of an Authority project are used when possible. Such efforts shall include, but shall not be limited to: a.including such firms, when qualified, on solicitation mailing lists; b. Encouraging their participation through direct solicitation of bids or proposals whenever they are potential sources; c. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by such firms; d. Establishing delivery schedules, where possible, which encourage participation by such firms; e. Using the services and assistance of the Small Business Administration, and the Minority Business Development Agency of the Department of Commerce; f. Including in contracts a clause requiring contractors, to the greatest extent feasible, to provide opportunities for training and employment generated from the expenditure of Section 3 covered funds to Section 3 residents in the order of priority prescribed in 24 CFR (a), and to award Section3 covered subcontracts to Section 3 business concerns in the order of priority set forth in 24 CFR135.36(a), requiring prime contractors, when subcontracting is anticipated, to take the positive steps listed herein. 2. Goals may be established periodically by the Authority for participation by small businesses, minority-owned businesses, women's business enterprises, disadvantaged business enterprises, labor surplus area businesses, and business concerns which are located in, or owned in substantial part by persons residing in the area of an Authority project, in the Authority's prime contracts and subcontracting opportunities.

11 B. DEFINITIONS 1. A small business concern is defined as a business which is independently owned and operated, not dominant in the field of operation in which it is bidding on government contracts, and qualified as a small business under the criteria and size standards in 13 CFR Part A minority-owned business is defined as a business which is at least 51% owned by one (1) or more minority group members; or, in the case of a publicly-owned business, one (1) in which at least 51% of its voting stock is owned by one (1) or more minority group members, and whose management and daily business operations are controlled by one (1) or more such individuals. Minority group members include, but are not limited to Black Americans, Hispanic Americans, Native Americans, Asian Pacific Americans, Asian Indian Americans, and Hasidic Jewish Americans. 3. A women's business enterprise is defined as a business that's at least 51% owned by a woman or women who are U.S. citizens and who also control or operate the business. 4. A labor surplus area business is defined as a business which, together with its immediate subcontractors, will incur more than 50% of the cost of performing the contract in an area of concentrated unemployment or underemployment, as defined by the U. S. Department of Labor in 20 CFR 654, Subpart A, and in lists of labor surplus areas published by the Employment and Training Administration. 5. A Section 3 Business concern is defined as one (a) that is 51% or more owned by Section 3 Residents; or (b) whose permanent, full-time employees include persons, at least 30% of whom are currently Section 3 Residents, or within three (3) years of the date of first employment with the business concern were Section 3 Residents; or (c) that provides evidence of a commitment to subcontract in excess of 25% of the dollar award of all subcontracts to be awarded to business concerns that meet the qualifications set forth in paragraphs (a) or (b) in this definition of "Section 3 business concern." 6. A Disadvantaged Business Enterprise is a small business concern that is certified as being (a) at least 51 percent owned by one (1) or more socially and economically disadvantaged individuals or, in the case of any publicly owned business, at least 51 percent of the stock of which is owned by one (1) or more socially and economically disadvantaged individuals; and (b) whose management and daily business operations are controlled by one (1) or more of the socially and economically disadvantaged individuals who own it. Socially and Economically Disadvantaged individuals means those individuals who are citizens or lawfully admitted permanent residents of the United States and who are minorities or individuals found by the Small Business Administration pursuant to Section 8(a) of the Small Business Act to be disadvantaged.

12 C. SECTION 3 REQUIREMENTS 1. Section 3 Purpose - Section 3 of the Housing and Urban Development Act of 1968, as amended (12 U.S.C. 1701u) (Section 3) requires the Authority to ensure that employment and other economic and business opportunities generated by HUD financial assistance, to the greatest extent feasible, are directed to public housing residents and other low-income persons, particularly recipients of government housing assistance, and business concerns that provide economic opportunities to low- and very-low income persons. 2. Section 3 Contracting Policy and Procedure - All contractors/businesses seeking Section 3 preference must complete certifications, as appropriate, as acknowledgement of the Section 3 contracting and employment provisions required by this section. Such certifications shall be adequately supported with appropriate documentation as referenced in the form. 3. Resident Hiring Requirements - The Authority has adopted the following threshold for resident hiring that is to be used on all construction contracts, service contracts and professional service contracts that contain a labor component. It is expected that an appropriate number of Section 3 persons with particular qualifications or a willingness to begin unskilled labor will be able to participate in the Authority s contracted labor efforts. A prime contractor may satisfy the Authority s resident hiring requirements through its own work force, its subcontractors, or any combination thereof. CONTRACT THRESHOLD AMOUNT FOR CONSTRUCTION OR SERVICE CONTRACTS SECTION 3 INVOLVEMENT AS A % OF TOTAL LABOR DOLLARS $25,000 or more 5% of the labor dollars 4. It is expected that an appropriate number of Section 3 persons with particular qualifications or willingness to begin unskilled labor will be able to participate in contracted labor efforts. If that does not occur, a prime contractor, on its own or through its subcontractor(s), may satisfy the Section 3 requirement set forth above by doing the following: a. Subcontracting or joint venturing with a resident owned business. The business must be 51% or more owned by public housing residents, or subcontract/joint venture with a business that employs full-time, 30% or more public housing residents, or low and very low income individuals within the City of New Smyrna Beach, Volusia County or other qualified low income persons, or b. Direct hiring of public housing residents and/or low and very low-income neighborhood residents, or c. Incurring the cost of providing skilled training for public housing residents in an amount commensurate with 5% of the total contract amount.