REQUEST FOR PROPOSALS (RFP)

Transcription

1 REQUEST FOR PROPOSALS (RFP) NO. GA

2 TABLE OF CONTENTS 1.0 INTRODUCTION RFP INFORMATION AT A GLANCE: THE AUTHORITY S RESERVATION OF RIGHTS RIGHT TO REJECT, WAIVE, OR TERMINATE THE RFP RIGHT TO NOT AWARD RIGHT TO TERMINATE RIGHT TO DETERMINE TIME AND LOCATION RIGHT TO RETAIN PROPOSALS RIGHT TO NEGOTIATE RIGHT TO REJECT ANY PROPOSAL NO OBLIGATION TO COMPENSATE RIGHT TO PROHIBIT TECHNICAL SPECIFICATIONS PROJECT DESCRIPTION PROJECT NARRATIVE SCOPE OF WORK SCHEDULE COMMON AREAS COMMUNITY CENTER KITCHENS FLOORING ELEVATORS BATHROOMS WINDOWS LAUNDRY ROOM VENTS TRASH ROOMS ALL COMMON AREAS MONTHLY SERVICE ALL AREAS P a g e

3 5.13 QUARTERLY SERVICE COMMUNITY RESOURCE CENTERS CLEANING PRODUCTS SERVICE, MATERIAL AND EQUIPMENT RESPONSIBILITIES CALL-BACK RESPONSE SPECIAL INSTRUCTIONS PROPOSAL FORMAT TABBED PROPOSAL SUBMITTAL PROPOSAL SUBMITTAL Binding Method FEES PROPOSAL SUBMISSION CONTACT WITH THE AUTHORITY EQUAL EMPLOYMENT OPPORTUNITY AND SUPPLIER DIVERSITY PROPOSAL EVALUATION EVALUATION FACTORS PREFERENCE EVALUATION FACTOR EVALUATION METHOD CONTRACT AWARD AGREEMENT TO ABIDE BY TERMS AND CONDITIONS CONTRACT CONDITIONS CONTRACT PERIOD INSURANCE REQUIREMENTS RIGHT TO NEGOTIATE FINAL FEES CONTRACT SERVICE STANDARDS P a g e

4 1.0 INTRODUCTION The Housing Authority of the City of Decatur, GA (hereinafter, DHA or the Agency ) was established in 1938, under the laws of the State of Georgia. The Agency is a quasigovernmental agency, separate and distinct from the general city or county government. The primary role of DHA is building and managing quality affordable housing for low to moderate income families. Over the years, DHA has expanded its focus to include the revitalization of the Decatur community as a whole through the renewal and redevelopment of substandard housing, as well as improving facilities in the downtown area. DHA operates several programs to assist low to moderate income families with quality affordable housing alternatives. Public Housing Families pay 30% of adjusted income towards rent and utilities in DHA s apartments located in Decatur in DHA s 289 units of Public Housing. Section 8 Substantial Rehabilitation Families pay 30% of adjusted income for rent and utilities in 111 units in Decatur. Section 8 Housing Choice Vouchers (HCV) Families pay 30% of adjusted income for rent and utilities in private rental housing located in the metro area. Section 8 HCV 868 and 280 portables. Workforce Housing DHA, and it s related non-profit, develops, owns, and operates a number of apartments. In most cases, a percentage of units are reserved for low to moderate income residents while other units are available at market rate. Owned Workforce Housing 75 units. Homeownership DHA has developed and rehabilitated numerous homeownership and condominium units since Ownership 146 units. DHA has a professional management and maintenance team and administers an annual budget in excess of $6 million, which includes capital outlays for comprehensive improvement. Funding sources include the U.S. Department of Housing and Urban Development (HUD), retail income, and limited other income. As one of the largest providers of affordable housing in Decatur, DHA has extensive experience in the management and development of residential rental property. In keeping with its mandate to provide efficient and effective services, DHA is not soliciting proposals from qualified, licensed and insured entities to provide the above noted services to DHA. All proposals submitted in response to this solicitation must conform to all of the requirements and specifications outlined within this document and any designated attachments in its entirety. 4 P a g e

5 2.0 RFP INFORMATION AT A GLANCE: CONTACT PERSON (NOTE: Unless otherwise specified, any reference herein to Contracting Officer or (CO) or Technical Services Director shall be a reference to Mr. Jones.) HOW TO OBTAIN THE RFP DOCUMENTS PRE-CONFERENCE MEETING DEADLINE TO SUBMIT QUESTIONS HOW TO FULLY RESPOND TO THIS RFP BY SUBMITTING A PROPOSAL PROPOSAL SUBMITTAL RETURN & DEADLINE Lawton Jones, Technical Services Director Decatur Housing Authority 750 Commerce Drive, Suite 400 Decatur, GA Telephone: (404) TDD/TYY: (800) Access DHA s website at Click on the applicable RFP or RFQ Follow the listed directions Be sure to download all applicable forms and documents. If you have any problems in accessing the documents please contact Karen Atchley at (404) There will be a Pre-Conference Meeting held at the Oliver House located at 1450 Commerce Drive, Decatur, GA on Tuesday, March 27 th, 2018 at 10:00 a.m. Friday, March 30 th, Answers will be posted to the DHA website no later than Monday, April 2 nd, As instructed within Section 6.0 of this RFP document, submit one (1) original and four (4) copies of your hard copy proposal to the DHA Central Office Be sure that all documents are executed as required Be sure that all required forms and exhibits have been included Friday, April 6 th, 2018 To: Housing Authority of the City of the Decatur Attention: Lawton Jones, Technical Services Director 750 Commerce Drive, Suite 400 Decatur, GA NOTE: The hard copy proposal must be received in-hand and time-stamped by DHA by no later than 5 p.m. EST on Friday, April 6th, 2018 DHA EVALUATION PROCESS Monday, April 9 th thru Friday, April 13 th, 2018 POTENTIAL INTERVIEWS Monday, April 16 th, thru Friday, April 20 th, 2018 ANTICIPATED APPROVAL BY THE DECATUR HOUSING AUTHORITY BOARD OF COMMISSIONERS Friday, April 20 th, 2018 Decatur Housing Authority 750 Commerce Drive, Suite 400, Decatur, GA P a g e

6 3.0 THE AUTHORITY S RESERVATION OF RIGHTS The Authority reserves the right to: 3.1 RIGHT TO REJECT, WAIVE, OR TERMINATE THE RFP Reject any or all proposals, to waive any informality in the RFP process, or to terminate the RFQ process at any time, if deemed by the Authority to be in its best interests. 3.2 RIGHT TO NOT AWARD Not award a contract pursuant to this RFP. 3.3 RIGHT TO TERMINATE Terminate a contract awarded pursuant to this RFP, at any time for its convenience upon 10 days written notice to the successful proposer(s). 3.4 RIGHT TO DETERMINE TIME AND LOCATION Determine the days, hours and locations that the successful proposer(s) shall provide the services called from in this RFP. 3.5 RIGHT TO RETAIN PROPOSALS Retain all proposals submitted and not permit withdrawal for a period of 60 days subsequent to the deadline for receiving proposals without the written consent of CO. 3.6 RIGHT TO NEGOTIATE Negotiate a fee structure with the selected firm. 3.7 RIGHT TO REJECT ANY PROPOSAL Reject and not consider any proposal that does not meet the requirements of this RFP, including but not necessarily limited to incomplete proposals and/or proposals offering alternate or non-requested services. 3.8 NO OBLIGATION TO COMPENSATE Have no obligation to compensate any proposer for any costs incurred in responding to this RFP. 3.9 RIGHT TO PROHIBIT At any time during the RFP or contract process to prohibit any further participation by a proposer or reject any proposal submitted that does not conform to any of the requirements detailed herein. By downloading an electronic RFP or RFQ, each prospective proposer is thereby agreeing to abide by all terms and conditions listed within this document and further agrees that he/she will inform the CO in writing within five (5) days of the discovery of any item listed herein or of any item that is issued thereafter by the Authority that he/she feels needs to be addressed. Failure to abide by this timeframe shall relieve the Authority, but not the prospective proposer, of any responsibility pertaining to such issue. 6 P a g e

7 4.0 TECHNICAL SPECIFICATIONS 4.1 PROJECT DESCRIPTION The City of Decatur Housing Authority ( DHA ) is seeking statements of proposals from qualified contractors for services to provide for the following properties: Swanton Heights Address 481 Electric Avenue, Decatur, GA Number of Units 98 Units / 13 Buildings Common Facilities Include Community Resource Center and Playground Allen Wilson II Address 1450 Commerce Drive, Decatur, GA Number of Units 80 units / 1 building / 4 Floors Common Facilities Include Management Offices, General Offices, Community Room, three (3) meeting rooms, one (1) laundry room, one (1) fitness room, and three (3) activity rooms located within the building. Allen Wilson III Address 1450 Commerce Drive, Decatur, GA Number of Units 71 Apartments / 8 Buildings Common areas include Laundry Room Spring Pointe Apartments / Olympic Place Address 1301 Oakview Road, Decatur, GA Number of Units: o Spring Pointe 65 units / 13 Buildings and a Management Office o Olympic Place 7 units Common Facilities Include Laundry Room 7 P a g e

8 Trinity Walk I & II Address 421 W. Trinity Place, Decatur, GA Number of Units: o Phase I 69 Units / 4 Buildings o Phase II 52 Units / 3 Buildings Common Facilities Include Community Center, Conference Room, Meeting Room, Laundry Room and three (3) bathrooms. Oakview Walk to begin construction 2018 and completed by 2019 Address 1111 Oakview Road, Decatur, GA Number of Units 34 Units / 1 Building Common Facilities Include Management Office, Community Center, Wellness Center, Computer Room 4.2 PROJECT NARRATIVE The Authority seeks to maintain and improve the conditions as it pertains to the cleaning, sanitation, upkeep, and overall cleanliness and appearance of our facilities. 5.0 SCOPE OF WORK The Authority is seeking proposals from qualified professionals and insured entities to provide the following detailed services listed herein: 5.1 SCHEDULE Service required two (2) days per week (Tuesday and Thursday after 5:30 p.m.) Swanton Heights and Trinity Walk Community Resource Centers Service required four (4) days per week (Monday, Wednesday, Thursday and Friday). o VCT Flooring must be cleaned, mopped, and buffed to remove all scuff marks, and to keep floor clean and looking new. 5.2 COMMON AREAS Remove all trash and debris; replace liners in all trash receptacles; trash receptacles must be cleaned and free from odors. 8 P a g e

9 5.3 COMMUNITY CENTER KITCHENS 5.4 FLOORING 5.5 ELEVATORS Remove any grease or residue from all flooring Clean all kitchen appliances including the exterior and interior of ranges, range hoods, refrigerators, microwaves, and dishwashers. Remove all traces of grease and food in and around the range area, including sides of base and wall cabinets Seals, filters and surfaces should be food and grease free above and below all doors and range tops. 5.6 BATHROOMS Lift up the range top and clean all grease and food from under the burners All odors in these appliances must be eliminated Sanitize interior and exterior of all countertops and cabinets Clean interiors of all drawers and cabinet doors, hinges and pulls Vacuum all carpeted floors Thoroughly sweep, mope and sanitize all tiled floors each service day Spot clean all carpeted areas Clean walls and sanitize Vacuum carpeted areas Wipe down all surfaces to clean and sanitize Clean, sanitize and deodorize all bathrooms including shower enclosures, sinks, plumbing fixtures, commodes, tile floors, walls, mirrors, wall fixtures and fan covers DO NOT LEAVE RESIDUE OR STREAKS ON REFLECTIVE SURFACES OR GLASS Sanitize interior and exterior of all countertops and cabinets Clean interiors of all drawers and cabinet doors, hinges and pulls All surfaces must be free of visible soil, stains or dirt Extra care must be given to areas around toilets and urinals to ensure odor causing bacteria is eliminated All drains should flow freely 9 P a g e

10 5.7 WINDOWS Clean all windows, ledges and baseboards in all meeting rooms and offices Clean interior windows throughout and exterior windows on 1 st floor Wash all window screens on 1 st floor units DO NOT LEAVE RESIDUE OR STREAKS ON ANY SURFACE Clean frames and tracks, remove dirt and paint residue 5.8 LAUNDRY ROOM 5.9 VENTS Clean laundry room including entry door, connection boxes and shelves, all washers and washer lids (interior, exterior, and behind) Inside and outside of washers All dryer and dryer doors, surface areas Floors must be mopped clean with no residue left behind Clean all blinds and windows Clean all window ledges and baseboards Thoroughly clean all air conditioning, water heater, and return air vents in walls in doors (supply and return air), of grease, dirt and dust TRASH ROOMS Clean all trash rooms on all floors Clean floors, walls and trash chutes Clean trash chute doors inside and outside, remove any sludge ; DO NOT SCRATCH DOOR SURFACES Hand polish all trash chute doors with a stainless steel cleaner 5.11 ALL COMMON AREAS Clean all windows, window ledges, baseboards, and blinds Vacuum all carpeted floors Spot clean all carpeted areas Thoroughly sweep, mop and sanitize all tiled floors each service day Clean all door thresholds Clean all entry doors interior and exterior to include: o Cobwebs and debris o Clean all entry way glass to ensure there is no streaking Clean the Management Office Entry vestibule floors, walls and all glass Clean all stairways sweep and wipe down handrails and doors 10 P a g e

11 Dust or clean the exterior surfaces of all offices, meeting rooms, common areas, lobby furniture, cabinets, countertops, bookcases, interior and exterior glass doors, sashes, partitions, light fixtures, vents, pictures, frames, railings, office equipment, including telephones, trash receptacles, kick plates, drinking fountains, and any other surfaces in need of attention to maintain a clean professional look and condition 5.12 MONTHLY SERVICE ALL AREAS Scrub and Shine all tiled floors (EXCLUDING OLIVER HOUSE AND ALLEN WILSON III LAUNDRY ROOMS) and buff out scuff marks and scratches to keep floors looking shiny and new. At Oliver House: o Clean all tile floors and buff to keep looking clean and free from scuffs and scratches o Thoroughly clean the trash chute, bottom level trash room and floors removing stains, odor causing matter and sanitize to eliminate all odors. NOTE: EVERY SIX MONTHS POWER WASH THE INSIDE OF THE TRASH CHUTE USING THE CLEANING SYSTEM LOCATED IN THE FOURTH FLOOR TRASH ROOM QUARTERLY SERVICE COMMUNITY RESOURCE CENTERS Strip and Wax all tiled floors (EXCLUDING OLIVER HOUSE AND ALLEN WILSON III LAUNDRY ROOMS) and buff out scuff marks and scratches to keep floors looking shiny and new. Swanton Heights, Oliver House and Trinity Walk facilities Cleaning to be conducted on January 2 nd, April 1 st, July 1 st and September 1 st 5.14 CLEANING PRODUCTS All Janitorial products and chemicals used should be Green Certified as defined by standards established by Green Seal or the U.S. Environmental Protection Agency (EPA). Contractor must provide management with Material Safety Data Sheets (MSDS) for all products and chemicals to be used at the facilities SERVICE, MATERIAL AND EQUIPMENT RESPONSIBILITIES The contractor shall be required to provide all permits, licensing, insurance, knowledge, workers (must be 18 years or older), labor, supervision, vehicles, equipment, machinery, tools and cleaning supplies needed to provide the required services 11 P a g e

12 5.16 CALL-BACK RESPONSE The contractor shall, if directed by the designated DHA representative, respond to the site within four (4) hours of being notified that corrections need to be made SPECIAL INSTRUCTIONS Report any obvious damage to the walls, floors, ceilings, doors and carpeting before you begin servicing the facilities Notify Property Manager if there are any stains, chips or burns on tubs, countertops, and sinks that normal cleaning and abrasives are unable to remove. Once service is provided, it will be the responsibility of the contractor to notify the management staff and to tour the property to ensure that all works is complete to DHA standards as outlined in this RFP. Upon leaving make sure all windows and doors are securely locked and return any key(s) immediately to management 6.0 PROPOSAL FORMAT 6.1 TABBED PROPOSAL SUBMITTAL The Authority intends to retain the successful proposer pursuant to a Best Value basis, not a Low Proposal basis ( Best Value, in that the Authority will consider factors other than just cost in making the award decision). So that the Authority can properly evaluate the offers received, all proposals submitted in response to this RFP must be formatted in accordance with the sequence noted below. Each category must be separated by numbered index dividers (with the number extended so that each tab can be located without opening the proposal) and with each tab numbered sequentially in the order provided below TAB 1 Form of Proposal Attachment A This form is attached hereto as Attachment A to this RFP document. This one page form must be fully completed, executed where provided thereon and submitted under this tab as a part of the proposal submittal TAB 2 Form HUD-5369-C Certifications and Representations of Offerors, Non-Construction Contract Attachment B This form is attached hereto as Attachment B to this RFP document. This two-page form must be completed in full, executed, and submitted under this tab as a part of the proposal submittal. 12 P a g e

13 TAB 3 Profile of Firm Form Attachment C The form is attached here to as Attachment C. This two-page form must be completed in full, executed, and submitted under this tab as a part of the proposal submittal TAB 4 Form HUD 5369-B Instructions to Offerors Non-Construction Attachment E This form is attached hereto as Attachment E. This form must be completed in full, executed, and submitted under this tab as a part of the proposal submittal TAB 5 Proposed Services The proposer shall, at a minimum, clearly detail within the information submitted under this tab documentation showing: a) Evidence of the proposer s ability to perform the work as detailed in Section 7.1, Evaluation Factor No. 1, herein, b) Evidence of the proposer s capability to provide professional services in a timely manner as detailed Section 7.1, Evaluation Factor No. 2, herein TAB 6 Professional Licenses Provide evidence that the proposer is licensed in the state where the proposer is located; or, if appropriate, evidence of the proposers required reciprocal agreement TAB 7 Quality Control Program Provide a clear explanation of the proposed quality control program TAB 8 Managerial Capacity / Financial Viability The proposer to submit under this tab a concise description of its managerial and financial capacity to deliver the proposed services, including brief professional resumes for the persons identified to work on this project. Such information shall include the proposer s qualifications to provide the services; a description of the background and current organization of the firm. 13 P a g e

14 TAB 9 Client Information Resources The proposer to submit under this tab shall submit a listing of not less than three (3) former or current clients, including any other Public Housing Authority, for whom the proposer has performed similar or like services to those being proposed herein. The listing shall, at a minimum, include: The client s name; The client s contact name; The client s address; The client s telephone number; Description and scope of service(s), as well as, the dates the services were provided; Description detailing specific services, size, cost, principal elements and special features TAB 10 Equal Employment Opportunity/Supplier Diversity The proposer to submit under this tab a copy of its Equal Opportunity Employment Policy and a complete description of the positive steps it will take to ensure compliance, to the greatest extent feasible, with the regulations pertaining to supplier diversity (e.g. small, minority, and women-owned businesses). If no hires, suppliers, or vendors are contemplated, the proposer should so state TAB 11 E-Verify Attachment G-4 The proposer to submit an executed copy of the E-Verify Certification form included in this RFP as Attachment G TAB 12 Subcontractor/Joint Venture Information The proposer shall identify hereunder whether or not he/she intends to use any subcontractors for this job, if awarded TAB 13 Section 3 Business Preference Documentation Attachment D For any proposer claiming a Section 3 Business Preference, he/she shall under this tab include the fully completed and executed Section 3 Business Preference Certification Form attached hereto as Attachment D and any documentation required by that form. If no new hires, suppliers, or vendors are contemplated, the proposer should so state. 14 P a g e

15 TAB 14 Bid Form The proposer must include the pricing schedule for all properties to be considered. NOTE: Tab numbering must be sequential and match the order above. If no information is to be placed under any of the above noted tabs, especially the Optional tabs, place a statement such as NO INFORMATION IS BEING PLACED UNDER THIS TAB or THIS TAB LEFT INTENTIONALLY BLANK. DO NOT eliminate any of the tabs. 6.2 PROPOSAL SUBMITTAL Binding Method It is preferable and recommended that the proposer bind the proposal submittals in such a manner that the Authority can, if needed, remove the binding or remove the pages from the cover (i.e. 3-ring binder, etc.) to make copies, and then conveniently return the proposal submittal to its original condition. 6.3 FEES No fees shall be discussed or proposed, either verbally or in writing, during the RFP competitive solicitation process. The Authority will, as detailed within Sections and 8.5 herein, negotiate such fees with the top-rated proposer. The Authority does not guarantee any minimum or maximum amount of work as a result of any award ensuing from this RFP, but will reserve the right to award any amount of work on an as-needed basis. 6.4 PROPOSAL SUBMISSION All proposals must be submitted and time-stamp received at the Authority address listed below by no later than the submittal deadline stated herein (or within any ensuing addendum). A total of one (1) ORIGINAL signature copy (marked ORIGINAL ) and four (4) exact copies. Each of the proposal submittals shall have a cover and extending tabs and placed in a sealed package addressed to: The Housing Authority of the City of Decatur Attention: Lawton Jones, Technical Services Director 750 Commerce Drive, Suite 400 Decatur, GA The package exterior must clearly denote the above noted RFP number and must have the proposer s name and return address. Proposals received after the published deadline will NOT be accepted. 15 P a g e

16 SUBMISSION CONDITIONS DO NOT FOLD OR MAKE ANY ADDITIONAL MARKS, NOTATIONS OR REQUIREMENTS TO THE DOCUMENTS TO BE SUBMITTED Proposers are not allowed to change any requirement or forms contained herein, either by making or entering onto these documents or the documents submitted any revisions or additions; and if any such additional marks, notations or requirements are entered on any of the documents that are submitted to the Authority by the proposer, such may invalidate the proposal. If, after accepting such a proposal, the Authority decides that any such entry changed the intent of the proposal that the Authority intended to receive, the Authority may accept the proposal shall be considered by the Authority as if those additional marks, notations or requirements were not entered on such forms. By downloading these documents, each prospective proposer that does so is thereby agreeing to confirm all notices that the Authority delivers to him/her as instructed, and by submitting a proposal, the proposer is thereby agreeing to abide by all terms and conditions published herein and by addendum pertaining to this RFP SUBMISSION RESPONSIBILITIES It shall be the responsibility of each proposer to be aware of and to abide by all dates, times, conditions, requirements and specifications set forth within all applicable documents issued by the Authority, including the RFP document, the documents listed in section 6.1, and any addenda and required attachments submitted by the proposer. By completing, signing, and submitting the completed documents, the proposer is stating his/her agreement to comply with all conditions and requirements set forth within those documents. Written notice from the proposer not authorized in writing by the CO to exclude any of the Authority requirements contained within the documents may cause that proposer to not be considered for award. 6.5 CONTACT WITH THE AUTHORITY It is the responsibility of the proposer to address all communication and correspondence pertaining to this RFP process to the designated CO, Lawton Jones Technical Services Director, only. Proposers must not make inquiries or communicate with any other DHA staff member or official (including members of the DHA Board of Commissioners) pertaining to this RFP. Failure to abide by this requirement may cause the Authority to not consider a proposal submittal received from any proposer who may not abide by this directive. 16 P a g e

17 6.6 EQUAL EMPLOYMENT OPPORTUNITY AND SUPPLIER DIVERSITY Both the Contractor and the Authority have, pursuant to HUD regulation, certain responsibilities pertaining to the hiring and retention of personnel and subcontractors CFR 85.36(e) STATES: (e) Contracting with small and minority firms, women s business enterprise and labor surplus area firms. (1) The grantee and sub grantee will take all necessary affirmative steps to assure that minority firms, women s business enterprises, and labor surplus area firms are used when possible. (2) Affirmative steps shall include: (i) (ii) Placing qualified small and minority businesses and women s business enterprises on solicitation lists; Assuring that small and minority businesses, and women s business enterprises are solicited whenever they are potential sources; (iii) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority business, and women s business enterprises; (iv) Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority business and women s business enterprises; (v) Using the services and assistance of the Small Business Administration, and the Minority Business Development Agency of the Department of Commerce; and (vi) Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (e)(2)(i) through (v) of this section. 17 P a g e

18 HUD PROCUREMENT HANDBOOK REV 2 STATES: (a) Section 15.5.A., Required Efforts. Consistent with Presidential Orders 11625, 12138, and 12432, the <Authority> shall make every effort to ensure that small businesses, MBEs, WBEs, and labor surplus area businesses participate in <Authority> contracting. (b) Section 15.5.B., Goals. <The Authority> is encouraged to establish goals by which they can measure the effectiveness of their efforts in implementing programs in support of contracting with disadvantaged firms. It is important to ensure that the means used to establish these goals do not have the effect of limiting competition and should not be used as mandatory set-aside or quote, except as may otherwise be expressly authorized in regulation or statute. Some localities have adopted minority contracting set-aside policies or geographic limitations, which may be in conflict with Federal requirements for full and open competition DHA PROCUREMENT POLICY STATES THAT OUR AGENCY WILL: a) Assistance to Small and Other Business, Required Efforts; b) Including such firms, when qualified, on solicitation mailing lists; c) Encouraging their participation through direct solicitation of bids or proposals whenever they are potential sources; d) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by such firms; e) Establishing delivery schedules, where the requirement permits, which encourage participation by such firms; f) Using the services and assistance of the Small Business Administration, and the Minority Business Development Agency of the Department of Commerce; g) Including in contracts, to the greatest extent feasible, a clause requiring contractors, to provide opportunities for training and employment for lower income residents of the project area and to award subcontracts for work in connection with the project to business concerns which provide opportunities to low-income residents, as described in 24 CFR Part 135 (so-called, Section 3 Businesses ); and h) Requiring prime contractors, when subcontracting is anticipated, to take the positive steps listed above. 18 P a g e

19 7.0 PROPOSAL EVALUATION 7.1 EVALUATION FACTORS The following factors will be utilized by the Agency to evaluate each proposal submittal received; award of points for each listed factor will be based upon the documentation that the proposer submits within his/her proposal submittal: Table 2: FACTOR NO. FACTOR MAX POINT VALUE FACTOR TYPE 1 20 points Subjective 2 25 points Subjective 3 20 Points Subjective 4 20 points Subjective 5 15 points Objective FACTOR DESCRIPTION ABILITY TO PERFORM THE WORK Evidence of the proposer s ability to perform the work as indicated by profiles of the principals and staff s professional and technical competence and experience, their facilities and equipment. CAPABILITY Evidence of the proposer s capability to provide professional services IN A TIMELY MANNER. PAST PERFORMANCE Evidence of the proposer s past performance in similar type of work and compliance with performance schedules. METHODOLOGY AND APPROACH Evidence of the Methodology and Approach to performing and executing the Scope of Work as outlined in the RFP. PRICING The Price Proposal as it relates to the scope of work for requested services and adjustment per year IS FAIR AND REASONABLE. 100 POINTS TOTAL POINTS (other than Preference Points) 19 P a g e

20 7.2 PREFERENCE EVALUATION FACTOR The following factors will be utilized by the CO to evaluate each proposal submittal received: Table 3: FACTOR NO. 6 FACTOR MAX POINT VALUE FACTOR TYPE FACTOR DESCRIPTION SECTION 3 BUSINESS PREFERENCE PARTICIPATION A firm may qualify for Section 3 as detailed with Attachments D and D-1 (NOTE: A max of 15 points will be awarded). 6a 5 points Objective 6b 5 points Objective 6c 5 points Objective PRIORITY I, CATEGORY 1a Business concerns that are 51% percent or more owned by residents of the housing development or developments for which the Section 3-covered assistance is expended. PRIORITY II, CATEGORY 1b Business concerns whose workforce includes 30% percent of residents of the housing development for which the Section3-covered assistance is expended, or within three (3) years of the date of first employment with the business concern, were residents of the Section 3-covered housing development. PRIORITY VII, CATEGORY 4b Business concerns that subcontract in excess of 25% percent of the total amount of subcontracts to Section 3 business concerns. 15 points TOTAL MAXIMUM PREFERENCE POINTS 20 P a g e

21 115 POINTS MAXIMUM TOTAL POINTS 7.3 EVALUATION METHOD INITIAL EVALUATION FOR RESPONSIVENESS Each proposal received will first be evaluated for responsiveness (i.e. meets the minimum of the requirements). The Agency reserves the right to reject any proposals deemed not minimally responsive. Such firms will be notified in writing EVALUATION PACKET An evaluation packet will be prepared for each evaluator, typically including but not required the following documents: a) Instructions to Evaluators b) Proposal Tabulation Form c) Written Narrative Form for each proposer d) Recap of each proposer s responsiveness e) Copy of all pertinent RFP documents EVALUATION COMMITTEE The Authority anticipates that it will select a minimum of a three-person committee to evaluate each of the responsive hard copy proposals submitted in response to this RFP. PLEASE NOTE: No proposer shall be informed at any time during or after the RFP process as to the identity of any evaluation committee member. If, by chance, a proposer does become aware of the identity of such person(s), he/she SHALL NOT make any attempt to contact or discuss with such person anything related to this RFP. As detailed within Section 6.5 of this document, the designated CO is the only person at the Authority that the proposers shall contact pertaining to this RFP. Failure to abide by this requirement may (and most likely will) cause such proposer(s) to be eliminated from consideration for award EVALUATION It is anticipated that the CO will evaluate and award points pertaining to Evaluation Factor No. 6 (the Objective Factor); and that the appointed evaluation committee, independent of the CO or any other person at the Authority, will evaluate the responsive proposals submitted and award points pertaining to Evaluation Factors No. 1, 2, 3, 4, and 5 (the Subjective Factors). 21 P a g e

22 Upon final completion of the proposal evaluation process, the evaluation committee will forward the completed evaluations to the CO POTENTIAL BEST AND FINALS NEGOTIATIONS As detailed in HUD Procurement Handbook REV 2 Section 7.2.N through Section 7.2.R, the Authority reserves the right to conduct a Best and Finals Negotiation, which may include oral interviews, with all firms deemed to be in the competitive range. Any firm deemed not to be in the competitive range shall be notified of such in writing by the Authority in as timely a manager as possible, but in no case within no longer than five (5) business days after the beginning of such negotiations with the firms deemed to be in the competitive range DETERMINATION OF TOP-RANKED PROPOSER The Subjective points awarded by the evaluation committee shall be combined with the Objective points awarded by the CO to determine the final rankings, which shall be forwarded by the CO to the ED for approval. If the evaluation was performed to the satisfaction of the ED, the final rankings may be forwarded to the Authority s Board of Commissioners (BOC) at a scheduled meeting for approval. Contract negotiations may, at the Authority s option, be conducted prior to or after the BOC approval. a) Minimum Evaluation Results To be considered to receive an award a proposer must receive a total calculated average of at least 70 points of the 105 total possible points. b) Ties In the case of a tie in points awarded, the award shall be decided according to Section 6.12.C of HUD procurement Handbook REV 2, by drawing lots or other random means of selection NOTICE OF RESULTS OF EVALUATION If an award is completed, all proposers will receive by mail a Notice of Results of Evaluation. Such notice shall inform all proposers of: a) Which proposer received the award; b) Where each proposer placed in the process as a result of the evaluation of the proposals received; c) The cost or financial offers received from each proposer; d) Each proposer s right to a debriefing and to protest RESTRICTIONS All persons having familial (including in-laws) and/or employment relationships (past or current) with principals and/or employees of a proposer entity will be excluded from participation on the Authority evaluation committee. 22 P a g e

23 Similarly, all persons having ownership interest in and/or contract with a proposer entity will be excluded from participation on the Authority evaluation committee. 8.0 CONTRACT AWARD 8.1 AGREEMENT TO ABIDE BY TERMS AND CONDITIONS By completing, executing, and submitting the Form of Proposal, Attachment A, the proposer is thereby agreeing to abide by all terms and conditions pertaining to this RFP as issued by the Authority, including the contract clauses already attached as Attachments G, G-1 through G-4. Accordingly, the Authority has no responsibility to conduct after the submittal deadline any negotiations pertaining to the contract clauses already published. 8.2 CONTRACT CONDITIONS The following provisions are considered mandatory conditions of any contract award made by the Authority pursuant to this RFP: CONTRACT FORM The Authority will not execute a contract on the successful proposer s form contracts will only be executed on the Authority form and by submitting a proposal the successful proposer agrees to do so HUD FORMS Please note that the Authority has no legal right or ability to (and will not) at any time negotiate any clauses contained within ANY of the HUD forms included as part of this RFP ASSIGNMENT OF PERSONNEL The Authority shall retain the right to demand and receive a change in personnel assigned to the work if the Authority believes that such change is in the best interest of the Authority and the completion of the contracted work UNAUTHORIZED SUB-CONTRACTING PROHIBITED The successful proposer shall not assign any right, nor delegate any duty for the work proposed pursuant to this RFP (including, but not limited to, selling or transferring the contract) without the prior written consent of the CO. 8.3 CONTRACT PERIOD The Authority anticipates that it will initially award a contract for the period of one (1) year with the option, at the Authority s discretion, of up to four (4) 23 P a g e

24 additional one-year option periods, for a total maximum contract period of five (5) years prior to the Authority issuing another RFP (as per HUD guidelines). 8.4 INSURANCE REQUIREMENTS Prior to award (but not as a part of the proposal submission) the successful proposer will be required to provide: WORKER S COMPENSATION INSURANCE Include an original certificate evidencing the proposer s current industrial (worker s compensation) insurance carrier and coverage amount GENERAL LIABILITY INSURANCE Include an original certificate evidencing General Liability coverage, naming the Authority as an additional insured, together with the appropriate endorsement to said policy reflecting the addition of the Authority as an additional insured under said policy (minimum of $1,000,000 each occurrence, general aggregate minimum limit of $1,000,000, together with damage to premises and fire damage of $50,000 and medical expenses any one person of $5,000), with a commercially reasonable deductible (e.g. Commercially reasonable, meaning at least 1% of the general aggregate minimum of the policy, with a maximum deductible amount of $50, PROFESSIONAL LIABILITY INSURANCE Include and original certificate showing the proposer s professional liability and/or errors and omissions coverage (minimum of $1,000,000 each occurrence, general aggregate minimum limit of $1,000,000), with a deductible of not great than $5, AUTOMOBILE INSURANCE Include an original certificate showing the proposer s professional liability and/or errors and omissions coverage (minimum of $1,000,000 each occurrence, general aggregate minimum limit of t$1,000,000), with a commercially reasonable deductible (e.g. commercially reasonable, meaning at least 1% of the general aggregate minimum of the policy, with a maximum deductible amount of $50, CERTIFICATES The requested related information shall also be entered where provided for on the Profile of Firm Form ( Attachment A ). DO NOT INCLUDE COPIES OF INSURANCE CERTIFICATES WITHIN THE PROPOSAL SUBMITTAL the Authority 24 P a g e

25 will garner the necessary certificates from the successful proposer prior to contract execution. 25 P a g e

26 8.5 RIGHT TO NEGOTIATE FINAL FEES The Authority shall retain the right to negotiate the amount of fees that are paid to the successful proposer, meaning the fees proposed by the top-rated proposer during negotiations may, at the Authority s option, be the basis for the beginning of negotiations. Such negotiations shall begin after the Authority has chosen a top-rated proposer. If such negotiations are not, in the opinion of the CO, successfully concluded within five (5) business days, the Authority shall retain the right to end such negotiations and begin negotiations with the next-rated proposer. 8.6 CONTRACT SERVICE STANDARDS All work performed pursuant to this RFP must conform and comply with all applicable local, state and federal codes, statutes, laws and regulations. 26 P a g e

27 LIST OF ATTACHMENTS ATTACHMENT A ATTACHMENT B ATTACHMENT C ATTACHMENT D ATTACHMENT D-1 ATTACHMENT E ATTACHMENT F ATTACHMENT H ATTACHMENT I ATTACHMENT I-1 ATTACHMENT J ATTACHMENT K ATTACHMENT L ATTACHMENT M ATTACHMENT O Form of Proposal Form HUD-5369-C Certifications and Representations of Offerors, Non-Construction Profile of Firm Form Section 3 Business Self-Certification Form Section 3 Information Sheet for Contractors/Businesses Form HUD-5369-B Instructions to Offerors, Non-Construction Instructions to Proposers and Contractors (ITCP) Non-Collusive Affidavit E-Verify Information E-Verify Certification Forms General Conditions Part B Company Hiring Policy Form Certification of a Drug Free Workplace Form Certification Concerning EEO Form Pricing Sheet 27 P a g e