City of Columbia Community Development Department 1225 Lady St., Suite 102 Columbia, SC NOTE: May be printed on agency letterhead

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1 City of Columbia Community Development Department 1225 Lady St., Suite 102 Columbia, SC NOTE: May be printed on agency letterhead Request for Proposal (Consultant Services) RFP Number: RFP-CD *RFP Due Date: October 30, 2015 Description: Consultant Services Environmental Review Services *RFP Deadline Time: 3:00 p.m. EST AGENCY'S CONTACT INFORMATION Name: Dollie D. Bristow Phone: Fax: Instructions: RFP should be submitted by the time and date specified above. Faxed RFPs are not acceptable. bids are not acceptable. The vendor should provide the information below. MAILING ADDRESS: Company Name: Name (type or print): Community Development Department Attn: Dollie Bristow 1225 Lady Street Suite #201 Columbia, SC VENDOR INFORMATION BID OPENING LOCATION: Title: Community Development Department 1225 Lady Street Suite #201 1 st Floor Conference Room Columbia, SC Address: City: Telephone Number: Address: State: Fax Number: ZIP Code: Signature: Use Ink Only. Business Designation (check one): Individual [ ] Sole Proprietorship [ ] Public Service Corp [ ] Partnership [ ] Corporation [ ] Government/ Nonprofit [ ] City of Columbia RFP for ERR (3) Redevelopment Areas, Commercial Demolition & Façade Improvement Activity Page 1

2 Bid Format: Any statement in this document that contains the word will, must or shall means that compliance with the intent of the statement is mandatory, and failure by the bidder to satisfy that intent will cause the bid to be rejected. All bid pricing must be United States dollars and cents. Bids will only be accepted in the English language. Cost: All charges should include all associated costs (including but not limited to delivery, freight etc.) for the goods or services being bid. Do not include sales taxes in unit prices. Bid pricing should be valid for 30 days following CB opening to allow sufficient time to tabulate and evaluate bid responses. Scope: Below are specific deliverables and services in the following priority order: Modified Format II Environmental Assessment (EA) as required by the US Department of HUD environmental regulations at 24 CFR part 58 which implements the National Environmental Policy Act (NEPA) for the Pinehurst Redevelopment area (map attached). Modified Format II Environmental Assessment (EA) as required by the US Department of HUD environmental regulations at 24 CFR part 58 which implements the National Environmental Policy Act (NEPA) for the Brandon Acres/Cedar Terrace Redevelopment Area (map attached). Modified Format II Environmental Assessment (EA) as required by the US Department of HUD environmental regulations at 24 CFR part 58 which implements the National Environmental Policy Act (NEPA) for the Belvedere Redevelopment Area (map attached). Modified Format II Environmental Assessment (EA) as required by the US Department of HUD environmental regulations at 24 CFR part 58 which implements the National Environmental Policy Act (NEPA) for the Two Notch Façade Improvement Business Corridor - Taylor Street to Cushman Road ( Two Notch Rd.) (map attached). Phase I Environmental Site Specific Assessment for four (4) commercial structures as required by the US Department of HUD environmental regulations at 24 CFR part 58 which implements the National Environmental Policy Act (NEPA). Commercial Structures Needing Phase 1 Environmental Site Specific Assessment Address TMS # Structure Type 3015 Belvedere Drive Commercial 3061 Two Notch Road Commercial 2739 Covenant Road Commercial 5412 Mauldin Avenue Multifamily with More than 4 Units EA requires compliance with: Statues, Executive Orders, and Regulations listed at 24 CFR 58.5 Other Statues, Executive Orders, and Regulations listed at 24 CFR 58.6 Consideration of Environmental Impacts Assessment Documentation EA Requirements Site Conditions Present & Future Documentation of all potential environmental impacts Negative & Positive Documentation of compliance Mitigation options Alternatives analysis Finding(s) City of Columbia RFP for ERR (3) Redevelopment Areas, Commercial Demolition & Façade Improvement Activity Page 2

3 Essential Elements of Proposal: Proposals must include and will be evaluated on the following: Part I Cover Letter The response should contain a cover letter and introduction, including: the company name and address, address and the name and telephone number of the person or persons authorized to represent the respondent regarding all matters related to the response. The cover letter should also contain the following statement: I have read the Community Development Department Request for Proposals (RFP) Management Consultant Services and fully understand its intent. I certify that I have adequate personnel, equipment, and facilities to provide the Community Development Department with the requested services and I have indicated I can meet the terms of the RFP. I understand that my ability to meet the criteria and provide the required services shall be judged solely by the Community Development Department. In addition, the cover letter must certify that: The response is genuine, and is not a fraud or collusive. The response is not made in the interest of or on the behalf of any person not named therein. The bidder has not directly or indirectly induced or solicited any person to submit a false or fraud response or to refrain from submitting a proposal. The bidder has not in any manner sought by collusion to secure an advantage over any other respondent. The bidder has thoroughly examined the RFP requirements and proposed fees cover all the services that we have indicated. The bidder acknowledges and accepts all terms and conditions included in the RFP. The bidder agrees to provide management consultant services in a manner acceptable to the Community Development Department and as stipulated in the RFP and subsequent contract. The bidder and key professional do not have or anticipate a potential conflict of interest with the Community Development Department or the City of Columbia. A person authorized to bind the firm to all commitments made in its response shall sign this letter. Part II Technical Proposal The bidder must include a narrative outlining the consultants qualifications and capacity to provide the requested services. The response must include the following: Provide an overview of your firm s services and management approach. The narrative should demonstrate the bidder s ability to customize services to the clients need. Provide a proposed timeframe for the project milestones. Identify key staff assigned to this engagement and provide resumes/biographies. Provide five references, include name of client, address, and phone number. Please briefly describe the nature of the engagement/project. If applicable, provide a list of public sector clients, including state agencies, authorities, and municipalities. Include at least one such client on your reference list. Part III Cost Proposal The Cost Proposal should include: Overall budget Staff rates per hour and estimated total hours for each person assigned to the engagement. City of Columbia RFP for ERR (3) Redevelopment Areas, Commercial Demolition & Façade Improvement Activity Page 3

4 Other expenses or costs associated with the performance of this contract. Evaluation Criteria: The factors to be used in evaluating the responses will include the following: Demonstrate ability through documented performance history (25 points) Professional qualifications of staff to be assigned to engagement (10 points) Quality and conciseness of responses (20 points) Quality of references (10 points) The value of any service suggestions, or other new ideas and enhancements (15 points) Location of responding individual or firm(s) (15 points) Proposed fees and compensation (5 points) Fees and compensation will be an important factor in the evaluation of responses. However, the Community Development Department is not required to select the low cost bidder, but may select the bid that demonstrates the best value overall, including proposed alternatives, and meets the objectives of this RFP. Community Development Department reserves the right to negotiate a change in any element of contract performance or cost identified in the RFP. Type of Contract: AWARD: Firm Contract will be issued to the successful bidder. It results in a binding obligation without further action by either party. This award does not authorize shipment. Shipment is authorized by the receipt of a purchase order from the ordering agency. DELIVERY ON FIRM CONTRACTS: The invitation for bid will show the number of days to place a commodity in the ordering agency s designated location under normal conditions. If the bidder cannot meet the stated delivery, alternate delivery schedules may become a factor in an award. The City of Columbia has the right to extend delivery if reasons appear valid. If the date is not acceptable, the agency may buy elsewhere and any additional cost will be borne by the vendor. PRODUCTS: The consultant or management firm will produce qualified Modified Format II Environmental Assessment as required by the US Department of HUD environmental regulations at 24 CFR part 58 which implements the National Environmental Policy Act (NEPA) and Phase I Environmental Site Specific Assessment for specified commercial structures. Minimum Qualifications: The selected consultant/firm must have demonstrated successful experience with HUD environmental review procedures, and federal laws and authorities. The consultant should have a minimum of three years prior experience and preferably should have experience working with HUD-funded Entitlement Cities. Reports: The bidder must make available three (3) bound copies of all deliverables to the Community Development Department as scheduled unless advised in writing of a change in schedule. Number of Response Copies: Please submit three (3) copies of your response by mail or hand deliver to: Dollie Bristow, Community Development Administrator 1225 Lady Street Suite 201 Columbia, SC Disqualifications of Proposals: Late Proposals: Proposals that are received after the deadline date and time shall be automatically disqualified. Non-responsive Proposals: Proposals that are not responsive or that fail to comply with mandatory requirements of the RFP shall be deemed non-responsive and shall be disqualified. Non-responsive proposals shall include, but not be limited to, those that fail to address or meet any mandatory item, and those submitted in insufficient number or in incorrect format. Collusion: Collusion by two or more bidders agreeing to act in a manner intended to avoid or frustrate fair and open competition is prohibited, and shall be grounds for rejection or disqualification of a proposal or termination of a contract. City of Columbia RFP for ERR (3) Redevelopment Areas, Commercial Demolition & Façade Improvement Activity Page 4

5 Terms and Conditions for Submission of Proposals: All submittals shall become the property of the Community Development Department and the City of Columbia and are subject to Freedom of Information Act (FOIA) regulations. Proposal Inquiries: All inquiries concerning this RFP shall be made in writing via mail or no later COB Friday October 15, 2015, citing the RFP Title, Page, Section and Paragraph, and shall be submitted to: Dollie Bristow, Community Development Administrator, Community Development Department, 1225 Lady Street Suite 201 Columbia, SC or Individuals and/or firms that intend to submit a response are prohibited from contacting the Mayor of the City of Columbia, City of Columbia Council Members, administrative personnel and/or employees of the Community Development or City of Columbia, other than the specified contact person, regarding this RFP. Furthermore, no other individual employee or representative of the City of Columbia is authorized to provide any information or respond to questions or inquiries concerning this RFP other than as described herein. All inquiries must be received no later than the date specified in this section. Inquiries received after this date, will not receive a response. An official written response will be provided to all questions meeting the requirements. Any proposal determined to be non-responsive to the specifications or other requirements of this RFP, including instructions governing format, may be disqualified without evaluation. The Community Development Department shall reserve the right to clarify and seek supplemental information to any proposal submitted. Calendar: The following is the tentative time schedule for the selection of a vendor to provide the services described herein. All dates are subject to modification by the Community Development Department: Issuance of RFP October 4, 2015 Inquiries Deadline October 15, 2015 RFP Response Deadline October 30, 2015 Approximate Contract Award Date November 10, 2015 Approximate Start Date November 11, 2015 Award Criteria and Responsibility: Bids must meet or exceed all defined specifications. Bids must meet all terms and conditions of this Competitive Bid and the laws of the State of South Carolina. Right of Rejection by the Community Development Department: Notwithstanding any other provisions of this RFP, the Community Development Department reserves the right to reject all responses, to waive any irregularity or informality in a response, and to accept or reject any item or combination of items, when to do so would be to the advantage of the Community Development Department and the City of Columbia. Furthermore, it is within the right of the Community Development Department to reject responses that do not contain all elements and information requested in this document. Contract Negotiations: After a review of the responses, the Community Development Department intends to enter into contract negotiations with one firm. Those negotiations could include all aspects of services and fees, contract awards may be for segments, phases, or specific tasks associated with a proposal. The Community Development Department reserves the right to elect to award contracts of a limited scope for portions of this RPF as stated above. Vendors are therefore encouraged to detail the pricing associated with their proposal so that costs are indexed to specific tasks or project phases. This will allow the Community Development Department to fairly evaluate and rank competitive proposals on individual components of the proposal if it is deemed in their best interest to do so. If a contract is not finalized in a reasonable time period, the Community Development Department will reopen negotiations with the next highest ranked consultant or firm. City of Columbia RFP for ERR (3) Redevelopment Areas, Commercial Demolition & Façade Improvement Activity Page 5

6 Award of Contract(s): The respondent to whom the contract(s) is/are awarded shall be required to enter into a written contract in a form approved by the Community Development Department. This RFP and the response, or any part thereof, may be incorporated into and made a part of the final contract. Contract Duration: The contract is expected to be for an engagement of approximately one year. The Community Development Department reserves the right to renew contracts on an annual basis. Contract Termination: The City may terminate the contract at any time upon any of the following grounds: Failure by the City to appropriate funds in its budget to pay the firm for the requested services. The firm fails to perform any of the services required within the contract. For the convenience of the City, in the City s discretion, for any reason whatsoever. In the event the contract is terminated under any of the other grounds enumerated herein and later appropriately and finally determined by an authorized process to be erroneous, such termination shall be treated as a termination for convenience. If the contract is terminated for convenience, or erroneously terminated upon any of the other grounds enumerated herein, the firm s sole and exclusive remedy is to be compensated for services rendered up to the date of termination calculated on a per diem basis using a 365-day calendar year. Force majeure. Upon expiration of the contract term. Delivery: City Of Columbia Community Development Attn: Dollie D. Bristow 1225 Lady Street Suite 201 Columbia, SC The agency requests delivery within 30 calendar days after receipt of the order. If this delivery schedule cannot be met, the bidder must state the number of days required to place the commodity in the ordering agency s designated location. Failure to state the delivery time obligates the bidder to complete delivery by the agency s requested date. Extended delivery dates may be considered when in the best interest of the City Of Columbia. Delivery 30 calendar days after receipt of order. All deliveries must be made during normal state work hours and within the agreed upon number of days unless otherwise arranged and coordinated with the agency. The vendor shall give the agency immediate notice of any anticipated delays or plant shutdowns that will affect the delivery requirement. Loss or damage that occurs during shipping, prior to the order being received by the agency, is the vendor s responsibility. All orders should be properly packaged to prevent damage during shipping. Payment and Invoice Provisions: All invoices shall be forwarded to the: City of Columbia Community Development Attention: Dollie Bristow 1225 Lady Street Suite 201 Columbia, SC Payment will be made in accordance with applicable State of South Carolina accounting procedures upon acceptance by the Agency. The City Of Columbia may not be invoiced in advance of delivery and acceptance of any equipment, service or commodity. City of Columbia RFP for ERR (3) Redevelopment Areas, Commercial Demolition & Façade Improvement Activity Page 6

7 Payment will be made only after the contractor has successfully satisfied the agency as to the goods and/or services purchased. Vendors should invoice the agency by an itemized list of charges. Purchase Order Number and/or Contract Number should be referenced on each invoice. Financial Responsibility: The respondent understands and agrees that the Community Development Department shall have no financial responsibility for any costs incurred by the respondent in responding to this RFP. The successful bidder shall be solely responsible for meeting all terms and conditions specified in the RFP, its proposal, and any resulting contract. The Community Development Department shall approve subcontractor(s) prior to signing the contact. The vendor s signature on a proposal submitted in response to this RFP guarantees that the prices quoted have been established without collusion with other eligible vendors and without effort to preclude the Community Development Department from obtaining the best possible competitive proposal. Additional Stipulations: Indemnification: Contractor agrees to indemnify, defend and hold the Owner harmless from any and all claims, liabilities, obligations, governmental penalties, fines and causes of action of whatsoever nature, including injury to or death of any person or damage to or destruction of any property, or court costs or attorney's fees resulting from any and all negligent acts or omissions of Contractor or any Subcontractor to this Agreement or any of their respective Directors, Officers, Partners, Principals, Employees or Agents. Neither this Agreement nor any Subcontract will create any contractual relationship between any Subcontractor and Engineer, nor any liability of Engineer to any Subcontractor. Time for Completion: The Contractor will begin work when this contract has been signed and a written Notice to Proceed has been executed. The Contractor will then commence work within the time frame identified in the Notice to Proceed. The Contractor shall satisfactorily complete all work under this contract within 30 days after the issuance of the Notice to Proceed by the Owner. If the work is not completed by the specified date and the contractor has not requested in writing and received in writing a contract extension, the Owner shall have the option to hire another Contractor to complete the work. Insurance: The Contractor shall furnish evidence of comprehensive public liability insurance coverage protecting the Owner for not less than $100,000 per person/$1,000,000 per accident and property damage insurance coverage for not less than $100,000 for any one accident arising from work performed by the Contractor, any of his subcontractors, or any direct or indirect employee of either of them. Contractor shall also provide automobile liability in the amount of $100,000 per occurrence. Evidence of insurance or other coverage required by local laws governing Workmen's Compensation will also be proved by the Contractor. Payment and Performance Bond: The development of units exceeding $100,000 must be bonded if HOME funds are to be drawn down during the construction phase. Assignment of Contract: The Contractor shall not assign the Contract without written consent of the Owner. Permits, Fees, Engineering Studies and Registered Surveys: The contractor shall obtain and pay for all necessary permits, inspection charges (not conducted by the Owner) and licenses for the authorization and execution of the work and labor performed. The Owner shall furnish all engineering studies as required and specified. Compliance with Code: The Contractor shall perform all work under the Contract in conformance with applicable codes, ordinances, regulations and requirements per Federal, State and local regulations. Cooperation: The Owner shall cooperate with the Contractor to provide access to the dwelling units for the performance of the work. Occupancy of Premises: Unless otherwise stated, it shall be assumed that the premises will be unoccupied during the course of construction. Inspection: The Contractor shall permit authorized persons access to the unit to inspect and examine the work during all working hours. These persons include agents of the U.S. Government, its designee, and the Owner or his designees. If any work is covered up without approval or consent of the Owner, it must, if required, be exposed for inspection at the Contractor's expense. All defects caused by the Contractor, or his subcontractors, shall be corrected at the Contractor's expense. City of Columbia RFP for ERR (3) Redevelopment Areas, Commercial Demolition & Façade Improvement Activity Page 7

8 Guarantee: The Contractor shall guarantee the work performed and materials and equipment for a period of one year from the date of final acceptance of all work required by the contract documents. Further, the Contractor shall furnish the Owner with all manufacturers and suppliers written guarantees and warranties covering materials and equipment furnished under the requirements of the contract documents. All defects appearing within the one-year period, which are the fault of the Contractor or are the result of defective material, shall be corrected at his expense. Default: In case of default by the Contractor, the Owner may procure articles or services from other sources and hold the Contractor responsible for any excess cost incurred. Notice: Notices to the Contractor shall be considered delivered for the purpose of the contract, if mailed by regular mail or hand delivered to the Contractor at the address that was given on the Bid. Changes: It is agreed that there shall be no changes to the contract and the work covered unless, for essential work which causes a change in cost and/or performance time, a mutually-agreed-to change has been put in writing and signed by the Owner and Contractor and with the concurrence of the Authority. Time for Performance: The Contractor shall begin performance within the time frame identified in the notice to proceed. Work to be performed by the Contractor shall be completed within the period of time stated in the Contract. However the Contractor, on written notification to and approval of the Owner, will be excused from delay charges and a performance time extension granted if, at any time in the progress of the work, delays are caused by: - Any act or neglect of the Owner - Changes ordered in the work - Strikes - Lockouts - Fire (if not caused by the Contractor) - Delay in transportation - Unavoidable casualties - Or any other causes beyond the Contractor's control. - Liquidated damages can be added in the contract as long as the daily charges can be justified. Disputes: The Owner shall, within a reasonable time, make decisions on all claims of the Contractor submitted to the Owner in writing. In the event of a dispute that cannot be resolved between the Owner and the Contractor, the dispute shall be presented to an independent arbitrator. The decision of the independent arbitrator shall be final. Workmanship: The work provided by the Contractor shall be executed pursuant to the plans, specifications, and/or work write-ups or other contract documents in a sound, workman-like, and substantial manner. Materials used in the construction shall be new, unless otherwise expressly set forth in the specifications. Supervision: The Contractor shall provide a competent supervisor who is capable of understanding the plans and specifications. All supervisors shall have successfully completed the Worker Protection and Safety course. The Contractor shall keep a complete set of approved plans and specifications on the job site. Termination: This contract may be terminated if: a. At any time the Contractor fails to furnish materials or execute work in accordance with the provisions of the contact documents, fails to proceed with or complete the work within the time limit specified in the contract documents or otherwise violates any provision of the Agreement, the Owner shall have the right to terminate the Agreement upon ten (10) days written notice to the Contractor. In this event, the Owner will proceed to have the work completed and apply the cost to any money due under the Contract. The Contractor shall be responsible for any damages or added cost resulting by reason of this default. b. At any time the Owner fails to cooperate with the Contractor by denying access to the property, refusing to furnish necessary services, or otherwise prohibiting completion of work as specified in the Agreement, the Owner shall have ten (10) days from notice to cure such deficiencies. Notice to Owner shall contain the reason for the Contractor's intention to terminate. Unless the deficiency ceases or a satisfactory arrangement has been made for its correction, the Contractor shall have the right to terminate the Agreement at the end of the ten (10) day notice period. After termination, the Contractor will be reimbursed for services rendered to the termination date upon submission to the Owner of detailed supporting documentation. The Contractor will not be entitled to profit or other compensation on services not performed. Payments: The amount of ten (10) percent will be retained until the Contractor submits a request for final payment. Final payment for this Contract shall be made only after final inspection, final clearance, acceptance of all work specified and the Contractor furnishing the Owner satisfactory releases of liens or claims against the property by his subcontractors, laborers, and City of Columbia RFP for ERR (3) Redevelopment Areas, Commercial Demolition & Façade Improvement Activity Page 8

9 material suppliers. The amount of ten (10) percent of the final payment may be retained in escrow for a period of up to thirty (30) days to cover contract compliance or until completion of all work. Non-Collusive Affidavit: Each person submitting a bid for any portion of the work contemplated by the bidding documents shall execute an affidavit in the form provided by the Owner to the effect that he has not colluded with any other person, form or corporation in regard to any bid submitted. Such affidavit shall be attached to the bid. Limitations of Indemnification: In any and all claims against the Owner or any of its agents or employees by any employee of the Contractor, anyone directly or indirectly employed by it or anyone for whose acts it may be liable, the indemnification obligation under Paragraph Two (2) of these General Conditions shall not be limited in any way by any limitation on the amount of type of damages, compensation or benefits payable by or for the Contractor under Workman s Compensation, Disability Benefit or other Employee Benefit Acts. Captions: The Captions in these General Conditions are for the purposes of convenience only and form no part of the General Conditions. In no event shall they be deemed to limit or modify the text of the General Conditions. Severability: The invalidity or unenforceability of any portion(s) or provisions(s) of this agreement shall in no way affect the validity or enforceability of any other portions(s) or provision(s) thereof. Any invalid or unenforceable provision(s) shall be severed from the Agreement and the balance of the Agreement shall be construed and enforced as if the Agreement did not contain the particular portion(s) or provision(s) held to be invalid and/or unenforceable. Acknowledgement of Receipt and Willingness to Comply Vendor Representative Printed Name Vendor Representative Printed Title Vendor Representative Signature Date City of Columbia RFP for ERR (3) Redevelopment Areas, Commercial Demolition & Façade Improvement Activity Page 9

10 Two Notch Road Façade Area City of Columbia RFP for ERR (3) Redevelopment Areas, Commercial Demolition & Façade Improvement Activity 10 Page

11 Pinehurst Community Council City of Columbia RFP for ERR (3) Redevelopment Areas, Commercial Demolition & Façade Improvement Activity 11 Page

12 Brandon Acres/Cedar Terrace City of Columbia RFP for ERR (3) Redevelopment Areas, Commercial Demolition & Façade Improvement Activity 12 Page

13 Belvedere Neighborhood City of Columbia RFP for ERR (3) Redevelopment Areas, Commercial Demolition & Façade Improvement Activity 13 Page