(Electronic Submission Only)

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1 DEERFIELD BEACH HOUSING AUTHORITY REQUEST FOR QUALIFICATIONS NUMBER RFQ R General Contractor for Pre-Construction and Construction Services THE PALMS OF DEERFIELD APARTMENTS REDEVELOPMENT PROJECT DATE OF ISSUE: Tuesday, July 12, 2016 QUESTIONS DUE: Tuesday, July 19, 2016 PROPOSALS DUE: Tuesday, August 2, :00PM (Electronic Submission Only) CONTACT: DR. NADINE JARMON, EXECUTIVE DIRECTOR DEERFIELD BEACH HOUSING AUTHORITY 533 S. DIXIE HWY., SUITE 201 DEERFIELD BEACH, FL TELEPHONE: , EXTENSION { } 1

2 1. Introduction The Housing Authority of the City of Deerfield Beach d/b/a Deerfield Beach Housing Authority (herein after, DBHA ) is a Public Housing Agency as well as a dependent special district of the State of Florida established in 1969 under the U.S. Housing Act of 1937 and Chapter 421 of the Florida Statutes. DBHA provides low-income housing assistance to residents in Deerfield Beach and throughout Broward County and the city limits of Deerfield Beach. The United States Department of Housing and Urban Development ("HUD"), a federal agency, partially funds and monitors operations of the DBHA. Nothing contained in this RFQ or in the contract resulting from the selection process shall be construed to create any contractual relationship between the successful Vendor and HUD. In addition to the provision of housing and housing assistance to low income families, DBHA has expanded its focus into the conversion of public housing properties, acquisition of affordable housing units, use of non-hud sources of funding, and the creation of partnerships with both non-profit and for-profit entities. For purposes of this project, DBHA has formed a partnership with Smith & Henzy Advisory Group (S&H) and Tacolcy Economic Development Corporation (TEDC); hereafter referred to as its partners. The project will consist of the total rehabilitation of 100 units (50 studios and 50 one bedrooms) located at the Palms of Deerfield Beach elderly and disabled designated property at 425 NW 1 st Terrace, Deerfield Beach, FL Solicitation Background and Anticipated Schedule DBHA and its partners are seeking to obtain proposals from firms qualified to perform services as described within the Scope of Work. It is the intention of DBHA and its partners to award a contract for the completion of the Palms Redevelopment project under the Rental Assistance Demonstration Program ( RAD ) as authorized by HUD and in accordance of terms required under the State SAIL funding requirements. This solicitation is subject to the DBHA Procurement Policy, as revised May Every effort will be made to maintain this schedule. However, all dates are subject to change if it is deemed to be in the best interest of DBHA. { } 2

3 Anticipated Solicitation Schedule Event RFQ Published to DBHA Website Date (and Time) Tuesday, July 12, 2016 Deadline for Receipt of Questions and/or Comments via Tuesday, July 19,2016 Deadline for Proposal Submissions Tuesday, August 2, :00PM (Electronic Submission Only) Evaluation Committee Review of Proposals Wednesday, August 3, 2016 Interviews (Optional) Tuesday, August 9, 2016 Approval by Board of Commissioners Anticipated Date Wednesday, August 17, 2016 Effective Date of New Contract Anticipated Date Monday, August 22, Reservation of Rights The DBHA in collaboration with its partners reserves the following rights: The right to reject any or all proposals, to waive any informality in the RFQ process, or to terminate the RFQ process at any time, if deemed by the partners to be in its best interests. The right not to award a contract pursuant to this RFQ. The right to terminate a contract awarded pursuant to this RFQ, at any time for its convenience upon 30 days written notice to the successful proposer(s). The right to determine the days, hours and locations that the successful proposer(s) shall provide the services called for in this RFQ. The right to 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 the DBHA Contracting Officer (CO). Shall have no obligation to compensate any proposer for any costs incurred in responding to this RFQ. The right to at any time during the RFQ 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. The right to reject the Proposal of any firm who is debarred by the U.S. Department of Housing and Urban Development (HUD) from providing services to PHAs, and reserves the right to reject the proposal of any firm who has previously failed to perform contracts properly. { } 3

4 4. Purpose The Deerfield Beach Housing Authority (DBHA) and its partners are requesting qualifications from General Contracting firms to provide services to assist with the redevelopment of its public housing assets using HUD s Rental Assistance Demonstration (RAD) project, low income housing tax credits (LIHTC) and Florida Housing Finance Corporation (FHFC) SAIL loan. Services needed include but are not limited to administering general contract administration duties based on predevelopment; development and closing phases related to the rehabilitation of 100 units of the Palms elderly designated mid-rise in Deerfield Beach, FL. 5. Scope of Work DBHA and its partners intend to award a Contract for General Contractor Preconstruction and Construction services. The General Contractor will complete the Project through the Stipulated Sum delivery method derived from bids obtained from subcontractors, based on the plans and specifications prepared by the project architect. All work performed shall be at the direction of the DBHA and its partners. The project proforma currently estimates the construction budget at $5,000,000 (exclusive of GC/GR/OH/P). To accomplish this task it is anticipated that the General Contractor will obtain and qualify multiple bids for each trade obtaining the best value for the owner. In qualifying subcontractor bids, the General Contractor will be responsible for ensuring that values are derived considering all applicable local, state and federal laws and ordinances. Additionally, the General Contractor must ensure adherence to: MBE and WBE, Section 3, Davis-Bacon labor standards and wage rates, and the local municipality minimum wage requirements and FHFC contract requirements including limitations on overhead, GC profit and general conditions in addition to providing FHFC required guaranteed max price contract (see attachment 1). Construction will occur on a site that will continue to be occupied by seniors, adults with disability and families. A Safety Program will be required to ensure minimal disruption and safe housing conditions for the residents of The Palms of Deerfield Apartments. The general scope of services to be provided under this RFQ should include, but not be limited to the following: Oversee selection of subcontractors Insure that HUD and public requirements are met Section 3, MBE Coordinate and facilitate pre-construction meeting including Section 3, MBE and Davis Bacon briefings Review of site plans and blue prints Prioritize affordability in overall construction, materials and maintenance { } 4

5 Work closely with the Architect in developing overall project Scope of Work Review of cost estimates Inspection services Familiarity with the City of Deerfield Beach building codes, doing business in Deerfield Beach, and working relationship with the Deerfield Beach Building Department 6. Awarded Vendor s Responsibilities The selected Vendor shall be responsible for the professional quality, accuracy, timely completion, and coordination of all services, as provided for herein, furnished by the Vendor and its principals, officers, employees, and agents. In performing such services, Vendor shall follow practices consistent with generally accepted professional standards. DBHA shall reserve the right to demand and receive a change in personnel assigned to the work if DBHA believes that such change is in its best interest and in the completion of the assigned work. The Vendor shall be responsible for maintaining satisfactory standards of employees competency, conduct, courtesy, appearance, honesty, and integrity, and shall be responsible for taking such disciplinary action with respect to any employee, as may be necessary. Vendor shall have in its employ, or under its control, sufficient qualified, experienced and competent personnel to perform work promptly and in accordance with a schedule or work program, as approved by DBHA. Vendor shall employ only such workers as are skilled in the tasks to which they are assigned. Vendor shall be responsible for overseeing the work of all workers. 7. Licensing and Insurance Information Before a contract pursuant to this RFQ is executed, the apparent successful Vendor must hold all necessary, applicable professional licenses required by the State of Florida and all other regulatory agencies necessary to complete the Services in addition to Lender and LIHTC investor. The Vendor shall obtain, at the Vendor's expense, any permits, certificates and licenses as may be required in the performance of the work specified. All required licenses shall remain active and valid during the entire duration of the subsequent contract. DBHA may require any or all Vendors to submit evidence of proper licensure. Proof of Insurance shall be provided to DBHA prior to the execution of a contract. Unless otherwise stated by DBHA, the successful proposer (s) will be required to obtain and adequate and required insurance coverage during the entire Contract Term. DBHA reserves the right, but not the obligation, to review and revise any insurance requirements, including limits, coverages and endorsements, based upon insurance { } 5

6 market conditions affecting the availability and affordability of coverage. Additionally, DBHA reserves the right, but not the obligation, to review and reject any insurance policies, certificates of insurance, or insurer failing to meet the criteria stated herein. 8. Response Submission The proposer shall submit their response electronically to the following addresses: Responses must be sent to all three addresses simultaneously. Submissions must have the exact same date/time official submission to all three parties. Submission deadline is 4:00pm eastern; Tuesday, August 2, The vendor shall ensure that the response is received by the time and date indicated on the first page of this solicitation document. The response shall clearly indicate the solicitation number and title. Submissions received after the noted deadline will not be accepted. The official US time at shall determine receipt within deadline. 9. Administrative Terms and Conditions In order to maintain a fair and impartial competitive process, DBHA and its partners shall avoid private communication concerning this procurement with prospective Vendors during the entire procurement process. From the issue date of this RFQ until the final award is announced, Vendors are not allowed to communicate about this RFQ for any reason with any DBHA staff except through the RFQ Point of Contact named below, during the Pre-Proposal Conference (if any), as otherwise defined in this RFQ or as provided by existing work agreement(s). Prohibited communication includes all contact or interaction, including but not limited to, telephonic communications, s, faxes, letters, or personal meetings, such as lunch, entertainment, or otherwise. DBHA reserves the right to reject the proposal of any Vendor violating this provision. All questions shall be submitted via to the contact person named on the cover sheet of this document. Questions will not be accepted via telephone. Responses to questions shall be sent via . { } 6

7 Unless an answer or information is provided by DBHA in writing as part of an addendum, such information shall have no effect and may not be relied upon by the Vendor. 10. Notices All notices, demands, requests, and claims pertaining to the award of this contract must be addressed in writing to: Dr. Nadine Jarmon, Executive Director Deerfield Beach Housing Authority 533 S. Dixie Hwy., Suite 201 Deerfield Beach, FL Evaluating Method and Award Process The proposed evaluation is an initial process designed to elicit a short list of vendors with the best combination of attributes (i.e., qualifications, experience and technical approach), based upon the evaluation factors specifically established for this RFQ. The establishment, application and interpretation of the above evaluation criteria shall be solely within the discretion of DBHA and its partner agencies. Vendors should provide all information outlined in the Evaluation Factors to be considered responsive. Proposals will be evaluated based on the responsiveness of the Vendor s information to the Evaluation Factors which will demonstrate the Vendor s understanding of the Evaluation Factors and capacity to perform the required services of this Request for Qualifications. The maximum points that shall be awarded for each of the Evaluation Factors are detailed and described below. Factor Points Description A 35 Experience B 25 Qualifications / Key Assigned Staff C 15 Location of Firm and Ability to Respond in a Timely Manner D 10 Current / Future Workload E F 10 5 Required Documents Woman, Minority and/or Section 3 Business Total 100 { } 7

8 Factor A - Experience (35 points) Provide a description of multi-family public housing facilities completed or in progress. This description should demonstrate your firm s experience to perform General Contractor services utilizing the Stipulated Sum Contracting Method. The description should include: 1. Services Provided (indicate if completed or in progress); 2. Construction Value; 3. Change Orders (as a Percent of Contract Value); 4. Construction Duration; 5. Rehabilitation experience with tenants in place (please note that100% units are occupied by senior and/or disabled residents 6. How you manage warranty work when a project is located outside of the County in which you are located; 7. Demonstrate your firm s ability in: Estimating/Cost Control; FHFC Construction Contractor Compliance (if no experience please detail how you will comply) Federal Procurement Requirements; Quality Control Review; Bid Release Schedules; Contracting experience with Minority Business Enterprise (MBE), Women Business Enterprise (WBE), and local contractors; Contracting experience with Davis-Bacon wage compliance and Section 3 compliance and reporting; Green Building and Energy Efficiency; Value Engineering; Safety & Risk Management 8. Three references of similar type projects. Include name, title, organization, and contact information including name of point of contact, address, phone number and address. Please do not list any Housing Authority staff as a reference; Factor B - Qualifications / Key Assigned Staff (25 points) 1. Each firm shall submit a list of team members including detailed resumes on all members of the firm who will be assigned to this project. { } 8

9 2. The Key Personnel shown in this proposal will be required to perform the tasks. Key resumes should include Project Executive, Project Manager, Assistant Project Manager, Project Superintendent, Project Engineer, Estimator, and Scheduler 3. Substitutions for Key Personnel listed to complete task must be with equally qualified persons and must be approved by DBHA prior to assignment to DBHA work. 4. Organizational chart indicating team members. Factor C - Location of Firm and Ability to Respond in a Timely Manner (15 points) 1. Each firm shall state their location with respect to Broward County and Deerfield Beach, Florida. 2. Each firm shall demonstrate their ability to respond to requests in a timely manner by providing examples of past performance in this area. Factor D - Current / Future Workload (10 points) 1. Each firm shall detail current and future projects contemplated which are anticipated to coincide with this engagement and relate the impact of such work on the schedule anticipated for this job. 2. Each firm should submit a suggested time frame for the work which is limited only by the time frame established in the contract for completion of the project. Factor E - Required Documents / General Response to RFQ (10 points) 1. A copy of the General Contractor B License that is current and in good standing in the State of Florida, and bonding capacity to complete the proposed project. 2. Copy of Errors and Omissions Insurance. 3. List of outstanding lawsuits including claims, both settled and unsettled for the past five (5) years. 4. Self-certification that they have no active Federal, State or Public Agency disqualification. Factor G Designated Woman-Owned, Minority, or Section 3 Business Concern (5 points) Each firm should identify if they are a Woman-Owned, Minority or Section 3 Business Concern. Section 3 Business: If you are claiming a Section 3 preference please indicate same in your proposal and provide the Section 3 priority that you are claiming. { } 9

10 Priority I - 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 - Business concerns whose workforce includes 30 percent of residents of the housing development for which the Section 3-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 III - Business concerns that are 51 percent or more owned by residents of any other housing development or developments. Priority IV - Business concerns whose workforce include 30 percent of residents of any other public housing development or developments, or within three (3) years of the date of first employment with the business concern, were Section 3 residents of any other public housing development. Priority V - Business concerns participating in HUD Youth-build programs being carried out in the metropolitan area in which the Section 3-covered assistance is expended. Priority VI - Business concerns that are 51 percent or more owned by Section 3 residents in the metropolitan area, or whose permanent, full-time workforce includes no less than 30 percent of Section 3 residents in the metropolitan area, or within three (3) years of the date of employment with the business concern, were Section 3 residents in the metropolitan area. Priority VII - Business concerns that subcontract in excess of 25 percent of the total amount of subcontracts to Section 3 business concerns. Evaluation Method and Award Process Each proposal will first be evaluated for responsiveness (i.e., meets the minimum of the published requirements). DBHA and its partners reserve the right to reject any proposals deemed as not minimally responsive. The General Contractor responses will be evaluated in terms of the following factors: 1. Demonstration of Construction Experience a. Contractor must have managed a minimum of two (2) multi-family housing projects within the last five (5) years, with specific experience executing rehabilitation projects within occupied buildings; b. The projects submitted must demonstrate experience with similar size and scope, and at least one project must have used the Stipulated Sum Contract; c. Projects should include the following construction challenges: i. Limited construction and staging areas; { } 10

11 ii. Construction in occupied facilities; iii. Project complexity requiring tracking of multiple functions and phases; d. Projects submitted must have been constructed in Florida; e. Photographs of projects are recommended to illustrate the character of the projects; 2. Experience and Compliance with Federal Procurement Requirements a. Davis-Bacon Act; b. Section 3; c. Buying American; d. Anti-Discrimination Laws; e. Construction experience on federally-funded projects; 3. Demonstration of Minimum Field Staff Professional Capabilities a. Proposed Project Manager; b. Proposed Project Superintendent; c. Proposed Project Engineer; 4. Experience in Pre-Construction/Construction Management Services Related to the Strategy for Procurement of Multiple Trade Contractors a. Include a description of the subcontractor selection process; b. Demonstrate experience in working with MBE/WBE and local subcontractors; c. Include an estimate of the percent of subcontractors who will be MBE/WBE and/or local; 5. Safety and Legal Factors a. No contract will be awarded to any applicant with an active Federal, State or Public Agency disqualification; b. Any outstanding lawsuit should be fully explained; c. The recovery rate on claims against contractor should be below 67% and claims frequency should be below 33%; d. Current Worker s Compensation experience factor should not exceed 1.3; DBHA and its partners will form an Evaluation Review Committee to review proposals and make recommendation to the Board of Commissioners for selection based on but not limited to the evaluation factors set forth above. Factors not specified in the RFQ will not be considered. DBHA reserves the right to waive any minor irregularities or technicalities in the proposals received. Proposals shall be evaluated on an individual basis against the requirements stated in the RFQ. Final award will be approved by the DBHA Board of Commissioners. { } 11

12 Notification of the results of the evaluation including the name of the successful vendor will be posted on DBHA s website. The DBHA reserves the right to accept any proposal which, in the DBHA'S judgment will best serve the DBHA's interest, reject any and all proposal, to waive any and all informalities and/or irregularities, and to negotiate contract terms with the Successful Proposer, and the right to disregard all nonconforming, nonresponsive, unbalanced or conditional proposals. Also, the DBHA reserves the right to reject the proposal of any Proposer if the DBHA believes that it would not be in the best interest of the DBHA to make an award to that Proposer, whether because the proposal is not responsive or the Proposer is unqualified or of doubtful financial ability or fails to meet any other pertinent standard or criteria established by the DBHA. 12. Contract Award DBHA Authorized Procurement Authority All contracts where the base contract amount or any option exceeds $30,000 are required to be approved by the Board of Commissioners. In addition all contract modifications in excess of $30,000 require approval by the Board of Commissioners. Contract Terms and Conditions The contract that DBHA expects to award as a result of this RFQ will be based upon the RFQ, the contract terms and conditions, the Proposal submitted by the successful Vendor and any subsequent revisions to the Vendor's Proposal and the contract terms and conditions due to negotiations, written clarifications or changes made in accordance with the provisions of the RFQ, and any other terms deemed necessary by DBHA, except that no objection or amendment by a Vendor to the RFQ requirements or the contract terms and conditions shall be incorporated by reference into the contract unless DBHA has explicitly accepted the Vendor s objection or amendment in writing. Unauthorized Sub-Contracting The successful vendor shall not assign any right, nor delegate any duty for the work proposed pursuant to this solicitation document (including, but not limited to selling or transferring the contract) without the prior written consent of DBHA. Any purported assignment of interest or delegation of duty, without the prior written consent of DBHA shall be void and may result in the cancellation of the contract with DBHA, or may result in the full or partial forfeiture of funds paid to the successful proposer as a result of the proposed contract. Insurance Requirements Prior to award but not as a part of the proposal submission, the successful vendor will be required to provide an original certificate evidencing insurance coverage as described in Section 7 above, naming DBHA as an additional insured, together with the appropriate endorsement to said policy reflecting the addition of DBHA as an additional insured under said policy. DBHA shall be named as the Certificate Holder using the following name address: { } 12

13 Deerfield Beach Housing Authority 533 S. Dixie Hwy, Suite 201 Deerfield Beach, FL There shall be a 30-day notification to DBHA in the event of cancellation or modification of any stipulated insurance coverage. Licensing and insurance requirements will be examined and approved by the DBHA Executive Director prior to contract award. Contract Service Standards All work performed pursuant to this solicitation must confirm and comply with all applicable federal, state, and local laws, statutes, and regulations. Public Records Disclosure: The following provision shall be included in any contract entered into between the DBHA and the successful proposer: IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT Telephone No. (954) address: njarmon@dbhaonline.org Mailing Address: 533 S. Dixie Highway, Suite 201 Deerfield Beach, FL LAST PAGE OF DOCUMENT { } 13