Solicitation Type & Number Quote- QT2015-002 Date of Quote Announcement/Request Wednesday, June 3, 2015 Solicitation Title Quote Due Date Time HAFC Operating Days/Hours (except for Holidays) Housing Authority of Fulton County Property Maintenance Contractor Friday, June 12, 2015 at 12:00 noon eastern standard time Monday through Thursday 8:00 A.M. 6:00 P.M. Eastern Standard Time Friday 8:00 A.M. 12:00 noon Eastern Standard Time DIRECT INQUIRES TO: Point of Contact Title E-Mail Address Teresa L Davis Chief Mortgage Finance Officer teresadavis@hafc.org Fax Number (404) 472-3484 Respondents are responsible for reading this solicitation and all exhibits, in its entirety, as updates and revisions have been added. By submitting a response to this solicitation, the Respondent acknowledges that it has read the entire document and is responding with full knowledge of all terms, conditions and requirements as set forth. Questions and inquiries regarding this RFP must be submitted, in writing via email to the address indicated above, and should refer to the specific paragraph in question. All inquiries must be received no later than 3:00 p.m. local time, on Tuesday, June 9, 2015. Answers will be provided as written addenda to this RFP, which will be on file and available for inspection at HAFC offices not later than Wednesday, June 10, 2015 at 12:00 noon. The addenda will also be posted on the HAFC website at www.hafc.org. HAFC will endeavor to provide copies of addenda to all potential offerors to whom this RFP has been emailed, but it will be the responsibility of each offeror to make inquiry as to the existence and content of addenda, as the same shall become part of this RFP and all offerors will be bound thereby, whether or not the addenda are actually received by the offeror. Page 1 of 5 Requests for Quotes- QT 2015-002 Property Maintenance Contractor
PART I INTRODUCTION The Housing Authority of Fulton County, Georgia (HAFC) hereby requests quotes from qualified companies or individuals ( Contractor ) to be on call for maintenance and service issues, as they arise, for HAFC s 9 unit public housing property located at 151 Belle Isle Road, Sandy Springs, Fulton County, Georgia, 2 condominiums on the south side of Atlanta, 5 single family homes on the south side of Atlanta, and the HAFC office located at 4273 Wendell Drive, SW, Atlanta, Georgia. Also included until mid-summer 2015 is 50 units of HAFC s Project Based Voucher building located at 144 Allen Road, Sandy Springs, Georgia. **The Housing Authority of Fulton County reserves the right to reject any or all quotes. The Housing Authority of Fulton County is an equal opportunity employer and contracting agency. PART II-SCOPE OF SERVICES The Housing Authority of Fulton County, Georgia (HAFC) hereby requests quotes from responsive and responsible contractors to provide all labor, supervision, materials, replacement parts, supplies, tools, transportation, equipment and incidentals required to provide comprehensive General Maintenance and Repair for HAFC owned and/or maintained facilities and properties. There are various disciplines required by this contract. The HAFC reserves the right to add additional contractors, at the HAFC s sole discretion. SPECIFICATION Duties: Provide upkeep, repairs and general maintenance to HAFC properties Perform routine inspections of properties to check for maintenance problems and communicate with HAFC staff to determine necessary repairs. Perform routine and scheduled preventive maintenance of properties including but not limited to: painting, basic electrical repairs or replacement, carpentry, drywall repair, external maintenance, and basic repair or replacement of defective equipment and reassembly. Respond to emergency calls when directed by HAFC staff. Complete work record forms and job assignment sheets Maintain records of type and cost of maintenance or repair work. Respond to work orders or receive instructions from HAFC staff to determine work requirements. Determine and obtain required materials and estimate costs, based on work orders. Change batteries in smoke detectors in spring and fall at all sites Inspect an HVAC system before spring and winter, clean out the air vents, replace any air or heating filters or schedule repairs, if needed Knowledge and Skills: Knowledgeable of machines and tools, including their designs, uses, repair, and maintenance Knowledge of materials, methods, and the tools involved in interior/exterior repair. Valid drivers license and reliable vehicle Education and Experience: Previous related maintenance experience of basic maintenance and building construction High School Diploma Additional Requirements: Licensing and 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. An original certificate evidencing the proposer s current industrial (worker s compensation) insurance carrier and coverage amount. General Liability Insurance. An original certificate evidencing General Liability coverage, naming the HAFC as an additional insured, together with the appropriate endorsement to said policy reflecting the addition of the HAFC as an additional insured under Page 2 of 5 Requests for Quotes- QT 2015-002 Property Maintenance Contractor
said policy with a deductible of not greater than $1,000. Professional Liability Insurance. If applicable, an original certificate showing the proposer's professional liability and/or "errors and omissions" coverage with a deductible of not greater than $1,000. Automobile Insurance. An original certificate showing the proposer's automobile insurance coverage in a combined single limit of $1,000,000. For every vehicle utilized during the term of this program, when not owned by the entity, each vehicle must have evidence of automobile insurance coverage with limits of no less than $50,000/$100,000 and medical pay of $5,000. Respondent will need to certify by submission of its quote, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by a Federal department or agency. All Respondents are required to submit a Disclosure Statement if this is not the case. HUD Maintenance Wage Rates Determination (MWRD) HUD has determined that, for non-construction maintenance work (work not covered by Davis-Bacon requirements, which is constructionrelated only), the HAFC must ensure that contractors do not pay its employees that perform such work for the HAFC at a rate less than the rates listed on the attached HUD MWRD (Attachment C, attached hereto). Therefore, by submitting a proposal, each proposer is thereby agreeing to and verifying that he/she will not pay his/her employees at rates less than detailed within Attachment C. Please note that the contractor will not be required to submit certified payrolls; however, the contractor must make its payroll records available to either the HAFC or HUD on request, and failure on the part of the contractor to comply with this requirement will be the sole responsibility of the contractor, including any ensuing penalties, court costs, or wages due to employees as a result of the contractor s failure to comply. SERVICE HOURS Service shall be made available to HAFC y 365 days per year, 24 hours per day. BUSINESS HOURS shall be work performed between 6:00 AM to 6:00 PM, Monday through Friday. AFTER HOURS SERVICE shall be work performed after 6:00 PM and before 6:00 AM the next morning. WEEKEND AND HOLIDAY shall be work performed during Saturday, Sunday or during any HAFC holiday. RESPONSE TIMES Response time to all BUSINESS HOURS repair service work shall be within four (4) hours on-site after Contractor receives request from HAFC with the exception of an emergency request that occurs during BUSINESS HOURS, which shall be two (2) hours. AFTER HOURS and WEEKENDS/HOLIDAY repair request shall have a four (4) hour response time, unless declared an emergency, then it shall be two (2) hours on site. The Contractor shall be required to provide HAFC a twenty-four (24) hour access to their staff via any communications system HAFC may choose. Contractor shall coordinate all repair/installation schedules with HAFC before beginning work. All electrical connections requiring a power outage shall be made during an approved time limit, and coordinated by HAFC staff. TRIP CHARGES An imaginary circular boundary with 4273 Wendell Drive, SW, Atlanta, Fulton County, Georgia, as the center point, and within a radius of twenty-five (25) miles from this point, will be considered the normal geographical service area for this Contract. Sites outside this boundary may incur a single round trip, trip charge per service call. CONTRACT TERM This Request for Quote is for awarding a firm, fixed price purchasing contract to cover a three (3) year term. OPTION TO RENEW The HAFC may, at their option and with the approval of the Contractor, renew the term of this Contract up to a maximum of three (3) years, (or at the HAFC s sole discretion, extend the contract on a month to month basis for a maximum of six (6) months after expiration). The Contractor shall be notified in writing by HAFC of its intention to renew the contract term at least thirty (30) calendar days prior to the expiration of the original contract term. Page 3 of 5 Requests for Quotes- QT 2015-002 Property Maintenance Contractor
PART III-QUOTE ITEMS TO SUBMIT SUBMISSION TO THE HOUSING AUTHORITY OF FULTON COUNTY Quote MUST include: Hourly rate for services described herein Statement of experience and qualifications to perform the duties described herein Statement that the bidder can comply with all specifications listed above, including but not limited to, the Additional Requirements Three references for similar work performed within the past 12 months Statement regarding transportation and insurance (as stated above) Completed Form-Attachment A (Certification Regarding Debarment) Completed Form-Attachment B (Contractor Affidavit under O.C.G.A 13-10-91(b)(1)) Upon receipt of each quote, HAFC's will date-stamp it to show the exact time and date of receipt. All quotes received will become the property of the Housing Authority of Fulton County, Georgia and will not be returned to the proposers. Respondents shall submit a quote by email in response to this solicitation to: Teresa L. Davis, Chief Mortgage Finance Officer Email: TeresaDavis@hafc.org Housing Authority of Fulton County, Georgia 4273 Wendell Drive Atlanta, GA 30336 DEADLINE FOR SUBMISSIONS Responses shall be received by email at above address before 12:00 noon eastern standard time on Friday, June 12, 2015. Late responses will NOT be considered. REJECTION OF QUOTES HAFC reserves the right to reject any or all responses to this Request for Quotes and to waive any informalities, technicalities, or omissions therein. HAFC also reserves the right to reject any quote when a parent, subsidiary, affiliate, or predecessor in interest of the Respondent has pending litigation or claims with HAFC, or if any quote includes a proposed subcontractor or supplier that has pending litigation or claims with HAFC, if HAFC determines, in its sole discretion, such litigation or claims may adversely affect the ability of the parties to work efficiently and effectively under this Contract, or for any other reason as determined by HAFC. Any such Quotes will be returned to the Respondent. No objections with regard to the application, meaning, or interpretation of these specifications will be considered after the Quotes have been received. RESPONSE MODIFICATION Response may be modified, withdrawn, and/or re-submitted in writing prior to the deadline for quotes. After this deadline, no withdrawals or resubmissions may be made for any reason. Page 4 of 5 Requests for Quotes- QT 2015-002 Property Maintenance Contractor
ATTACHMENTS ATTACHMENT A ATTACHMENT B ATTACHMENT C Debarment Certification ATTACHMENT B Contractor Affidavit under O.C.G.A 13-10-91(b)(1) HUD Maintenance Wage Rates Determination Page 5 of 5 Requests for Quotes- QT 2015-002 Property Maintenance Contractor