February 6, 2012 To Interested Parties: The Dutchess County Department of Planning and Development (DCDPD) operates a Senior Citizen Property Rehabilitation Program. The primary purpose is to repair NYS Building Code violations and remedy safety hazards. Some properties present Lead Based Paint (LBP) work to be performed within guidelines set forth by HUD and EPA. The County is seeking a consulting firm to provide LBP inspections, risk assessments and clearance testing in accordance with HUD lead based paint inspection and risk assessment protocols. The consulting firm will be assigned housing units located throughout Dutchess County that may require LBP inspections, risk assessments, design specifications and/or clearance testing. The term of the contract will be one year with an option to renew for one additional year. This service will be 100% federally funded and in accordance with current HUD Regulations. Therefore, these inspections must be performed by licensed and certified lead inspectors and risk assessors and will entail collecting information about the condition of the property, performing both a visual assessment of the dwelling and collecting environmental samples. The environmental samples (including deteriorated paint chips, surface dust and/or soil samples) must be sent to and EPA accredited laboratory for analysis. All surfaces with deteriorated paint shall be tested with and XRF lead-based paint analyzer. The consulting firm selected to provide this service agrees that quantities shown on the proposal sheet are approximate estimated quantities and that during the progress of work the County may find it advisable and shall have the right to omit portions of the work, and to increase or decrease the shown estimated quantities or the scope of work and that the County reserves the right to add or to take from the total amount of the work. When laboratory results are received, the consulting firm will review all data, including visual assessment results, environmental sampling results, and XRF test results and submit a written summary of all findings to the County. This report will identify LBP hazards and prioritize all potential lead hazards. Please note: housing units will be single-family homes. Based upon the findings of the inspections of risk assessments, the consultant may be asked to prepare Technical Specifications.
All responders to this request should include the following: Information about the consulting firm, including a narrative about the firm s services, years in business, staffing, past projects and experience with the above proposal. A description of qualifications, training and experience of all staff who will provide inspections, including EPA certification numbers. Copies of certificates and licenses for staff and laboratories that will be utilized to provide these services. Complete the attached schedule of services, Exhibit 1. Provide a description of the average timeframe required to perform inspections, reports and laboratory results. Fee schedule for any expedited or additional professional services i.e. hourly rates for additional staff, laboratory services and/or other services not specifically requested in this proposal. Sample Abatement Plans and Technical Specifications Documentation of eligibility as a Minority and/or Women-Owned Business (MBE/WBE), if applicable. Interested consulting firms are asked to submit completed proposal on or before Friday, February 2, 2012 at 5:00 p.m. Submit one original and one copy. The County will select, if at all, one or more consultants that best meet, in the opinion of the County, the requirements of this RFP. The initial contract will be for 2012 with an option to extend the contract for 2013. Evaluation criteria for the selection process shall consist of organizations qualifications, capabilities, experience, expertise, customer service and price. Thank you for your interest in this project. Attachments Mike Peratikos Rehabilitation Specialist
EXHIBIT 1 DUTCHESS COUNTY DEPT. OF PLANNING & DEVELOPMENT SCHEDULE OF LEAD-BASED PAINT INSPECTION SERVICES Approximate Quantity Description Price/Structure Total Cost Lead-Based Paint Inspections Lead Based Paint (LBP) Risk Assessments, to be performed at time of LBP Inspection (includes base cost of LBP inspection) Lead-Based Paint Risk Assessments, to be performed as a separate activity Final Clearance Testing of Selected Structures Expedited/Additional Services (attach separate schedule or list, if necessary) Miscellaneous Items/Contingency Grand Total Turnaround time for clearance testing must be provided in 72 hours Complete the following information: Date of Proposal Company Street Address/PO Box City, State, Zip Tax ID Number Name of Authorizing Official (Print or Type) Signature Title Telephone Number Fax Number Email Address
EXHIBIT 2 DUTCHESS COUNTY DEPT. OF PLANNING & DEVELOPMENT RFP Requirements for LBP Inspection Services 1. Statement of Rights The County of Dutchess reserves, and may in its sole discretion exercise, the following rights and options with respect to this Request for Proposals (RFP): a. to reject any and all proposals; b. to issue additional solicitations for proposals and/or addenda to this RFP; c. to waive any irregularities in proposals received after notification to proposers affected; d. to select any proposal as the basis for negotiations of a contract, and to negotiate with proposers for amendments or other modifications to their proposals; e. to conduct investigations with respect to the qualifications of each proposer; f. to exercise its discretion and apply its judgment with respect to any aspect of this RFP, the evaluation of proposals, and the negotiation and award of any contract; g. to enter into an agreement for only portions (or not enter into an agreement for any) of the services contemplated by the proposals; h. to select the proposal that best satisfies the interests of the County and not necessarily on the basis of price or any other single factor. 2. Understandings The County assumes no responsibility or liability for costs incurred in the preparation or submission of any proposal. The County is not responsible for any internal or external delivery delays which may cause any proposal to arrive beyond the stated deadline. To be considered, proposals must arrive at the place specified herein and be time stamped prior to deadline. Requests for clarification of the RFP must be written and submitted to Mike Peratikos, Rehabilitation Specialist no later than Friday, February 17, 2012. Clarifications or answers to questions by formal written addenda, and issued to all potential proposers will be official and considered binding to the County Proposals must be signed. Unsigned proposals will be rejected. Evaluation criteria are not necessarily listed in order of importance. Proposals will be evaluated on: the experience of the consultant firm and assigned personnel in dealing with Lead Based Paint Inspections, Risk Assessments, abatement; expertise with Lead Based Paint Programs, proposed schedule of services, timeframes and fee schedules.
No proposal will be accepted from nor any agreement awarded to any proposer that is in arrears upon any debt or in default of any obligation owed to the County or has failed to satisfactorily perform pursuant to any prior agreement with the County. 3. Contract If the County selects a proposal and negotiations are successfully completed with the selected proposer, a formal written contract, with specifications, will be entered into between the County and the successful proposer. The selected proposer shall provide at its own cost and expense, proof of the following insurance to the County, in the form of a Certificate of Insurance: (a) General Liability Insurance coverage in the comprehensive general liability form including blanket contractual coverage for the operation of the program under this Agreement in the amount of $1,000,000.00. This insurance shall include coverage for bodily injury and property damage. (b) Automobile Liability Insurance coverage for all owned, leased, or non-owned vehicles in the amount of $1,000,000.00 per occurrence. This insurance shall include coverage for bodily injury and property damage. (c) Professional Liability. The Consultant shall provide proof of such insurance with limits of $1,000,000 per occurrence; $1,000,000 in the aggregate. The County shall be listed as additional named insured for all the insurances required above except for automobile liability insurance. All insurance policies referred to above shall be underwritten by companies authorized to do business in the State of New York and acceptable to the County.. MBE/WBE It is the goal of the County to use its best efforts to encourage, promote and increase the participation of business enterprises, which are owned and controlled by persons of color or women in contracts and projects funded by the County. Therefore, the County asks Proposers to submit documentation of eligibility as an MBE/WBE, if applicable. 5. Proposers Signature: Proposer Firm Name By: Name and Title Print Name and Title