REQUEST FOR PROPOSALS ARCHITECTURAL/ENGINEERING SERVICES Proposals Due by: Tuesday, April 5, 2016 at 10:00 AM Secaucus Housing Authority 700 County Avenue Secaucus, New Jersey 07094 201 867-2957 www.secaucusha.org
REQUEST FOR PROPOSALS The Housing Authority of the Town of Secaucus, New Jersey is seeking a multi-disciplined Architectural and Engineering firm to provide professional services for the implementation of work items as follows: Assessment of Kroll Heights Heating Management System at 700 County Avenue, Secaucus, NJ. It is the Housing Authority's desire to retain and employ a duly qualified architectural/engineering (A/E) firm to prepare public bidding documents to evaluate Kroll Height s building heating infrastructure including boilers and boiler control system. All services must be in accordance with the existing rules, orders, directives and regulations promulgated by the United States Department of Housing and Urban Development and all applicable building codes. The services that are requested will be as follows and will include a written report as listed below and the preparation of public bidding documents: 1. Prepare a written report that includes the following: a. An evaluation of the replacement of the boiler control system. Replacement must be compatible with existing equipment and flexible for future upgrades to heating equipment. The replacement equipment should be a generic brand that does not require service by a specific vendor. Parts should be readily available to any HVAC vendor. The new control system should allow for adjustments by an HVAC vendor and maintenance staff on-site (i.e., temperature settings, etc.). b. An evaluation of the current boiler conditions and recommend options for extending life and use of your boiler assets. c. Preparation of cost estimates for replacing the control system & boilers. Indicate the cost per boiler unit and the feasibility of phasing the replacement of each unit over a 3 to 5 year period. 2. The architect must comply with the following schedule: a. Written recommendations within 15 days of A/E contract execution b. Schematic design documents within 30 days of A/E contract execution c. Completed public bidding documents within 45 days of A/E contract execution
3. Field Investigation: a. Locate and evaluate existing documentation that exists for the projects. b. Document and evaluate field conditions. c. Interview Authority personnel. d. Meet with Authority staff; tenants, local officials, and other regulatory personnel, as necessary. e. Coordinate surveys, testing and other professionals involved in the project(s). 4. Develop project work items, including detailed schedule. 5. Develop preliminary contract documents. 6. Develop construction cost estimates. 7. Develop complete construction document bid package. 8. Obtain Authority review and approval of documents prior to release for bid. 9. Obtain prevailing wage rate decision for the project(s) from the Department of Labor, from HUD Labor Relations Specialist. 10. Prepare advertisements for bid and provide to SHA executive director for distribution. 11. Prepare bidder log and bid tabulation form and assist in developing a prospective bidder list. 12. Answer inquiries of bidders during the bidding period and compose/distribute the results. 13. Attend bid opening(s). 14. Check references and qualifications of low bidders and documents, and distribute the results. 15. The A/E must evaluate all bids received in response to the public bidding notice and make a recommendation regarding contract award. 16. Organize and conduct pre-construction meetings and prepare and distribute minutes. Check shop drawings and submittal. 17. The A/E shall perform a minimum weekly inspection to ensure that all work is proceeding in accordance with the project specifications. 18. The A/E shall review and approve all contractor requisitions prior to payment. 19. The A/E shall review and make recommendations regarding recommended change-orders. 20. The A/E shall meet with the Housing Authority staff as requested to discuss the status of the projects.
21. The A/E shall review and approve all close-out documents prior to making final payment to the contractor. 22. Conduct periodic employee interviews to insure contractor s compliance with wage rate requirements. 23. Process all contractor paperwork, including the following: a. Insurance certification b. Bonding documentation c. Subcontractor listings d. Project schedule e. Affirmative action plan f. Wage rate and payroll records 24. Formulate, process and administer any change orders necessary to complete the project. 25. Review and approve all contractor requisitions. 26. Prepare final punch list, followed by final inspection. 27. Process all close-out documentation including: a. Contractor s Certificate of Substantial Completion (AIA-#G-704). b. Contractor s Certificate and Release (Form CHNA). c. Contractor s Affidavit of Payments of Debts and Claims (AIA-#G-705). d. Contractor s Final Payment Application (AIA-#G-7O2). e. Contractor s Consent of Surety to Final Payment (AIA-#G-707). f. Contractor s Release of Liens (AIA-#G-705-A). g. Architect or Engineers Certificate of Completion-Consolidated. h. Architect or Engineers Final Schedule of Change Orders (Form HUD-51002). i. Release of Retainage. 28. All services shall include complete interface with the SHA, HUD, Tenants and the Contractor. Qualifications: 1) Must be a licensed by the State of New Jersey to provide these services. 2) Must have previous experience in designing ventilation systems in comparable buildings 3) Must be approvable by the United States Department of Housing and Urban Development. Proposal Submission: All persons interested in submitting a proposal for A/E services should submit a proposal based
upon a lump-sum fee (Payment schedule to be established by the Authority). Two (2) copies should be delivered to the office of the Housing Authority of the Town of Secaucus, 700 County Avenue, Secaucus, New Jersey on or before Tuesday, April 5, 2016 by 10:00 A.M. Proposals will be evaluated according to the Housing Authority's "Competitive Evaluation System." A copy of the evaluation system has been attached to the RFP for review by those persons interested in submitting a proposal. All persons submitting a proposal are encouraged to attend a pre-proposal meeting scheduled for Wednesday, March 23, 2016 at 10:00 a.m. at 700 County Avenue, Secaucus, NJ. The following items must be submitted with the proposal: This envelope shall include the following: 1. Evidence of experience with the administration of construction projects involving HUD public housing authorities, CFP programs, and the public bidding process. 2. Evidence of experience and resources to deal with administration and inspection. 3. Listing of similar projects that the firm has previously completed; 4. Proof of knowledge of personnel who shall be actively involved with the projects. 5. Name and title of personnel who shall be actively involved with the projects. 6. List of outside consultants to be used for this work, if any. 7. Proof of professional licenses from the State of New Jersey. 8. Proof of Professional Liability Insurance. 9. Proof that the firm has Worker s Compensation and Employer s Liability insurance in accordance with New Jersey law. 10. Valid New Jersey Business Registration Form 11. Statement that the firm is not disbarred, suspended, or otherwise prohibited from professional practice by any Federal, State, or Local government agency. 12. Non-Collusion Affidavit (enclosed). 13. Statement of Corporate Ownership (enclosed). 14. Affirmative Action Affidavit (enclosed), 15. Description of the firm s affirmative action plan and/or minority hiring practices. 16. Completed forms SF-330 (updated within the last six (6) months (enclosed). 17. Completed form HUD-253O/USDA FmHA 1944-37 (9-81) HUD Previous Participation Certificate (enclosed). 16. The firm s breakdown of both direct and indirect costs. 18. Hourly rates for each job title involved in the project(s) and estimated hours each discipline will work on project. 19. The firm s fee proposal in the form of a guaranteed lump sum to complete the work. The fee shall be broken down into field investigation and research, contract document preparation, contract award supervision, contract administration, and miscellaneous reimbursable expenses. The fee shall be all-inclusive and give
estimates of the number of person-hours to be spent on each phase. CHRISTOPHER MARRA Executive Director
EVALUATION AND SELECTION PROCESS: Upon receipt of the above information, the Authority will evaluate all responses to the invitation. The following criteria and rating table will be used in the selection process. 1. The firm s past experience in work with HUD, PHA s, CFP programs and their execution. (Max/Mm Points =20) 2. Professional and Technical competence of the firm and its personnel in work of the same or similar nature. This includes the firm s qualifications, experience and abilities and that of its principal staff and facilities. (Max/Mm Points = 20) 3. Past performance in terms of cost control, quality and thoroughness of work, performance, schedules, and timely response. (Max/Mm Points = 20) 4. Capability to provide professional services within the time limits, taking into consideration the firm s current and planned work. (Max/Mm Points = 10) 5. Familiarity of the firm with Federal, State, Local and HUD regulations and codes, especially as they relate to this project and CFP programs. (Max/Mm Points = 10) 6. Reasonableness of fee proposal. (Max/Mm Points = 20) Total Points 100
Secaucus Housing Authority 700 County Avenue Secaucus, New Jersey 07094 Architectural/Engineering Services Kroll Heights Heating Management System PROPOSAL SUBMISSION SHEET 1) Name/Address of Firm: 2) Telephone Number: 3) Contact Person: 4) Amount of Fee: 5) Amount of any expected reimbursables: 6) Other:
Legal Advertisement REQUEST FOR PROPOSALS The Housing Authority of the Town of Secaucus, New Jersey will accept proposals for architectural/engineering Services to Evaluate the replacement of Kroll Height s boiler control system. Evaluate the current boiler conditions and recommend options for extending life and use of your boiler assets. Prepare cost estimates for replacing the control system & boilers. The Request for Proposals (RFP) may be obtained at the Housing Authority office 700 County Avenue, Secaucus, New Jersey 07094 or downloaded from the Authority s website at www.secaucusha.org. All proposals are due by Tuesday, April 5, 2016 by 10:00 AM. This solicitation is being undertaken in accordance with NJSA 19:44.4 et seq. as a Fair and Open competitive process and in accordance with the rules and restrictions set forth by the State s Local Unit Pay-to-Play law. CHRISTOPHER MARRA Executive Director