1.0 - A-E Services (RFQ Document).pdf

REQUEST FOR QUALIFICATIONS (RFQ)

Architectural/Engineering Services

REQUEST FOR QUALIFICATIONS (RFQ) No. 101-2, Architectural/Engineering Services

Wytheville Redevelopment and Housing Authority

Table of Contents [Table No. 1]

Section Description Page

Introduction 3

RFQ Information at a Glance 3

1.0 The Agency’s Reservation of Rights 4

2.0 Scope of Work/Technical Specifications 5

2.1 More than One Award Possible 5

2.2 General Service Areas 5

2.3 Phases of the A/E Services 6

2.4 Design Product 6

2.5 Method of Award (Task Order) 6

2.6 Previous/Current Contractors 7

3.0 Proposal Format 8

3.1 Tabbed Proposal Submittal 8

3.2 No Fees Proposed 10

3.3 Pertaining to the fees negotiated 10

3.4 Proposal Submission 13

3.5 Proposer’s Responsibilities — Contact with the Agency 14

3.6 Proposer’s Responsibilities — Equal Employment

Opportunity and Supplier Diversity

3.7 Pre-proposal Conference 16

3.8 Recap of Attachments 16

4.0 Proposal Evaluation 18

4.1 Evaluation Factors 18

4.2 Evaluation Method/Plan 18

5.0 Contract Award 21

5.1 Contract Award Procedure 21

5.2 Contract Conditions 21

5.3 Contract Period 22

5.4 Licensing and Insurance Requirements 22

5.5 Right to Negotiate Fees 23

5.6 Contract Services Standards 23

5.7 Prompt Return of Contract Documents 23

Index of Tables 23

INTRODUCTION

The Wytheville Redevelopment and Housing Authority (hereinafter, “the Agency”) is a public entity that was formed to provide federally subsidized housing and housing assistance to low-income families, within Wythe County, Virginia. The Agency is headed by an Executive Director (ED) and is governed by a seven-member Board of Commissioners and is subject to the requirements of Title 24 of the Code of Federal Regulations (hereinafter, “CFR”) and the Agency’s procurement policy.

Currently, the Agency owns and/or manages: (a) LIHTC totaling 86 units; (b) Low-income Public Housing totaling 220 units; and, (c) the Agency administers 165 Section 8 Housing Choice Vouchers. The Agency currently has approximately 8.5 full-time regular employees.

In keeping with its mandate to provide efficient and effective services, the Agency is now soliciting proposals from qualified, licensed, and insured entities to provide the above-noted services to the Agency.

All proposals submitted in response to this solicitation must conform to all the requirements and specifications outlined within this document and any designated attachments in its entirety.

RFQ INFORMATION AT A GLANCE

[Table No. 2]

AGENCY CONTACT PERSON

(NOTE: Unless otherwise specified, any reference herein to “Contracting Officer” or “(CO)” shall be a reference to Mr.

Martin)

Nick Martin Executive Director

(276)228-6515 EXT 108

nickmartin@earthlink.net

170 Hedgefield Ln. | Wytheville, VA | 24382

HOW TO OBTAIN THE RFQ DOCUMENTS ON

THE EPROCUREMENT MARKETPLACE

1. Access ha.internationaleprocurement.com (no “www”).

2. Click on the “Login” button in the upper left side.

3. Follow the listed directions.

4. If you have any problems in accessing or registering on the eProcurement Marketplace, we recommend that you call Customer Support at (866)526-9266.

PRE-PROPOSAL CONFERENCE NONE SCHEDULED

DEADLINE TO SUBMIT QUESTIONS Monday, August 24th, 3:00 PM EST

HOW TO FULLY RESPOND TO THIS RFQ BY

SUBMITTING A PROPOSAL SUBMITTAL

As instructed within Section 3.0 of the RFQ document, submit 3 copies of your "hard copy" proposal to the Agency Administrative Office.

PROPOSAL SUBMITAL RETURN & DEADLINE Monday, August 31st, 2026, 3:00 PM EST

170 Hedgefield Lane *(The proposed costs must be entered where provided within the eProcurement Marketplace and the "hard copy" proposal must be received in-hand and time-stamped by the Agency by no later than 3:00 PM EST on this date).

1.0 THE AGENCY’S RESERVATION OF RIGHTS. The Agency reserves the right to:

mailto:nickmartin@earthlink.net

1.1 Right to Reject, Waive, or Terminate the RFQ. 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 Agency to be in its best interests.

1.2 Right to Not Award. Not to award a contract pursuant to this RFQ.

1.3 Right to Terminate. Terminate a contract awarded pursuant to this RFQ, at any time for its convenience upon 10 days written notice to the successful proposer(s).

1.4 Right to Determine Time and Location. Determine the days, hours, and locations that the successful proposer(s) shall provide the services called for in this RFQ.

1.5 Right to Retain Proposals. 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 Agency Contracting Officer (CO).

1.6 Right to Negotiate. Negotiate the fees proposed by the proposer entity.

1.7 Right to Reject Any Proposal. Reject and not consider any proposal that does not meet the requirements of this RFQ, including but not necessarily limited to incomplete proposals and/or proposals offering alternate or non-requested services.

1.8 No Obligation to Compensate. Have no obligation to compensate any proposer for any costs incurred in responding to this RFQ.

1.9 Right to Prohibit. 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. By accessing the eProcurement Marketplace (hereinafter also “the Marketplace”) and by downloading this document, each prospective proposer is thereby agreeing to abide by all terms and conditions listed within this document and within the Marketplace, and further agrees that he/she will inform the CO in writing within 5 days of the discovery of any item listed herein or of any item that is issued thereafter by the Agency that he/she feels needs to be addressed. Failure to abide by this time frame shall relieve the Agency, but not the prospective proposer, of any responsibility pertaining to such an issue.

1.10 Right to Reject – Obtaining Competitive Solicitation Documents. The eProcurement Marketplace is the only official and appropriate venue to obtain the RFQ documents (and any other information pertaining to this RFQ such as addenda). Accordingly, by submitting a response to this RFQ the respondent thereby affirms that he/she obtained all information on the Marketplace. Any other group such as an association or a bid depository that informs potential respondents of the availability of such competitive solicitations are hereby instructed to not distribute these documents to any such potential respondents, but to instruct the potential respondents to visit the Marketplace to obtain the documents. The Agency will reject without consideration any response submitted from a firm that has not obtained the documents from the Marketplace.

2.0 SCOPE OF WORK/TECHNICAL SPECIFICATIONS. The Agency is seeking proposals from qualified, licensed, and insured entities to provide professional architectural and engineering services, on an as needed basis, and as further detailed herein:

2.1 More than One Award Possible. The Agency reserves the right to complete an award to one firm only or to complete an award to multiple firms. If an award is made to more than one firm, such awards will be based on the Agency’s opinion that a firm can offer the Agency greater value for a certain service area (“service area(s)” as detailed within the immediate-following Section 2.2). The Agency reserves the right to make such decision at any time during the ensuing contract period(s) meaning, the Agency could initially make award to one firm only, then, at any time during the ensuing contract period(s), decide to make an additional award(s) if the Agency decides such is in its best interests to do so.

2.2 General Service Areas. The Agency intends to award a contract to a firm(s) to provide architectural and engineering services (A/E) for various projects. The Agency anticipates an ongoing need for typical A/E services, on an as-needed basis at the Agency's discretion, for both new construction and rehabilitation of buildings, and land that the Agency owns. Services may include, but are not limited to the following:

2.2.1 Architectural Design; and

2.2.2 Construction contract administration and/or management; and

2.2.3 Cost estimating; and

2.2.4 Energy Specialist / Green Building Rater; and

2.2.5 Fire Protection Engineer; and

2.2.6 Landscape design; and

2.2.7 MEP / Structural Engineers; and

2.2.8 Site planning and surveying; and

2.2.9 Soil / Geotech / Environmental Engineers; and

2.2.10 Structural, mechanical, electrical, and civil engineering; and

2.2.11 Any other related services that may be typically performed by either an architectural or engineering firm in its normal course of business.

2.2.12 Additional service areas may include, but are not limited to:

2.2.12.1 Site and Storm Drainage Systems; and

2.2.12.2 Roof Systems; and

2.2.12.3 Paving, Curbing, Sidewalks, Driveways; Flat Work; and

2.2.12.4 Renovations and Rehabilitation of existing structures; and

2.2.12.5 Demolition work; and

2.2.12.6 Building Systems, include HVAC, Ventilation, Plumbing, Fire Protection, Electrical, Lighting, Acoustics, and Structural Systems.

2.3 Phases of the A/E Services may include, but are not limited to:

2.3.1 Schematic Design/Preliminary Study Phase; and

2.3.2 Design Development Phase; and

2.3.3 Bidding, Construction, and Contract Document Phase; and

2.3.4 Bidding and Award Phase; and

2.3.5 Construction Phase; and

2.3.6 Post Completion/Inspection/Warranty Phase.

2.4 Design Product. Any design product shall meet all state and local code requirements and shall conform to all applicable local codes, ordinances, regulations, and standards, including HUD's Section 504 program; UFAS; ADA; and ANSI requirements. The design may also include coordination for the abatement of hazardous materials as well as demolition of existing structures.

2.5 Method of Award (Task Order). The Agency will retain the right to contract with any of the responsive and responsible proposers as a result of this RFQ, which shall occur in the following manner (this is sometimes called “forming a pool” of contractors that the Agency may draw from):

2.5.1 Once the evaluation has been completed, the Agency staff assigned will contact the 1st-ranked proposer to ascertain as to whether or not that contractor is available to do the work within the reasonable time-frame the Agency has established for that work; if the firm is available within the Agency’s requirements, the Agency shall then, in conformance with all HUD requirements, attempt to negotiate a reasonable cost with the available firm. If such negotiation cannot be successfully concluded within 5 business days (or sooner, if the Agency decides such is in its best interests), the Agency shall retain the right to suspend negotiations with that firm and proceed to the 2nd-ranked firm. PLEASE NOTE: Once the Agency has ended negotiations with the 1st-ranked firm, the Agency SHALL NOT again enter into negotiations with that firm pertaining to that task order (however, this shall not cause that firm to lose its place as the 1st-ranked firm for any following task orders, if applicable).

2.5.2 If, as detailed within the preceding Section 2.5.2, the 1st-ranked proposer is not available, or the Agency is not able to successfully reach a negotiated cost with the 1st-ranked proposer, the Agency will proceed to the next-ranked contractor and repeat the same negotiation process. This process may be repeated by the Agency with ensuing ranked firms until the Agency has successfully negotiated a reasonable cost.

2.6 Previous/Current Contractor. The Agency’s current contractor for these services is

Rinker Design Associates.

3.0 PROPOSAL FORMAT.

3.1 Tabbed Proposal Submittal. The Agency intends to retain the successful proposer pursuant to a “Best Value” basis, not a “Low Bid” basis (“Best Value,” in that the Agency will, as detailed within the following Section 4.0, consider factors other than cost in making the award decision). Therefore, so that the Agency can properly evaluate the offers received, all proposals submitted in response to this RFQ must be formatted in accordance with the sequence noted following. Each category must be separated by numbered index dividers (which number extends so that each tab can be located without opening the proposal) and labeled with the corresponding tab reference also noted below. None of the proposed services may conflict with any requirement the Agency has published herein or has issued by addendum.

[Table No. 3]

(1)

RFQ

Section

(2) Tab No.

(3)

Description

3.1.1 1 Form of Proposal. This Form is attached hereto as Attachment A to this RFQ document. This 2-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the proposal submittal.

3.1.2 2 form HUD-5369-C (8/93), Certifications and Representations of Offerors, Non-Construction Contract. This Form is attached hereto as Attachment B to this RFQ document. This 2-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the proposal submittal.

3.1.3 3 Profile of Firm Form. The Profile of Firm Form is attached hereto as Attachment C to this RFQ document. This 2-page Form must be fully completed, executed, and submitted under this tab as a part of the proposal submittal.

3.1.4 4 Proposed Services. As more fully detailed within Section 2.0, Scope of Proposal/Technical Specifications, of this document, the proposer shall, at a minimum, clearly detail within the information submitted under this tab documentation showing:

3.1.4.1 As detailed within Section 4.1, Evaluation Factor No. 1, herein, Evidence of the proposers DEMONSTRATED ABILITY TO PERFORM THE WORK as indicated by profiles of the principals’ and staffs’ professional and technical competence and experience, and their facilities.

3.1.4.2

As detailed within Section 4.1, Evaluation Factor No. 2, herein, Evidence of the proposers DEMONSTRATED CAPABILITY TO PROVIDE PROFESSIONAL SERVICES in a timely manner.

3.1.4.3

As detailed within Section 4.1, Evaluation Factor No. 3, herein, Evidence of the proposer’s DEMONSTRATED SUCCESSFUL PAST PERFORMANCE in terms of cost control, quality of work, and compliance with performance schedules, and utilization of green design and technologies and management of documentation pertaining to change orders.

3.1.4.4 As detailed within Section 4.1, Evaluation Factor No. 4, herein, the proposer’s DEMONSTRATED KNOWLEDGE of and EXPERIENCE with local building codes and Federal building alterations requirements and examples of designs which reduce costs and future maintenance expenses.

3.1.4.5 A fully completed copy of Attachment H, Standard Form 330 (8/2016), Architect-Engineer Qualifications.

3.1.4.6 If appropriate, how staff are retained, screened, trained, and monitored.

3.1.4.7 The proposed quality assurance program.

3.1.4.8 An explanation and copies of forms that will be used and reports that will be submitted and the method of such reports (i.e., written; fax; Internet; etc.).

3.1.5 5 Managerial Capacity/Financial Viability/Staffing Plan. The proposer entity must submit under this tab a concise description of its managerial and financial capacity to deliver the proposed services, including brief professional resumes for the persons identified within areas (5) and (6) of Attachment C, Profile of Firm Form. Such information shall include the proposer’s qualifications to provide the services; a description of the background and current organization of the firm.

3.1.6 6 Client Information. The proposer shall submit a listing of former or current clients (at least 3), including any other Public Housing Authority, for whom the proposer has performed similar or like services to those being proposed herein. The listing shall, at a minimum, include:

3.1.6.1 The client’s name;

3.1.6.2 The client’s contact name;

3.1.6.3 The client’s telephone number and email address; and

3.1.6.4 A brief narrative description and scope of the service(s) and the dates the services were provided, including a brief narrative description of those specific services including scope; size; cost;

principal elements and special features.

3.1.7 7 Equal Employment Opportunity/Supplier Diversity. The proposer must submit under this tab a copy of its Equal Opportunity Employment Policy and a complete description of the positive steps it will take to ensure compliance, to the greatest extent feasible, with the regulations detailed within Section 3.6 herein pertaining to supplier diversity (i.e., small, minority-, and women-owned businesses).

3.1.8 8 Subcontractor/Joint Venture Information (Optional Item). The proposer shall identify hereunder whether or not he/she intends to use any subcontractors for this job, if awarded, and/or if the proposal is a joint venture with another firm. Such Joint Venture firms or any major subcontractors (“major,” meaning a projected 10% or more of the work).

3.1.9 9 Other Information (Optional Item). The proposer may include hereunder any other general information that the proposer believes is appropriate to assist the Agency in its evaluation.

3.1.10 No Information Placed under a Tab. If no information is to be placed under any of the above noted tabs (especially the "Optional" tabs), place a statement such as "NO INFORMATION IS BEING PLACED UNDER THIS TAB" or "THIS TAB LEFT INTENTIONALLY BLANK." DO NOT eliminate any of the tabs.

3.1.11 Proposal Submittal Binding Method. It is preferable and recommended that the proposer bind the proposal submittals in such a manner that the Agency can, if needed, remove the binding (i.e., “comb-type;” etc.)

or remove the pages from the cover (i.e., 3-ring binder; etc.) to make copies, and then conveniently return the proposal submittal to its original condition.

3.2 No Fees Proposed. No fees shall be discussed or proposed, either verbally or in writing, during the RFQ competitive solicitation process. The Agency will, as detailed within Sections 4.0 and 5.0 herein, negotiate such fees with the top-rated proposer(s). As may be detailed herein, if the Agency makes award to one firm only, in such case the Agency does not guarantee any minimum or maximum amount of work as a result of any award ensuing from this RFQ but will reserve the right to award any amount of work on an as-needed basis.

3.3 Pertaining to the fees negotiated.

3.3.1 Potential Guaranteed Contract Minimum Amount and Not-to-exceed Maximum Amount. However, if the Agency chooses, at any time during the ensuing contract period(s), to make award to more than one firm, then the ensuing contract will be an Indefinite Quantities Contract (IQC), which, pursuant to HUD regulation, requires the Agency to award to each responsive and responsible contractor who receives an award a Guaranteed Contract Minimum Amount (GCMA) and a Not-to-exceed Maximum Contract Amount (NMCA) of work, those required minimum and maximum contract levels are: (a) GCMA: $4,000; (b) NMCA: $400,000 (each shall be annual amounts).

3.3.2 No Deposit/No Retainer. The Agency will NOT pay any deposits or retainer fees as a result of an award of the ensuing contract. This means that the Agency will pay the successful proposer(s) for actual work performed only.

3.3.3 No Travel Expense Allowed. As there are a suitable number of qualified firms in the Wytheville area, the Agency will not be negotiating any travel expense (i.e., airfare; rental cars; lodging; per diem; etc.), except, at the Agency’s discretion, mileage, for the successful proposer to provide the services. Any mileage allowed will be at the current IRS rate only; the Agency may negotiate limited “windshield time” based upon a reasonable amount of time that it may take the chosen proposer to get to the Agency.

3.3.4 Pertaining to the Negotiated Potential Escalation of Rates. At the discretion of the CO, at the end of the first one-year contract period (and at the end of any ensuing extended contract period), there may be an escalation of costs allowed in the same amount of any escalation that occurs pertaining to the corresponding or most similar State of Virginia Prevailing Wage Rates (“most similar,” as determined by and at the sole discretion of the Agency). For example, if, at the end of the first contract period the listed prevailing wage rates increase 5% as compared with the listed rates on the date of contract execution, then the Contractor will, at the CO’s discretion, be entitled to a 5% increase in the rates that he/she submitted in response to this RFQ. Similarly, for ensuing years, the end-date of the previous contract period shall be the base-line date to determine the previously listed wage rate.

3.3.4.1 Notification must be received from the Contractor. The

Contractor must notify the CO, in writing, of such desired escalation at least 60 days prior to the end of the noted contract period(s). Such escalations may occur no more than once in any 12-month period without the express written consent of the CO.

3.3.4.2 Right to Reject. As stated within the preceding Section 3.3.3 herein, the Agency reserves the right to reject any such request for an increase in fees if the Agency feels doing so is in its best interests. Similarly, the successful proposer has the right to terminate services if the Agency rejects the request for an increase. This will occur in the following manner (procedure):

3.3.4.2.1 Step No. 1. The successful proposer submits

his/her written request for an increase, accompanied by the required documentation, to the Agency CO within the required 60-day period (please see the preceding Section 3.3.4.1 herein);

then,

3.3.4.2.2 Step No. 2. The Agency considers the requested

increase and, within 10 days of receipt of such, issues a written response to the successful proposer as to if the request is approved or is rejected; then,

3.3.4.2.3 Step No. 3. If rejected and the successful

proposer wishes to, as a result, cease providing the services to the Agency, the successful proposer has 10 days from the receipt of the written notice of rejection to deliver to the Agency CO a written notice that he/she is hereby invoking his/her right to discontinue the services within 120 days of the date this notice was delivered to the Agency (the specific date 120-days hence shall be written within the notice);

then,

3.3.4.2.4 Step No. 4. The Agency will then endeavor to

ensure that the Agency makes other arrangements to replace the successful proposer (i.e., contract with another firm; do the services in-house; etc.)

as the Contractor for the applicable services;

further, if such other arrangements are completed by the Agency prior to the aforementioned 120-day date, the Agency shall retain the right to deliver to the original successful proposer, a 10-day written notice to cease services (meaning, the 120-day period is a maximum additional contract period that the Agency may, at its discretion, shorten with such written notice).

3.3.5 Prior Agency Approval Required. Please note that the Contractor shall NOT conduct any additional work without the prior written authorization of the Agency representative (via delivery of a Task Order, which may take the form of an email). Failure to abide by this directive shall release the Agency of any obligation to pay the Contractor for any work conducted without the noted prior written authorization.

3.3.6 Overtime. Pursuant to the Contract Work Hours and Safety Standards Act, overtime shall be not less than time and one half for hours worked in excess of 40 hours per week. The Agency shall consider regular time to be Monday- Friday (excluding holidays), 8:00 AM – 5:00 PM. Accordingly, the Agency will pay a rate of 1.5 of the listed hourly rates herein for any work the Agency requires the successful proposer to work specifically during non-regular-time hours; however:

3.3.1.1 The Agency shall NOT be responsible to pay the successful proposer for any work that the successful proposer CHOOSES to work during non-regular-time hours; meaning, if the necessity for the work “after hours” is due to the Contractor’s lack of staffing or if such work is to support any of the work the Agency expects that such work will be provided during normal work hours. The exception to this shall be if a “non-normal” action by the Agency or an “Act of God” causes the Contractor to work “after hours” to solve the problem, then aforementioned over-time rule shall apply. All such overtime work must be pre-approved in writing by the Agency.

3.4 Proposal Submission. All proposals must be submitted and time-stamped received in the designated Agency office by no later than the submittal deadline stated herein (or within any ensuing addendum). A total of 1 original signature copy (marked "ORIGINAL") and 2 exact copies (each of the 2 separate proposal submittals shall be marked “EXACT COPY” and shall, as with the “ORIGINAL,” have a cover and extending tabs) of the proposal submittal, shall be placed unfolded in a sealed package and addressed to:

Nick Martin | Executive Director | WRHA 170 Hedgefield Lane Wytheville, VA 24382

(276)228-6515 EXT 108 | Nickmartin@earthlink.net

3.4.1 Labeling Proposal Package. The package exterior must clearly denote the above noted RFQ number and must have the proposer’s name and return address. Proposals received after the published deadline will not be accepted.

3.4.2 Submission Conditions. DO NOT FOLD OR MAKE ANY ADDITIONAL MARKS, NOTATIONS OR REQUIREMENTS ON THE DOCUMENTS TO BE SUBMITTED!

Proposers are not allowed to change any requirements or forms contained herein, either by making or entering onto these documents or the documents submitted any revisions or additions; and if any such additional marks, notations or requirements are entered on any of the documents that are submitted to the Agency by the proposer, such may invalidate that proposal. If, after accepting such a proposal, the Agency decides that any such entry does not changed the intent of the proposal that the Agency intended to receive, the Agency may accept the proposal and the proposal shall be considered by the Agency as if those additional marks, notations or requirements were not entered on such. By accessing the eProcurement Marketplace, registering and downloading these documents, each prospective proposer that does so is thereby agreeing to confirm all notices that the Agency delivers to him/her as instructed, and by submitting a proposal, the proposer is thereby agreeing to abide by all terms and conditions published herein and by addendum pertaining to this RFQ.

3.4.3 Submission Responsibilities. It shall be the responsibility of each proposer to be aware of and to abide by all dates, times, conditions, requirements and specifications set forth within all applicable documents issued by the Agency, including the RFQ document, the documents listed within the following Section 3.8, and any addenda and required attachments submitted by the proposer. By virtue of completing, signing and submitting the completed documents, the proposer is stating his/her agreement to comply with the all conditions and requirements set forth within those documents. Written notice from the proposer not authorized in writing by the CO to exclude any of the Agency requirements contained within the documents may cause that proposer to not be considered for award.

3.5 Proposer's Responsibilities — Contact with the Agency. It is the responsibility of the proposer to address all communication and correspondence pertaining to this RFQ process to the designated CO only. Proposers must not make inquiry or communicate with any other Agency staff member or official (including members of the Board of Commissioners) pertaining to this RFQ. Failure to abide by this requirement may be cause for the Agency to not consider a proposal submittal received from any proposer who may Agency not abided by this directive.

3.5.1 Addenda. All questions and requests for information must be addressed in writing to the CO. The CO anticipates that it will respond to all such inquiries in writing by addendum to all prospective proposers (i.e., firms or individuals that have obtained the RFQ Documents). During the RFQ solicitation process, the CO will NOT conduct any ex parte (a substantive conversation—“substantive” meaning, when decisions pertaining to the RFQ are made—between the Agency and a prospective proposer when other prospective proposers are not present) conversations that may give one prospective proposer an advantage over other prospective proposers. This does not mean that prospective proposers may not call the CO—it simply means that, other than making replies to direct the prospective proposer where his/her answer Agency already been issued within the solicitation documents, the CO may not respond to the prospective proposer’s inquiries but will direct him/her to submit such inquiry in writing so that the CO may more fairly respond to all prospective proposers in writing by addendum.

3.6 Proposer's Responsibilities — Equal Employment Opportunity and Supplier

Diversity. Both the Contractor and the Agency have, pursuant to HUD regulation, certain responsibilities pertaining to the hiring and retention of personnel and subcontractors.

3.6.1 Within 2 CFR §200.321 it states:

3.6.1.1 Contracting with small and minority businesses, women's business enterprises, and labor surplus area firms.

3.6.1.2 (a) The Non-Federal entity must take all necessary affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus area firms are used when possible.

3.6.1.3 (2) Affirmative steps must include:

3.6.1.3.1 (1) Placing qualified small and minority businesses and women's business enterprises on solicitation lists; and,

3.6.1.3.2 (2) Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources; and,

3.6.1.3.3 (3) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority business, and women's business enterprises; and,

3.6.1.3.4 (4) Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority business, and women's business enterprises; and,

3.6.1.3.5 (5) Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and,

3.6.1.3.6 (6) Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (1) through (5) of this section.

3.6.2 Within HUD Procurement Handbook 7460.8 REV 2 it states:

3.6.2.1 Section 15.5.A, Required Efforts. Consistent with Presidential Orders 11625, 12138, and 12432, the [Agency] shall make every effort to ensure that small businesses, MBEs, WBEs, and labor surplus area businesses participate in [Agency] contracting.

3.6.2.2 Section 15.5.B, Goals. [The Agency] is encouraged to establish goals by which they can measure the effectiveness of their efforts in implementing programs in support of . . . contracting with disadvantaged firms. It is important to ensure that the means used to establish these goals do not have the effect of limiting competition and should not be used as mandatory set-aside or quota, except as may otherwise be expressly authorized in regulation or statute. Some localities have adopted minority contracting set-aside policies or geographic limitations, which may be in conflict with Federal requirements for full and open competition.

3.6.3 Within our Agency Procurement Policy it states that our Agency will:

3.6.3.1 Assistance to Small and Other Business, Required Efforts:

3.6.3.1.1 Including such firms, when qualified, on

solicitation mailing lists; and,

3.6.3.1.2 Encouraging their participation through direct

solicitation of proposals or proposals whenever they are potential sources; and,

3.6.3.1.3 Dividing total requirements, when economically

feasible, into smaller tasks or quantities to permit maximum participation by such firms;

and,

3.6.3.1.4 Establishing delivery schedules, where the

requirement permits, which encourage participation by such firms; and,

3.6.3.1.5 Using the services and assistance of the Small

Business Administration, and the Minority Business Development Agency of the Department of Commerce; and,

3.6.3.1.6 Requiring prime contractors, when

subcontracting is anticipated, to take the positive steps listed above.

3.6.4 Requirements. Accordingly, please see Section 3.1.7 within Table No. 3 herein which details the information pertaining to this issue that the proposer must submit in response to this proposal showing compliance, to the greatest extent feasible, with these regulations.

3.7 Pre-proposal Conference. There is not a Pre-proposal Conference scheduled as a part of this RFQ competitive solicitation process.

3.8 Recap of Attachments. It is the responsibility of each proposer to verify that he/she

Agency downloaded the following attachments pertaining to this RFQ, which are hereby by reference included as a part of this RFQ:

[Table No. 4]

(1)

RFQ

Section

(2) Document

No.

(3)

Attachment

(4)

Attachment Description

3.8.1 1.0 This RFQ Document

3.8.2 2.0 A Form of Proposal

3.8.3 3.0 B form HUD-5369-C (8/93), Certifications and Representations of Offerors, Non- Construction Contract

3.8.4 4.0 C Profile of Firm Form

3.8.5 5.0 D Section 3 Explanation

3.8.6 6.0 E form HUD-5369-B (8/93), Instructions to Offerors, Non-Construction

3.8.7 7.0 F Agency Supplemental Instructions To Proposers & Contractors (SIPC)

3.8.8 8.0 G Sample Contract Form: form HUD-51915, Model Form of Agreement Between Owner and Design Professional (1/2014) (please note that this contract and the listed appendices are being given as a sample only—the Agency reserves the right to revise any clause herein and/or to include within the ensuing contract any additional clauses that the Agency feels is in its best interests to do so)

3.8.8.1 8.1 G-1 Sample Contract Appendix No. 1: form HUD- 5370-C (10/2006), General Conditions for Non-Construction Contracts Section I (With or without Maintenance Work)

3.8.8.2 8.2 G-2 Sample Contract Appendix No. 2:

Supplemental Conditions to form HUD-51915, as required by 2 CFR §200.317-326, Appendix

II

3.8.8.3 8.3 G-3 Sample Contract Appendix No. 3: form HUD 50071 (01/14), Certification of Payments to Influence Federal Transactions (NOTE: This form will only be completed and included as a part of the ensuing contract if the Agency anticipates that total awards pursuant to the ensuing contract may or will exceed $100,000.

3.8.8.4 8.4 G-4 Sample Contract Appendix No. 4: Standard Form LLL (Rev. 01/14), Disclosure of Lobbying Activities (NOTE: This form will only be completed and included as a part of the ensuing contract if the Contractor designates an affirmative answer to Item No. (2) within the immediate identified form 50071.)

3.8.9 9.0 H Standard Form 330 (6/2004), Architect- Engineer Qualifications

3.8.10 10.0 I Agency Profile of Properties

4.0 PROPOSAL EVALUATION.

4.1 Evaluation Factors. The following factors will be utilized by the Agency to evaluate each proposal submittal received; award of points for each listed factor will be based upon the documentation that the proposer submits within his/her proposal submittal:

[Table No. 5]

(1) Factor

No.

(2) Max Point

Value

(3) Factor Type

(4)

Factor Description

1 20 points Subjective (Technical)

Evidence of the proposers DEMONSTRATED ABILITY TO PERFORM THE WORK as indicated by profiles of the principals’ and staffs’ professional and technical competence and experience, and their facilities.

2 20 points Subjective (Technical)

Evidence of the proposers DEMONSTRATED CAPABILITY TO PROVIDE PROFESSIONAL SERVICES in a timely manner.

3 20 points Subjective (Technical)

Evidence of the proposers DEMONSTRATED SUCCESSFUL PAST PERFORMANCE in terms of cost control, quality of work, and compliance with performance schedules, and utilization of green design and technologies and management of documentation pertaining to change orders.

4 30 points Subjective (Technical)

The proposer’s DEMONSTRATED KNOWLEDGE of and EXPERIENCE with local building codes and Federal building alterations requirements and examples of designs which reduce costs and future maintenance expenses.

5 10 points Subjective (Technical)

The OVERALL QUALITY, ORGANIZATION, and PROFESSIONAL APPEARANCE of the PROPOSAL SUBMITTED, based upon the opinion of the evaluators.

100 points Total Points (other than preference points)

*NOTE: Points will be awarded for each Subjective Factor by each of the appointed evaluation committee members based on his/her opinion after a thorough review of the information submitted by each proposer within his/her proposal.

4.2 Evaluation Method (Plan).

4.2.1 Initial Evaluation for Responsiveness. Each proposal received will first be evaluated for responsiveness (i.e. meets the minimum of the requirements).

4.2.2 Evaluation Packet. An evaluation packet will be prepared for each evaluator, including the following documents:

4.2.2.1 Instructions to Evaluators;

4.2.2.2 Proposal Tabulation Form;

4.2.2.3 Written Narrative Form for each proposer;

4.2.2.4 Recap of each proposer’s responsiveness;

4.2.2.5 Copy of all pertinent RFQ documents.

4.2.3 Evaluation Committee. The Agency anticipates that it will select a minimum of a three-person committee to evaluate each of the responsive “hard copy” proposals submitted in response to this RFQ. PLEASE NOTE: No proposer shall be informed at any time during or after the RFQ process as to the identity of any evaluation committee member. If, by chance, a proposer does become aware of the identity of such person(s), he/she SHALL NOT make any attempt to contact or discuss with such person anything related to this RFQ. As detailed within Section 3.5 of this document, the designated CO is the only person at the Agency that the proposers shall contact pertaining to this RFQ. Failure to abide by this requirement may (and most likely will) cause such proposer(s) to be eliminated from consideration for award.

4.2.4 Evaluation. The appointed evaluation committee, independent of the CO or any other person at the Agency, shall evaluate the responsive proposals submitted and award points pertaining to Evaluation Factors No. 1 through 5 (the “Subjective” Factors). Upon final completion of the proposal evaluation process, the evaluation committee will forward the completed evaluations to the CO.

4.2.4.1 Points Awarded Range. Pertaining to the Subjective Factors, please note the following range of points awarded (points pertaining to this RFQ are shaded—please also see the Evaluation Factors detailed within the preceding Section 4.1):

[Table No. 6]

Points Awarded Range

Classification* Rating % 10 20 30 100**

Acceptable Excellent 95%/+ 10 19-20 29-30 95-100

Acceptable Very Good 90%/+ 9 18 28 90-94

Potentially Acceptable Good 80%/+ 8 16-17 26-27 80-89

Potentially Acceptable Average 70%/+ 7 14-15 24-25 70-79

Unacceptable Poor <70% 0-6 0-13 0-23 0-69 *Pursuant to Section 7.2.N.3 of HUD Procurement Handbook 7460.8 REV 2.

**Total available points to be awarded, including cost points, minus preference points.

4.2.5 Potential "Competitive Range" or “Best and Finals” Negotiations. The Agency reserves the right to, as detailed within Section 7.2.N through Section 7.2.R of HUD Procurement Handbook 7460.8 REV 2, conduct a “Best and Finals” Negotiation, which may include oral interviews, with all individual/firms deemed to be in the competitive range. Any individual/firm deemed not to be in the competitive range shall be notified of such in writing by the Agency in as timely a manner as possible, but in any case within no longer than 10 days after the beginning of such negotiations with the individual/firms deemed to be in the competitive range.

4.2.6 Determination of Top-ranked Proposer. Typically, the subjective points awarded by the evaluation committee will be combined with the objective points awarded by the CO to determine the final rankings, which is typically forwarded by the CO to the ED for approval. If the evaluation was performed to the satisfaction of the ED, the final rankings may be forwarded to the Housing Authority Board of Commissioners (BOC) at a scheduled meeting for approval. Contract negotiations may, at the Agency's option, be conducted prior to or after the BOC approval.

4.2.6.1 Minimum Evaluation Results. To be considered to receive an award a proposer must receive a total calculated average of at least 70 points (of the 100 total possible points detailed within Section 4.1 herein).

4.2.6.2 Ties. In the case of a tie in points awarded, the award shall be decided as detailed within Section 6.12.C of HUD Procurement Handbook 7460.8 REV 2, by “drawing lots or other random means of selection.”

4.2.7 Notice of Results of Evaluation. If an award is completed, all proposers will receive by e-mail a Notice of Results of Evaluation. Such notice shall inform all proposers of:

4.2.7.1 Which proposer received the award;

4.2.7.2 Where each proposer placed in the process as a result of the evaluation of the proposals received;

4.2.7.3 The cost or financial offers received from each proposer;

4.2.7.4 Each proposer’s right to a debriefing and to protest.

4.2.8 Restrictions. All persons having familial (including in-laws) and/or employment relationships (past or current) with principals and/or employees of a proposer entity will be excluded from participation on the evaluation committee. Similarly, all persons having ownership interest in and/or contract with a proposer entity will be excluded from participation on the evaluation committee.

5.0 CONTRACT AWARD.

5.1 Contract Award Procedure. If a contract is awarded pursuant to this RFQ, the following detailed procedure will be followed:

5.1.1 An Agreement to Abide. By completing, executing and submitting the Form of Proposal, Attachment A, the “proposer is thereby agreeing to abide by all terms and conditions pertaining to this RFQ as issued by the Agency, either in hard copy or on the eProcurement Marketplace, including the contract clauses already attached as Attachments G and G-1 through G-4.

Accordingly, the Agency has no responsibility to conduct after the submittal deadline any negotiations pertaining to the contract clauses already published.

5.2 Contract Conditions. The following provisions are considered mandatory conditions of any contract award made by the Agency pursuant to this RFQ:

5.2.1 Contract Form. The Agency will not execute a contract on the successful proposer's form—contracts will only be executed on the Agency form (please see Sample Contract, Attachments G and G-1 through G-4), and by submitting a proposal the successful proposer agrees to do so (please note that the Agency reserves the right to amend this form as the Agency deems necessary). However, the Agency will during the RFQ process (prior to the submittal deadline) consider any contract clauses that the proposer wishes to include therein and submits in writing a request for the Agency to do so;

but the failure of the Agency to include such clauses does not give the successful proposer the right to refuse to execute the Agency's contract form. It is the responsibility of each prospective proposer to notify the Agency, in writing, prior to submitting a proposal, of any contract clause that he/she is not willing to include in the final executed contract and abide

by. The Agency will consider and respond to such written correspondence, and if the prospective proposer is not willing to abide by the Agency's response (decision), then that prospective proposer shall be deemed ineligible to submit a proposal.

5.2.1.1 HUD Forms. Please note that the Agency has no legal right or ability to (and will not) at any time negotiate any clauses contained within ANY of the HUD forms included as a part of this

RFQ.

5.2.2 Assignment of Personnel. The Agency shall retain the right to demand and receive a change in personnel assigned to the work if the Agency believes that such change is in the best interest of the Agency and the completion of the contracted work.

5.2.3 Unauthorized Sub-Contracting Prohibited. The successful proposer shall not assign any right, nor delegate any duty for the work proposed pursuant to this RFQ (including, but not limited to, selling or transferring the contract) without the prior written consent of the CO. Any purported assignment of interest or delegation of duty, without the prior written consent of the CO shall be void and may result in the cancellation of the contract with the Agency, or may result in the full or partial forfeiture of funds paid to the successful proposer as a result of the proposed contract;

either as determined by the CO.

5.3 Contract Period. The Agency anticipates that it will initially award a contract for the period of 1 year with the option, at the Agency’s discretion, of up to 4 additional one-year option periods, for a total maximum contract period of 5 years prior to the Agency issuing another RFQ (as per HUD guidelines).

5.4 Licensing and Insurance Requirements. Prior to award (but not as a part of the proposal submission) the successful proposer will be required to provide:

5.4.1 Workers Compensation Insurance. An original certificate evidencing the proposer’s current industrial (worker’s compensation) insurance carrier and coverage amount (NOTE: Workers Compensation Insurance will be required of any Contractor that has employees other than just the owner working on-site to provide the services);

5.4.2 General Liability Insurance. An original certificate evidencing General Liability coverage, naming the Agency as an additional insured, together with the appropriate endorsement to said policy reflecting the addition of the Agency as an additional insured under said policy (minimum of $1,000,000 each occurrence, general aggregate minimum limit of $1,000,000, together with damage to premises and fire damage of $50,000 and medical expenses any one person of $5,000), with a commercially reasonable deductible (i.e., “commercially reasonable,” meaning not greater than 1% of the “general aggregate minimum” of the policy, with a maximum deductible amount of $50,000);

5.4.3 Professional Liability Insurance. An original certificate showing the proposer's professional liability and/or "errors and omissions" coverage (minimum of $1,000,000 each occurrence, general aggregate minimum limit of $1,000,000), with a commercially reasonable deductible (i.e., “commercially reasonable,” meaning not greater than 1% of the “general aggregate minimum” of the policy, with a maximum deductible amount of $50,000);

5.4.4 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 $100,000/$300,000 and medical pay of $5,000.

5.4.5 City/County/State Business License. If applicable, a copy of the proposer’s business license allowing that entity to provide such services within the town of Wytheville, and/or the State of Virginia.

5.4.6 Certificates/Profile of Firm Form. Pertaining to the aforementioned (within Sections 5.4.1 through 5.4.5) insurance certificates and licenses, each proposer is required to enter related information where provided for on the Profile of Firm Form (do not attach or submit copies of the insurance certificates or licenses within the proposal submittal—we will garner the necessary documents from the successful proposer prior to contract execution).

5.5 Right to Negotiate Final Fees. The Agency shall retain the right to negotiate the amount of fees that are paid to the successful proposer, meaning the fees proposed by the top-rated proposer during negotiations may, at the Agency's options, be the basis for the beginning of negotiations. Such negotiations shall begin after the Agency has chosen a top-rated proposer. If such negotiations are not, in the opinion of the CO, successfully concluded within 5 business days, the Agency shall retain the right to end such negotiations and begin negotiations with the next-rated proposer.

5.6 Contract Service Standards. All work performed pursuant to this RFQ must conform and comply with all applicable local, state, and federal codes, statutes, laws, and regulations.

5.7 Prompt Return of Contract Documents. Any and all documents required to complete the contract, including contract signature by the successful proposers, shall be provided to the Agency within 10 workdays of notification by the Agency.

Index of Tables [Table No. 7]

Table Description Page

1 Table of Contents 2 2 RFQ Information at a Glance 3 3 Tabbed Proposal Submittal 8 4 Recap of Attachments 16 5 Evaluation Factors 18 6 Points Awarded Range 19 7 Index of Tables 23