1.0 - Engineering Services (RFP Document).docx

REQUEST FOR PROPOSALS (RFP) No. P25004, Engineering Services

REQUEST FOR PROPOSALS (RFP)

No. P25004

Engineering Services

Table of Contents [Table No. 1]

INTRODUCTION

Adams County Housing Authority dba Maiker Housing Partners (hereinafter, “the Agency”), serves Adams County residents for whom conventional housing is unaffordable. We assist individuals, families, seniors, and persons with disabilities throughout all of Adams County, including the rural and unincorporated areas. Our goal is to provide these households with quality, affordable housing options while supporting their efforts to achieve economic self-sufficiency.

Our programs and services include the following: Public Housing, Housing Choice Voucher Program, Housing Counseling, Family Self-Sufficiency Program (FSS), Financial Assistance Programs (rent/mortgage and utilities assistance), and a Homeownership Program. We also own and manage several affordable multi-family apartment communities throughout the county. The Agency owns and manages 1508 units, associated in partnerships on another 908 units, which most are available at or below market rents, and we supply 1460 Section 8 Housing Choice Vouchers.

The Agency is an independent public corporation authorized by the State under the Colorado Revised Statutes §29-4-501. It is governed by a seven-person Board of Commissioners and is subject to the requirements of the Code of Federal Regulations CFR 2§200.317 - §200.327; Appendix II to Part 200, Contract Provisions for Non-Federal Entity Contracts Under Federal Awards, and 40 CFR §247 Comprehensive Guidelines for Products Containing Recovered Materials. Maiker is a body corporate and politic agency, which was officially organized in 1974 and has been an approved housing counseling agency since 1978 by the U. S. Department of Housing and Urban Development (HUD). Though brought into existence by a resolution of the Adams County Board of Commissioners, Maiker is a separate entity and operates independently of the Adams County Colorado government.

In keeping with its mandate to provide efficient and effective services and a safe environment, Maiker is now soliciting proposals from qualified, licensed, and insured firms to provide services for Maiker owned communities while remaining in compliance with State and local laws, federal regulations, guidelines and requirements. All proposals submitted in response to this solicitation must conform to all of the requirements and specifications outlined and any designated attachments within this document in its entirety.

RFP INFORMATION AT A GLANCE

[Table No. 2]

Procurement Specialist E-Mail: kbrink@maikerhp.org

PROPOSAL SUBMISSION

REQUIREMENTS

Electronically formatted proposals must be clearly identified and divided according to the RFP Section 9.0 Proposal Format:

Part 1 – Form of Proposal Part 2 – HUD-5369-C Part 3 – Profile of Firm Form Part 4 – Proposed Services Part 5 – HUD-5370-C1 Part 6 – HUD-SF-LLL Part 7 – Pricing and Fees

3033 W 71st Ave Suite 1000, Westminster, CO 80030 *(The proposal must be emailed, or the "hard copy" proposal can be received in-hand and time-stamped by the Agency by no later than 11:00 AM MST on this date).

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

1.1 Right to Reject, Waive, or Terminate the RFP. Reject any or all proposals, to waive any informality in the RFP process, or to terminate the RFP 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 RFP.

1.3 Right to Terminate. Terminate a contract awarded pursuant to this RFP, 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 RFP.

1.5 Right to Retain Proposals. Retain all proposals submitted and to not permit withdrawal for a period of 60 days subsequent to the deadline for receiving proposals without the written consent of the Agency 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 RFP, 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 RFP.

1.9 Right to Prohibit. At any time during the RFP 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 accepting this procurement document and the attachments, each responder is thereby agreeing to abide by all terms and conditions listed within this document, within the attachments and further agrees that he/she will inform the Agency 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 responder, of any responsibility pertaining to such issue.

2.0 SCOPE OF WORK/TECHNICAL SPECIFICATIONS. The Agency is seeking proposals from qualified, licensed, and insured entities to provide the following detailed services listed herein pertaining to the Agency’s Property Management Services.

2.1 Overview of Required Services. The successful proposer will provide services in the following areas and must possess the following qualifications:

I. GENERAL SCOPE OF SERVICE

The Adams County Housing Authority d/b/a Maiker Housing Partners (Maiker) invites qualified civil engineering firms to submit proposals to provide complete engineering services for the redevelopment of a decommissioned reservoir site in unincorporated Adams County, Colorado.

Maiker expects a collaborative design process where the civil engineer, architect, landscape architect, and general contractor begin working together early on to inform the final site design and final architecture. Ongoing communication among the disciplines, and attendance at key engineering and design meetings is expected by all. Maiker expects this collaborative approach to prevent unforeseen design changes that disrupt schedules and budgets and reduces the need for value engineering at a late date.

II. BACKGROUND

Maiker is dedicated to helping county residents come home. Maiker provides access to both affordable housing and services that offer a solid foundation on which to build economic independence. From affordable apartments to financial education and home ownership counselling, Maiker believes that stability, self-sufficiency, and hope are just a neighborly helping hand away.

III. VISION AND GOALS

Maiker wishes to create a vibrant development serving the older adult and disabled population of Adams County. The 7.2 acre, unsubdivided parcel is located northwest of the intersection of Broadway Street and Greenwood Boulevard in Adams County (Parcel #: 0171934300005). The county’s “Advancing Adams Comprehensive Plan” identifies this parcel as being Residential Medium, which envisions a range of six to twenty dwelling units per acre.

The site will include 64 housing units and will be up to 3 stories of either walk up apartments or townhomes. The site will be bisected by a new public street that connects Bowie Court on the east to Bountiful Court on the west. The south side of the new street is envisioned as a new Adams County Park, which may be designed and built in partnership with the Adams County Parks, Open Space, and Cultural Arts Department. The development will be rich with services and resources for residents and will connect seamlessly with the Caraway Apartments development to the east. This development will complement the existing community and create a healthy, amenity-rich home for its economically diverse community members.

The north and south portions of the site require separate and concurrent re-zoning applications. The entire site will also need to be platted. A Change In Use Permit will be required for each platted lot.

Maiker envisions up to two phases of development at this site and anticipates a mix of incomes and populations to be served by the newly constructed rental apartments and/or townhomes.

The program for the site has been established, and items/concepts/goals are:

· Base architecture and landscape plan based on the Concept Plan developed by Norris Design.

· Design to achieve an NGBS or ZERH certification.

· Prioritize the safety and comfort of pedestrians, roller/strollers, cyclists.

· Low-Impact Design for stormwater facilities.

· Design all architecture to comply with Universal Design Standards and Trauma-Informed/Dignified Design best practices.

· Promote community within the site for residents and visitors.

· Design small-scale urban agriculture, which will be available for residents to participate in cultivating and harvesting.

· Consider the ability to utilize roof areas for both amenity space (rooftop deck, garden, fitness center) and be photovoltaic-ready.

· The newest Adams County Park on the south half of the site with a “nature play” aesthetic and play components.

· Design that supports an active lifestyle by providing:

· Fitness center, bicycle storage, and open spaces designed for active and passive use.

· Pedestrian and bicycle pathways that directly connect the development to the Caraway site to the east and to the existing and proposed roadway network.

· Design for recycling and compost in the building by providing disposal shoots that separate trash, recycling, and compost materials.

· Collaborate with Maiker staff and public engagement consultant, the community, and other stakeholders in public engagement efforts.

IV. SERVICES REQUESTED - Services 2, 3, and 4 will run concurrently.

Service 1: Analyze and Report on Existing Conditions –

· Conduct site visit(s).

· Review all available records (public and private) related to the construction, operation, and maintenance of the old Rankin Reservoir.

· Map all existing above- and below-grade public and private utilities and infrastructure/improvements.

Service 2: Lead the Residential Area Rezoning Application –With support from the project architect, as needed, develop an application that meets all county regulations and standards.

· Prepare and secure approval of civil construction documents, as required by Adams County, in order to proceed with public hearings.

Service 3: Lead the Adams County Park Area Rezoning Application – With support from the project architect and other relevant subconsultants, develop an application that meets all county regulations and standards.

· Prepare and secure approval of civil construction documents, as required by Adams County, in order to proceed with public hearings.

Service 4: Lead the Minor Plat Application for the Entire Site –

· With support from the project architect, as needed, develop an application that meets all county regulations and standards.

· Coordinate with Surveyor.

· Prepare and secure approval of civil construction documents, as required by Adams County, in order to proceed with public hearings.

Service 5: Lead the Change in Use Permits for the Residential and Park Sites – With support from the project architect, landscape architect, lighting engineer and other relevant subconsultants, develop the applications that meet all county regulations and standards.

Service 6: Engineer All Public and Private Improvements –

· In conformance with the Final Geotechnical Report, Phase I Environmental Site Assessment, and all relevant studies, meet all county regulations, standards, and codes.

· Coordinate with General Contractor, Architect, Landscape Architect.

· Develop potential grading solutions for the county park while preserving as many high-quality trees as possible for a “nature play” program.

· Propose cost-effective solutions to the problem of existing reservoir/irrigation lines and infrastructure.

· Deliver Construction Documents, Issued For Construction, and As-Built plan sets.

· Provide Engineer’s Estimate(s) of Cost to Construct

· Observe Construction and Inspections

· Contribute to Public Improvement Warranty Inspections and Processes

Service 6: Internal/external Meetings

· Meetings with Adams County as part of the entitlement process and the effort to design the county park.

· Regular meetings with Maiker or Representative and its stakeholders to ensure:

· The entitlement process progresses in a timely manner.

· plans meet Maiker’s needs.

· refinement of programming

· establishment of park design

· project feasibility and constructability.

· Attend Owner/Architect/Contractor meetings.

Service 7: Commission and Council Meetings/Hearings - Attend at least one Planning Commission meeting and one City Council meeting to assist the Owner’s presentation of the project.

Service 8: Collaborate with Other Consultants To–

· Secure Permit(s)

· Identify Potential Barriers to Constructability

· Ensure Cost-effective Design

· Ensure Efficient Constructability

· Prevent Late-stage Value Engineering

Service 9: Deliverables – Complete engineering documents including, but not limited to:

· Stormwater Management Plan and Permit from CO Dept. of Public Health and Environment

· Engineer’s Estimated Cost to Construct

· Civil Construction Documents

· Demolition Plan

· Grading Plan

· Utility Plan

· Erosion Control Plan

V. PROJECT SCHEDULE

Estimated design and entitlement schedule:

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 RFP must be formatted in accordance with the sequence noted following.

[Table No. 3] (1) RFP Section (2) Tab No.

(3)

Description

3.1.4.1

As detailed within Section 4.1, Evaluation Factor No. 2, herein, the proposer’s DEMONSTRATED QUALIFICATIONS and CAPACITY.

3.1.4.1.1

Provide information on the qualifications and capacity of the coordinator and team members that will have primary responsibility for this account.

3.1.4.1.2

Highlight any and all qualifications of the coordinator and team members with the scopes of work and services stated.

3.1.4.1.3

Discuss projected workload for this and other competing projects and show that the firm has the capacity to work on a project of this magnitude.

3.1.4.2

As detailed within Section 4.1, Evaluation Factor No. 3, herein, the QUALITY of the TECHNICAL APPROACH and the WORK PLAN.

3.1.4.2.1

Describe the firm’s approach to providing planning coordination services to complete the project scope within the timeline set forth by HUD for the grant. The work plan should include staffing assignments, organizational structure, logistical issues, and other issues;

3.1.4.2.2

Identify proposed schedule of activities for the tasks detailed in the scope of work

3.1.4.2.3

Identify all staff that will be assigned to this scope of work and include a brief resume, job description and title of this person or persons

3.1.4.3

As detailed within Section 4.1, Evaluation Factor No. 4, herein, the proposer’s DEMONSTRATED RELEVANT EXPERIENCE in performing similar work and the proposer’s DEMONSTRATED SUCCESSFUL PAST PERFORMANCE (including meeting costs, schedules, and performance requirements) of contract work substantially similar to that required by this solicitation as verified by reference checks or other means. (NOTE: The Agency will place particular emphasis on the proposer’s above-described EXPERIENCE and PAST PERFORMANCE with Public Housing- and HUD-related work.)

3.1.4.3.1

Provide a description of the firm’s, history, and other general information that describes the planning coordinators understanding of the project.

3.1.4.3.2

Highlight any and all experience with the scopes of work and services stated.

3.1.4.3.5

Highlight experience working with other public entities and housing authorities.

3.1.4.4

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

3.1.4.5

The proposed quality assurance program.

3.1.4.6

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

3.1.4.7

A complete description of the products and services the firm provides.

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.

3.2 Entry of Proposed Fees. The proposed fees shall be submitted by the proposer and received by the Agency. Do not submit, enter, or refer to any fees or costs within the 9-tab proposal submittal detailed within the preceding Section 3.0 herein—any proposer that does so may, at the Agency’s discretion, be rejected without further consideration.

3.2.1 Pricing Items. The proposed fees (Pricing Items) shall be submitted by the proposer and received by the Agency. Do not submit, enter or refer to any fees or costs within the 9-tab proposal submittal detailed within Section 3.0—any proposer that does so may be rejected without further consideration. Unless otherwise stated, the proposed fees are all-inclusive of all related costs that the successful proposer will incur to provide the noted services, including, but not limited to: employee wages and benefits; clerical support; overhead; profit; licensing; insurance; materials; supplies; tools; equipment; long distance telephone calls; travel expenses; document copying not specifically otherwise agreed to by the Agency; etc.

3.3 Additional Information Pertaining to the Pricing Items.

3.3.1 All quantities entered by the Agency herein within the immediate-preceding within the corresponding Pricing Items are for calculating purposes only. As may be further detailed herein, whereas the Agency anticipates that the ensuing contract will be a Requirements Contract, in such case the Agency does not guarantee any minimum or maximum amount of work as a result of any award ensuing from this RFP but shall retain the right to order from the awarded Contractor(s), on a task order basis, any quantity of services the Agency requires.

3.3.2 Entry of Fees. Proposers must enter a realistic and reasonable proposed cost for all Pricing Items. Whereas no additional proposed costs can or will be received after the proposal submittal deadline, any proposer that does not, in the opinion of the Agency, comply with this requirement may be rejected without further consideration.

3.3.2.1 Warning! Realistic Proposed Cost for the Pricing Items. Each proposer is strongly encouraged to enter a realistic cost for the Pricing Item listed within each of the preceding Table No. 4 herein. For instance, if the successful proposer enters $1.00 per hour for the “hourly” Pricing Item No. 2, then the $1.00 per hour is what the successful proposer will charge the Agency for the work that the Agency may retain the successful proposer to provide if the Agency deems such retention is in the Agency’s best interests to do so. Further, if, despite this warning, the successful proposer proposes a very low fee that the Agency deems is not realistic, then the Agency reserves the right to require the successful proposer to, at contract execution, present a cash bond in a suitable amount (i.e., $5,000.00) to ensure that the successful proposer will fulfill his/her obligations in this matter.

3.3.2.2 No Post-submittal Deadline Corrections Allowed. The Agency WILL NOT, after the submittal deadline, negotiate an increase to any unit costs or fees proposed prior to the submittal deadline; accordingly, proposers are strongly cautioned to submit a realistic price for the Pricing Items identified within the preceding Table No. 4 herein.

3.3.2.3 Review the Entry of Proposed Fees. The Agency strongly recommends that each proposer, print the receipt provided and review the entry to ensure that the proposer has entered the proposed fees correctly. The proposer will NOT be able to correct this entry after the posted deadline has expired, which means that the Agency will utilize such entry to assign the points pertaining to Evaluation Factor No. 1 detailed within the following Table No. 6 herein.

3.3.2.4 Determination of the Lowest Calculated Cost. After a proposer has entered his/her proposed unit costs for the Pricing Item. The total sum of all the line items shall be the Total Calculated Cost that the Agency will utilize to determine the points assigned for Evaluation Factor No. 1, identified within the following Table No. 6 herein.

3.3.2.5 No Deposits/No Retainer. The Agency will NOT pay any deposits or retainer fees as a result of award of the ensuing contract (such is not allowed per relevant HUD regulation). This means that the Agency will pay the successful proposer(s) for actual services provided only. For services billed at the hourly rate (as detailed within the preceding explanations pertaining to Pricing Item No. 2), the Contractor will be required to submit a full back-up detail of all hours worked, listed by no more than the “15-minute” standard.

3.3.3 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 hourly rates (not to the firm-fixed fee) allowed in the same amount of any escalation that occurs pertaining to the corresponding or most similar rate listed on the U.S. Bureau of Labor Statistics Producer Price Index (PPI) ("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 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 was being paid at that time. Similarly, for ensuing years, the ending-date of the previous contract period shall be the base-line date to determine the previously listed rate.

3.3.3.2 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.

3.3.3.2.1 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 Contractor has the right to terminate services if the Agency rejects the request for an increase. This will occur in the following manner (procedure):

3.3.3.2.1.1 Step No. 1. The Contractor 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 3.3.3.1 herein);

3.3.3.21.2 Step No. 2. The Agency considers the requested increase and, within 10 days of receipt of such, issues a written response to the Contractor as to if the request is approved or rejected;

3.3.3.2.1.3 Step No. 3. If rejected and the Contractor wishes to, as a result, cease providing the services to the Agency, the Contractor 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);

3.3.3.2.1.4 Step No. 4. The Agency will then endeavor to ensure that the Agency makes other arrangements to replace the Contractor (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 Contractor, 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).

3.3.4 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.

3.3.5 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:

3.3.5.1 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.

3.3.5.2 If ordered by the Agency, and under the same strictures as the requirements detailed within the immediate-preceding Sections 3.3.5 and 3.3.4.1, Holiday hours worked shall be paid by the Agency at the rate of 2.5.

3.4 Proposal Submission. All proposals must be submitted, emailed or submitted by “hard copy”, 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:

Maiker Housing Partners Attention: Katelyn Brink, Procurement Specialist 3033 W 71st Ave Suite 1000, Westminster, CO 80030

3.4.1 Labeling Proposal Package. The package exterior must clearly denote the above noted RFP 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. 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 RFP.

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 RFP 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 RFP 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 RFP. 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 RFP Documents). During the RFP solicitation process, the CO will NOT conduct any ex parte (a substantive conversation—“substantive” meaning, when decisions pertaining to the RFP 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,

3.6.1.3.4 (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,

3.6.4 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 RFP 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 RFP, which are hereby by reference included as a part of this RFP:

[Table No. 5] (1) RFP Section (2) Document No.

(3)

Attachment (4)

Attachment Description

This RFP Document

3.8.8.2

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. 6] (1) Factor No.

(2) Max Point Value (3)

Factor Type (4)

Factor Description

(Technical) The proposer’s DEMONSTRATED QUALIFICATIONS and CAPACITY.

(Technical) The QUALITY of the TECHNICAL APPROACH and the WORK PLAN.

(Technical) The proposer’s DEMONSTRATED RELEVANT EXPERIENCE in performing similar work and the proposer’s DEMONSTRATED SUCCESSFUL PAST PERFORMANCE (including meeting costs, schedules, and performance requirements) of contract work substantially similar to that required by this solicitation as verified by reference checks or other means. (NOTE: The Agency will place particular emphasis on the proposer’s above-described EXPERIENCE and PAST PERFORMANCE with Public Housing- and HUD-related work.)

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

100 points

Total 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. Please note that the Agencies may choose to evaluate the proposals submitted together, or the Agencies may choose to evaluate the proposals submitted separately at each Agency. In any case, the result of the evaluation may be that the Agencies complete award to the same proposer or may be that the Agencies complete award to different proposers. The eventual award will occur based on the following detailed brief procedures.

4.2.1 Initial Evaluation for Responsiveness. Each proposal received will first be evaluated for responsiveness (i.e., meets the minimum of the requirements). NOTE: Please reference Section 3.1 herein.

4.2.2 Evaluation Packet. An evaluation packet will be prepared for each evaluator, typically 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 RFP 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 emailed or “hard copy” proposals submitted in response to this RFP. PLEASE NOTE: No proposer shall be informed at any time during or after the RFP 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 RFP. As detailed within Section 3.4 of this document, the designated CO is the only person at the Agency that the proposers shall contact pertaining to this RFP. 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 CO will evaluate and award points pertaining to Evaluation Factor No. 1 (the “Objective” Factor). 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. 2 through No. 6 (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, note the following range of points awarded (points pertaining to this RFP are shaded—also see the Evaluation Factors detailed within the preceding Section 4.1 herein):

[Table No. 7] Points Awarded Range

*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 “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 firms deemed to be in the competitive range. Any 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 no case within no longer than 5 business days after the beginning of such negotiations with the firms deemed to be in the competitive range.

4.2.6 Determination of Top-ranked Proposer. The subjective points awarded by the evaluation committee shall be combined with the objective points awarded by the CO to determine the final rankings, which shall be 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 Agency 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 115 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 Agency evaluation committee. Similarly, all persons having ownership interest in and/or contract with a proposer entity will be excluded from participation on the Agency evaluation committee.

5.0 CONTRACT AWARD.

5.1 Contract Award Procedure. If a contract is awarded pursuant to this RFP, 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 RFP as issued by the Agency, either in “hard copy” or by email, including the contract clauses already attached as Attachments G and G-1 through G-3. Accordingly, the Agency has no responsibility to conduct after the submittal deadline any negotiations pertaining to the contract clauses already published, and will most likely NOT do so.

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

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-3), 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 RFP 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.