1.0_RFQ_2024-01_A&E_Services.pdf

RFQ-2024-01

MARIN HOUSING AUTHORITY 1

REQUEST FOR QUALIFICATIONS

No. RFQ-2024-01

For

Architectural/Engineering Services

Marin Housing Authority

4020 Civic Center Drive San Rafael, CA 94903

(415) 491-2525

MARIN HOUSING AUTHORITY 2

Contents SECTION 1: Introduction

1.1 INTRODUCTION

1.2 CONTACT/ACCESS INFORMATION AT A GLANCE

SECTION 2: MHA’s Reservations of Rights

2.1 RIGHT TO REJECT, WAIVE, OR TERMINATE THE RFQ

2.2 RIGHT TO NOT AWARD

2.3 RIGHT TO MULTIPLE AWARDS

2.4 RIGHT TO TERMINATE

2.5 RIGHT TO DETERMINE TIME AND LOCATION

2.6 RIGHT TO RETAIN PROPOSALS

2.7 RIGHT TO NEGOTIATE

2.8 RIGHT TO REJECT ANY PROPOSAL

2.9 NO OBLIGATION TO COMPENSATE

2.10 RIGHT TO PROHIBIT

2.11 RIGHT TO REJECT – OBTAINING COMPETITIVE SOLICITATION DOCUMENTS

SECTION 3: RFQ Purpose and Notices to Proposers

3.1 RFQ PURPOSE

3.2 WRITTEN PROPOSAL

3.3 DISCLAIMER

3.4 AUTHORITY TO DISTRIBUTE SOLICITATION DOCUMENTS

3.5 ACCEPTANCE

3.6 RESTRICTED DISCUSSIONS

3.7 ADA REQUIREMENTS

SECTION 4: Solicitation Schedule and Information

4.1 SOLICITATION SCHEDULE

4.2 SUBMISSION OF PROPOSER QUESTIONS

4.3 AGENCY’S ANSWERS TO PROPOSER QUESTIONS

4.4 SUBMISSION DEADLINE

4.5 COST INCURRED IN PREPARING PROPOSALS

SECTION 5: Scope of Work

5.1 SCOPE OF WORK/TECHNICAL SPECIFICATIONS. ............................ Error! Bookmark not de�ined.

5.2 BILLING STATEMENT ................................................................................... Error! Bookmark not de�ined.

5.3 MISCELLANEOUS OPTIONAL SERVICES ............................................... Error! Bookmark not de�ined.

5.4 CONSULTANT’S ON-SITE PERSONNEL................................................... Error! Bookmark not de�ined.

SECTION 6: Proposal Format and Submission Instructions

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6.1 SECTIONED PROPOSAL SUBMITTAL

6.2 ADDITIONAL INFORMATION PERTAINING TO THE PRICING ITEMS ......... Error! Bookmark not de�ined.

6.3. PROPOSAL SUBMISSION

6.4. PROPOSER’S RESPONSIBILITIES – CONTACT WITH MHA

6.5. PROPOSER’S RESPONSIBILITES – EQUAL EMPLOYMENT OPPORTUNITY AND SUPPLIER

DIVERSITY

6.6 RECAP OF ATTACHMENTS

SECTION 7: Evaluation Criteria and Selection Process

7.1 AWARD

7.2 EVALUATION COMMITTEE

7.3 EVALUATION FACTORS

7.4 EVALUATION METHOD

SECTION 8: Solicitation and Contract Terms and Conditions

8.1 ACCEPTANCE AND REJECTION OF PROPOSALS

8.2 ACCURATE INFORMATION

8.3 ADDENDA AND AMENDMENTS

8.4 ALTERNATE PROPOSALS

8.5 ASSIGNMENT OF THE CONTRACT

8.6 BINDING PROPOSAL

8.7 CHANGES IN GOODS AND/OR SERVICES

8.8 CONFIDENTIALITY

8.9 CONTRACT ADMINISTRATION

8.10 CONTRACT AWARD

8.11 CONTRACT DISPUTES

8.12 CONTRACT FORM

8.13 CONTRACT PERIOD

8.14 DISSEMINATION OF DATA

8.15 EMPLOYMENT AS INDEPENDENT CONTRACTOR

8.16 ERRORS IN PROPOSALS

8.17 FORCE MAJEURE

8.18 IMMIGRATION REFORM AND CONTROL ACT

8.19 INTEREST IN MORE THAN ONE PROPOSAL AND COLLUSION

8.20 INCONSISTENT PROVISIONS

8.21 INDEMNIFICATION

8.22 LATE PROPOSALS

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8.23 LAWS AND REGULATIONS

8.24 MODIFICATIONS TO PROPOSALS

8.25 NO LIENS

8.26 NO WAIVER

8.27 NON-DISCRIMINATION REQUIREMENTS

8.28 NONEXCLUSIVE

8.29 OWNERSHIP OF MATERIALS

8.30 PROMPT RETURN OF CONTRACT DOCUMENTS

8.31 RECORDS

8.32 RIGHT TO NEGOTIATE FINAL FEES

8.33 SOLICITATION DOCUMENTS

8.34 SOLICITATION PROTEST

8.35 SUBCONTRACTORS

8.36 SURVIVAL

8.37 TERMINATION

8.38 USE OF BROKER

SECTION 9: Special Terms and Conditions

9.1 INSURANCE

9.2 LICENSING REQUIREMENTS

9.3 INVOICES, PAYMENTS, AND TAXES

9.4 PERSONNEL

9.5 CONSULTANT’S CAPACITY

9.6 HOLIDAYS (OBSERVED)

9.7 POST AWARD CONFERENCE (CONTRACT KICKOFF MEETING)

9.8 UNAUTHORIZED USE OF AGENCY EQUIPMENT

SECTION 10: Attachments and Exhibits

SECTION 1: Introduction

1.1 INTRODUCTION

The Housing Authority of the County of Marin, aka "Marin Housing Authority” or “MHA” (hereinafter “MHA” or “MHA”) is a public corporation authorized to provide decent, safe, and sanitary housing for low- and moderate-income people. We are empowered to undertake all activities necessary to accomplish this public purpose, including acquiring property, developing housing, issuing tax-exempt bonds, entering mortgages, trust indentures, leases, condemning property, borrowing money, accepting grants, and managing property.

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MHA is a public entity created to provide federally subsidized housing and housing assistance to low-income families. MHA’s Commission currently consists of seven members - �ive members of the County Board of Supervisors, and two public housing tenants. MHA operates programs in the incorporated areas of Marin under Cooperation agreements with the local towns and cities and in the unincorporated areas of Marin under Cooperation agreement with the County of Marin.

Currently, MHA owns and/or manages and/or is in partnership for: ten developments of HUD public housing (including one in the National Register of Historic Places and the California Register of Historical Resources), four non-HUD funded public housing properties, 100 Tax Credit Units, and over 3,200 Section 8 Tenant Housing Vouchers. MHA has two operations of�ices with approximately 54 employees.

MHA is now soliciting proposals from quali�ied, licensed, and insured entities for Architectural/ Engineering Services. All proposals submitted in response to this solicitation must conform to all the requirements and speci�ications outlined both within this document and any designated attachments.

1.2 CONTACT/ACCESS INFORMATION AT A GLANCE

[Table 1]

AGENCY CONTACT PERSON [NOTE: Unless otherwise speci�ied, any reference herein to “Procurement Manager” or “(PM)” is a reference to Chris Barta.]

Chris Barta, Procurement Manager Telephone (415) 491-2525 E-mail: cbarta@marinhousing.org

HOW TO ACCESS THE RFQ DOCUMENTS ON

THE APPLICABLE WEBSITE

1. Access OpenGov Marin Housing Authority Procurement Portal:

https://procurement.opengov.com/portal/marinhousing

2. Click on the “Sign Up” or “Login” button in the upper right side.

3. Follow the listed directions.

4. If you have any problems in accessing or registering on the system, please use OpenGov’s customer support portal:

https://opengov.my.site.com/support/s/

AGENCY CONTRACTING OFFICER

[NOTE: Unless otherwise speci�ied, any reference herein to “Contracting Of�icer” or “(CO)” is a reference to Kimberly Carroll.]

Kimberly Carroll, Executive Director

HOW TO FULLY RESPOND TO THIS RFQ BY

SUBMITTING A PROPOSAL SUBMITTAL

Please see the following Section 6 of this RFQ Document

~ END OF SECTION 1 ~

SECTION 2: MHA’s Reservations of Rights

2.1 RIGHT TO REJECT, WAIVE, OR TERMINATE THE RFQ

MHA may reject any/all proposals, waive any informality in the RFQ process, or terminate the RFQ process at any time, if deemed by MHA to be in its best interests.

2.2 RIGHT TO NOT AWARD

MHA may choose not to award a contract pursuant to this RFQ.

https://procurement.opengov.com/portal/marinhousing https://opengov.my.site.com/support/s/

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2.3 RIGHT TO MULTIPLE AWARDS

MHA may choose to award multiple contracts pursuant to this RFQ.

2.4 RIGHT TO TERMINATE

MHA may terminate a contract awarded pursuant to this RFQ, at any time for its convenience upon ten days’ written notice to the Contractor(s).

2.5 RIGHT TO DETERMINE TIME AND LOCATION

MHA may determine the days, hours, and locations that the successful proposer (hereinafter, Contractor”) will provide the services called for in this RFQ.

2.6 RIGHT TO RETAIN PROPOSALS

MHA may re 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 MHA Contracting Of�icer (CO).

2.7 RIGHT TO NEGOTIATE

MHA may negotiate the fees proposed by the proposer entity.

2.8 RIGHT TO REJECT ANY PROPOSAL

MHA may reject or not consider any proposal or proposer that does not meet the requirements of this RFQ, including but not necessarily limited to incomplete proposals and/or proposers offering alternate or non-requested services.

2.9 NO OBLIGATION TO COMPENSATE

MHA has no obligation to compensate any proposer for any costs incurred in responding to this RFQ.

2.10 RIGHT TO PROHIBIT

At any time during the RFQ or contract process, MHA may prohibit any proposer’s further participation or reject any proposal submitted that does not conform to requirements detailed herein. By accessing the OpenGov MHA Procurement Portal (hereinafter, “OpenGov”) and by downloading this document, each prospective proposer agrees to abide by all terms and conditions listed within this document and within OpenGov, 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 MHA that he/she feels needs to be addressed. Failure to abide by this timeframe will relieve MHA, but not the prospective or actual proposer, of any responsibility pertaining to that issue.

2.11 RIGHT TO REJECT – OBTAINING COMPETITIVE SOLICITATION DOCUMENTS

OpenGov is the only of�icial and appropriate venue to obtain the competitive solicitation documents (and any other information pertaining to the competitive solicitation such as addenda). Accordingly, by submitting a response to this competitive solicitation the respondent thereby af�irms that he/she obtained all information on OpenGov. Any other group such as a proposal 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 OpenGov to obtain the documents MHA will reject without consideration any response submitted from a �irm that has not obtained the documents from OpenGov.

~ END OF SECTION 2 ~

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SECTION 3: RFQ Purpose and Notices to Proposers

3.1 RFQ PURPOSE

MHA is requesting proposals from quali�ied, licensed, and insured entities to provide Architectural/Engineering services for various projects involving ten residential complexes with varying funding sources, and the MHA Housing Of�ice (Home Of�ice). The properties are:

Kruger Pines 47 North Knoll Road, Mill Valley, CA 94941. 56 Units.

Homestead Terrace 100 Linden Lane, Mill Valley, CA 94941. 28 Units Venetia Oaks 263 North San Pedro Road, San Rafael, 94903. 36 Units Golden Hinde 5 Golden Hind Boulevard, San Rafael, CA 94903. 40 Units Casa Nova 35 Carmel Drive, Novato, CA 94945. 40 Units.

Bradly House 82 Park Rd, Fairfax, CA 95930. 15 Units.

Fairfax Vest Pocket Community, 84 Park Road, Fairfax, CA 94930. 6 Units.

Isabel Cook. 35 Sunnyside Drive. San Anselmo. 94960. 18 Units.

Sundance Apartments 95 Medway San Rafael 94901. 28 Units Golden Gate Village, 429 Drake Avenue, Marin City CA 94965. 296 Units.

NOTE: The buildings at Golden Gate Village are on the National Historic Register and are subject to additional regulations. Proposers are strongly encouraged to highlight any experience with historically designated properties.

Marin Housing Of�ice 4020 Civic Center Drive, San Rafael, CA 94903. Of�ice Building.

This RFQ is meant to establish a term contract or contracts for two (2) years with three (3) options to extend at one (1) year intervals for a contract not to exceed a cumulative total length of �ive (5) years.

MHA is looking for the most responsive and responsible vendor(s) committed to providing the best level of service. All work must be performed according to industry standards and to MHA’s requirements and satisfaction. The Contractor will perform Architectural/Engineering Services for properties owned and/or managed by MHA as requested by the MHA Procurement Department, Property Managers, or their designees. MHA offers no guarantee of any amount of work to be performed under the Contract.

The repeated failure of any Contractor to not provide service when contacted will result in that Contractor's contract being canceled for nonperformance. MHA will document failure to respond, and the Contractor may not be permitted to participate in future contracts for these services.

Proposals will be accepted and awarded to the most responsive and responsible bidders.

3.2 WRITTEN PROPOSAL

The proposer will provide MHA with a written proposal, fully compliant with all preceding instructions. Award may not be made to any proposer who has not been responsive to all instructions, certi�ications, and representations indicated in this solicitation, or cannot satisfactorily demonstrate within its proposal the ability to perform all subcontract requirements. Only information contained in a proposal or furnished by a Proposer during an oral presentation, if applicable, will be evaluated.

3.3 DISCLAIMER

This is a solicitation only; it is not a contract. MHA assumes no obligation to pay or reimburse any person or entity for any costs, fees or expenses incurred in preparation of a response to this Solicitation, or for any meetings and/or travel costs related to such a response. All proposals

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submitted to and accepted by MHA will become MHA’s exclusive property and will not be returned.

MHA reserves the right to reject any or all Proposals in full or in part and/or to waive any technicalities and/or informalities as best may serve MHA’s interests. MHA is under no obligation to any Proposer until a contract is executed for the Services described herein.

3.4 AUTHORITY TO DISTRIBUTE SOLICITATION DOCUMENTS

MHA is the sole entity with the authority to issue and/or distribute any solicitation documents and/or information related thereto. All solicitation documents obtained from any source other than MHA may be incomplete or incorrect. MHA assumes no responsibility for any error, omission or misinterpretation resulting from the reliance or use of any solicitation documents not both issued and distributed by MHA. All Solicitation Documents will be posted on the OpenGov Procurement Portal:

https://procurement.opengov.com/portal/marinhousing and MHA website: www.marinhousing.org

3.5 ACCEPTANCE

The submission of a proposal will constitute acknowledgement and acceptance by the proposer of the requirements, speci�ications and terms and conditions speci�ied herein.

3.6 RESTRICTED DISCUSSIONS

Proposers are prohibited from discussing this solicitation or any part thereof with any employee, agent, or representative of MHA except as expressly authorized herein. MHA may, in its sole discretion, reject the proposal submitted by any proposer who is in violation of this provision. All verbal statements and/or answers to questions relative to this solicitation will not be considered binding, valid or enforceable.

3.7 ADA REQUIREMENTS

Individuals with a disability, who would like to receive the information in this solicitation in another form, may contact MHA’s Procurement Of�ice by phone at (415) 491-2525 or by email to cbarta@marinhousing.org

~ END OF SECTION 3 ~

SECTION 4: Solicitation Schedule and Information

4.1 SOLICITATION SCHEDULE

Below is the schedule of events for this Solicitation. MHA reserves the right to modify the solicitation schedule at any time as best may serve MHA’s interests; all modi�ications will be made by addendum or amendment and posted on the OpenGov system, which will be the of�icial Solicitation Schedule. Unless otherwise speci�ied, all references to times of day will be Paci�ic Time (daylight or standard, as applicable). [Table 2]

EVENT DATE TIME

Solicitation Issued 10/17/2024 n/a Pre-Proposal Conference: RSVP REQUIRED! Please see OpenGov n/a Site Walkthroughs by appointment:

Please see OpenGov

Proposer Questions Due in Writing Please see OpenGov n/a

See Subsection 4.3 for additional information Submission Deadline Please see OpenGov n/a

See Subsection 4.5 for additional information https://procurement.opengov.com/portal/marinhousing

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4.2 SUBMISSION OF PROPOSER QUESTIONS

All questions regarding this Solicitation will be submitted through the OpenGov system and will be received by the date and time speci�ied in the Solicitation Schedule posted on OpenGov. All questions received not in compliance with this paragraph will not be answered unless MHA, at its sole discretion, deems that a response to a question is necessary to clarify anything in the solicitation documents. The Pre-Proposal Conference will be held via Zoom and will require prior RSVP to con�irm attendance. This is to anticipate attendance numbers, but the conference is not mandatory as a submission requirement. All answers to any questions put forth during the conference will also be issued as an addendum.

4.3 MHA’S ANSWERS TO PROPOSER QUESTIONS

MHA’s answers to questions submitted by proposers will be posted by addendum on the above noted internet system on the date speci�ied in the solicitation schedule.

4.4 SUBMISSION DEADLINE

All submissions are due on or before the deadline posted on the OpenGov platform posting.

Proposals received after this deadline will not be accepted.

4.5 COST INCURRED IN PREPARING PROPOSALS

Proposers will be responsible for all costs incurred in preparing a response to this RFQ. All materials and documents submitted by prospective owners or development teams will become MHA’s property and will not be returned. Any materials submitted that a Proposer(s) considers to be proprietary must be clearly marked as such to keep it out of the public record. Proposers selected for further interview or negotiations will be responsible for all costs incurred during these processes.

~ END OF SECTION 4 ~

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SECTION 5: Scope of Work

5.0 SCOPE OF WORK/TECHNICAL SPECIFICATIONS. MHA is seeking proposals from quali�ied, licensed, and insured entities to provide professional architectural and engineering services, on an as needed basis, and as further detailed herein:

5.1 More than One Award Possible. MHA reserves the right to complete an award to one �irm only or to complete an award to multiple �irms. If an award is made to more than one �irm, such awards will be based on MHA’s opinion that a �irm can offer MHA greater value for a certain service area (“service area(s)” as detailed within the immediate-following Section 5.2). MHA reserves the right to make such decision at any time during the ensuing contract period(s) meaning, MHA could initially make award to one �irm only, then, at any time during the ensuing contract period(s), decide to make an additional award(s) if MHA decides such is in its best interests to do so.

5.2 General Service Areas. MHA intends to award a contract to a �irm(s) to provide architectural and engineering services (A/E) for various projects. Currently, MHA has an immediate and urgent need for exterior lighting infrastructure energy ef�iciency upgrades throughout MHA’s Golden Gate Village complex. The project would replace 524 existing, inef�icient and outdated exterior light �ixtures (original to the complex’s 1960 construction) with new, energy ef�icient LED systems. The �ixtures light the parking lot, pathways, and exterior parking canopies of the complex.

MHA also anticipates ongoing need for typical A/E services, on an as-needed basis for new construction and rehabilitation of MHA’s properties. Services may include, but are not limited to the following:

5.2.1 Architectural Design; and

5.2.2 Construction contract administration and/or management; and

5.2.3 Cost estimating; and

5.2.4 Energy Specialist / Green Building Rater; and

5.2.5 Fire Protection Engineer; and

5.2.6 Landscape design; and

5.2.7 MEP / Structural Engineers; and

5.2.8 Site planning and surveying; and

5.2.9 Soil / Geotech / Environmental Engineers; and

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

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

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

5.2.12.1 Site and Storm Drainage Systems; and

5.2.12.2 Roof Systems; and

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5.2.12.4 Renovations and Rehabilitation of existing structures; and

5.2.12.5 Demolition work; and

5.2.12.6 Building Systems, including HVAC, Ventilation, Plumbing, Fire Protection, Electrical, Lighting, Acoustics, and Structural Systems.

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

5.3.1 Schematic Design/Preliminary Study Phase; and

5.3.2 Design Development Phase; and

5.3.3 Bidding, Construction, and Contract Document Phase; and

5.3.4 Bidding and Award Phase; and

5.3.5 Construction Phase; and

5.3.6 Post Completion/Warranty Phase.

5.4 Design Product. Any design product must meet all state and local code requirements and 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. One property, Golden Gate Village in Marin City, is listed in the National Register of Historic Places and the California Register of Historical Resources, and is thus subject to additional regulations. Proposers are strongly encouraged to highlight any experience with historically designated properties.

5.5 Method of Award (Task Order). MHA may contract with any of this RFQ’s responsive and responsible proposers in the following manner (“forming a pool” of contractors that MHA may draw from):

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

5.5.2 If, as detailed within the preceding Section 5.5.1, the 1st-ranked proposer is not available, or MHA is not able to successfully reach a negotiated cost with the 1st-ranked proposer, MHA will proceed to the next-ranked contractor and repeat the same negotiation process. This process may be repeated with ensuing ranked �irms until MHA successfully negotiates a reasonable cost.

5.6 Current Contractor. MHA does not currently have a contract for these services.

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~ END OF SECTION 5 ~

SECTION 6: Proposal Format and Submission Instructions

6.1 SECTIONED PROPOSAL SUBMITTAL

MHA intends to retain a contractor or contractors pursuant to a “Best Value” basis, rather than a “Low Bid” basis (“Best Value,” in that MHA will, as detailed within the following Section, consider factors other than just cost in making the award decision). Therefore, so MHA can properly evaluate the offers received, all proposals submitted in response to this RFQ must be formatted in accordance with the sequence noted within 6.1. (A) below. Each category must be separated by sectional headers labeled with the corresponding reference also noted below. None of the proposed services may con�lict with any requirement MHA has published herein or issued by addendum.

A Proposal The Proposal should include material organized into sections as follows:

i Form of Proposal

This Form is attached as Attachment 2.0 to this RFQ document. This 2-page Form must be fully completed, executed where provided and submitted under this section as a part of the proposal submittal.

ii Form HUD-5369-C (8/93), Certi�ications and Representations of Proposers, Non- Construction Contract This Form is attached as Attachment 3.0 to this RFQ document. This 2-page Form iii Form HUD-50071 (1/14), Certi�ication of Payments to In�luence Federal Transactions (Contract Awards for $100,00 or More)

This Form is attached as Attachment 6.3 to this RFQ document. This 1-page Form iv Form HUD SF-SLL, Disclosure of Lobbying Activities (Contract Awards for

$100,00 or More) This Form is attached as Attachment 6.4 to this RFQ document. If applicable, this 1-page Form must be fully completed, executed where provided and submitted under this section as a part of the proposal submittal.

v Pro�ile of Firm Form The Pro�ile of Firm Form is attached hereto as Attachment 4.0 to this RFQ document. This 2-page Form must be fully completed, executed, and submitted under this section as a part of the proposal submittal.

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vi Proposed Services The proposer will place under this section documentation further explaining the proposer’s services and showing how the proposer intends to ful�ill the requirements of the preceding Section 5.0, including (NOTE: Though proposers are free to submit as much information as they wish under this section to satisfy the following detailed requirements, MHA anticipates that the documentation under this section will not exceed 4-8 pages, at most) but not limited to:

a) As detailed within Section 7.3, Evaluation Factor No. 2, herein, the proposer’s DEMONSTRATED UNDERSTANDING of MHA’s REQUIREMENTS

b) As detailed within Section 7.3, Evaluation Factor No. 3, the APPROPRIATENESS of the TECHNICAL APPROACH and the QUALITY of the

SERVICES PROPOSED.

c) As detailed within Section 7.3, Evaluation Factor No. 4, the proposer’s TECHNICAL CAPABILITIES (in terms of personnel) and the MANAGEMENT PLAN (including the ability to provide the services detailed herein).

d) As detailed within Section 7.3, Evaluation Factor No. 5, the proposer’s DEMONSTRATED 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 veri�ied by reference checks or other means. NOTE: MHA will place particular importance on Experience and Past Performance with other Housing Agencies or in HUD- or housing-related work.

(i) Indicate how staff are retained, screened, and trained.

(ii) An explanation and copies of forms that will be used and reports

(including billing statements) that will be submitted and the method of such reports (i.e. written; fax; internet; etc.).

(iii) A complete description of the products and services the �irms provide.

e) A fully completed copy of Attachment 6.5, Standard Form 330 (7/2021), Architect-Engineer Quali�ications.

vii Managerial Capacity/Financial Viability The proposer entity must submit under this section a concise description of its managerial and �inancial capacity to deliver the proposed services, including brief professional resumes for the persons identi�ied within areas (5) and (6) of Attachment 4.0, Pro�ile of Firm Form. Such information will include the proposer’s quali�ications to provide the services; a description of the background and current organization of the �irm (including a current organizational chart). NOTE: A copy of the most recent independently prepared �inancial statements and/or tax return may be requested for any awarded proposer.

viii Client Information The proposer will submit a listing of former or current clients, especially including Public Housing Authorities, for whom the proposer has performed similar or like services to those being proposed herein. The listing will, at a minimum, include:

a) The client’s name;

b) The client’s contact name;

c) The client’s telephone number;

d) The client’s email address;

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e) A brief narrative description and scope of the service(s) and the dates the services were/are provided.

ix Equal Employment Opportunity/Supplier Diversity The proposer must submit under this section 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 supplier diversity (e.g., small, minority-, and women-owned businesses).

x Subcontractor/Joint Venture Information (Optional Item) The proposer will identify hereunder whether he/she intends to use any subcontractors for this job, if awarded, and/or if the proposal is a joint venture with another �irm. Please remember that all information required from the proposer under the proceeding sections must also be included for any major subcontractors (10% or more) or from any joint venture. NOTE: MHA will not entertain separate pricing from any subcontractors. Billing will only be received from the prime contractor.

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

xii No Fees Proposed.

No fees shall be discussed or proposed, either verbally or in writing, during the RFQ competitive solicitation process. As detailed within Section 5.0, MHA will negotiate fees with the top-rated proposer(s). If MHA makes an award to only one �irm, MHA does not guarantee any minimum or maximum amount of work because of any award ensuing from this RFQ but reserves the right to award any amount of work on an as-needed basis. The costs will be reviewed after the proposals are reviewed and ranked.

6.2 Pertaining to the fees negotiated

A Potential Guaranteed Contract Minimum Amount and Not-to-exceed Maximum

Amount. If MHA chooses, at any time during the ensuing contract period(s), to make award to more than one �irm, then the ensuing contract will be an Inde�inite Quantities Contract (IQC), which, pursuant to HUD regulation, requires MHA 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).

B No Deposit/No Retainer. MHA 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.

C No Travel Expense Allowed. As there are a suitable number of quali�ied �irms in the Tulsa 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;

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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

D Pertaining to the Negotiated Potential Escalation of Rates. At the discretion of the CO, at the end of the �irst 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 California Prevailing Wage Rates (“most similar,” as determined by and at the sole discretion of the Agency). For example, if, at the end of the �irst 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.

i Noti�ication 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.

ii Right to Reject. MHA 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):

a) 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,

b) 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,

c) 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 speci�ic date 120-days hence shall be written within the notice);

then,

d) 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 �irm; 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

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contract period that the Agency may, at its discretion, shorten with such written notice).

E 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.

F 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 speci�ically during non-regular-time hours; however:

i 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 staf�ing 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.

G Proposal Submission. All proposals must be submitted via the OpenGov Platform no later than the submittal deadline speci�ied on the OpenGov Platform. Each proposer is responsible for knowing and abiding by all dates, times, conditions, requirements and speci�ications set forth within all applicable documents issued by the Agency, including the RFQ document and any addenda and required attachments. By 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 an award.

i writing via OpenGov so that the CO may more fairly respond to all prospective proposers in writing by addendum.

H Pre-proposal Conference. There currently is no Pre-proposal Conference scheduled as a part of this RFQ competitive solicitation process.

6.3. PROPOSAL SUBMISSION

All electronic proposals must be submitted no later than the submittal deadline stated in the above Section 4.1 Solicitation Schedule (or within any ensuing addendum). Proposals must be submitted in the OpenGov portal only. Proposals received after the deadline will not be accepted.

A. Cover of the Submittal Package

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The �irst page of the proposal must clearly denote the above noted RFQ number and must have the proposer’s name and contact information.

Submission Conditions

DO NOT 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 MHA by the proposer, such may invalidate that proposal. If, after accepting such a proposal, MHA decides that any such entry has not changed the intent of the proposal that MHA intended to receive, MHA may accept the proposal and the proposal will be considered by MHA as if those additional marks, notations, or requirements were not entered on such. By accessing OpenGov, registering, and downloading these documents, each prospective proposer that does so is thereby agreeing to con�irm all notices that MHA thereby agreeing to abide by all terms and conditions published herein and by addendum pertaining to this RFQ.

B. Submission Responsibilities It will be the responsibility of each proposer to be aware of and to abide by all dates, times, conditions, requirements, and speci�ications set forth within all applicable documents issued by MHA, including the RFQ document, the documents listed within the following Section 6.6, and any addenda and required attachments submitted by the proposer. By virtue of completing and submitting the completed documents, the proposer is stating his/her agreement to comply with 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 MHA requirements contained within the documents may cause that proposer to not be considered for award.

6.4. PROPOSER’S RESPONSIBILITIES – CONTACT WITH MHA

It is the responsibility of the proposer to address all communication and correspondence pertaining to this RFQ process to the CO only. Proposers must not make inquiries or communicate with any other Agency staff member or of�icial (including members of the Board of Commissioners) pertaining to this RFQ. Failure to abide by this requirement may be cause for MHA to not consider a proposal submittal received from any proposer who has not abided by this directive.

A. Addenda All questions and requests for information must be addressed in writing to the CO. The CO will respond to all such inquiries in writing by addendum to all prospective proposers (i.e.

�irms 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 MHA 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 has 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.

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6.5. PROPOSER’S RESPONSIBILITES – EQUAL EMPLOYMENT OPPORTUNITY AND

SUPPLIER DIVERSITY

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

A. Within 2 CFR §200.321 it states:

(e) Contracting with small and minority businesses, women's business enterprises, and labor surplus area �irms.

(1) The non-federal entity must take all necessary af�irmative steps to assure that minority businesses, women's business enterprises, and labor surplus area �irms are used when possible.

(2) Af�irmative steps must include:

(1) Placing quali�ied small and minority businesses and women's business enterprises on solicitation lists;

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

(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;

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

(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

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

B. Within HUD Procurement Handbook 7460.8 REV 2 it states:

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

b. Section 15.5.B, Goals MHA is encouraged to establish goals by which they can measure the effectiveness of their efforts in implementing programs in support of contracting with disadvantaged �irms. 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 con�lict with Federal requirements for full and open competition.

C. Within our Agency Procurement Policy, section 14, states:

a. Assistance to Small and Other Business:

The purchase of materials, supplies, equipment, the award of contracts for construction, services and repairs, maintenance and replacements will be made to the lowest price, most responsible bidder/proposer whenever possible. It is

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the policy of MHA to award a fair share of contracts to small, and/or minority-owned, and/or women business enterprises, and/or Section 3 business concerns. Accordingly, it is the responsibility of the Executive Director to ensure that such businesses are utilized fairly as sources of supplies, goods and services.

(1) 14.1. Required Efforts: For HUD funded procurements, consistent with Presidential Executive Orders 11625, 12138, and 12432, and Section 3 of the HUD Act of 1968, all feasible efforts will be made to ensure that small and minority-owned businesses, women’s business enterprises, and other individuals or �irms located in or owned in substantial part by persons residing in the area of MHA project are used when possible. Such efforts will include, but will not be limited to:

1 14.1.1. Including such �irms, when quali�ied, on solicitation mailing lists;

2 14.1.2. Encouraging their participation through direct solicitation of bids or proposals whenever they are potential sources;

3 14.1.3. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by such �irms;

4 14.1.4. Establishing delivery schedules, where the requirement permits, which encourage participation by such �irms;

5 14.1.5. Using the services and assistance of the Small Business Administration, and the Minority Business Development Agency of the Department of Commerce;

6 14.1.6. Including in contracts, to the greatest extent feasible, a clause requiring contractors, to provide opportunities for training and employment for lower income residents of the project area and to award subcontracts for work in connection with the project to business concerns which provide opportunities to low-income residents, as described in 24 CFR Part 135 (so-called Section 3 businesses); and 7 14.1.7. Requiring prime contractors, when subcontracting is anticipated, to take the positive steps listed above.

(2) 14.2. De�initions:

1 14.2.1. A small business is de�ined as a business that is:

independently owned; not dominant in its �ield of operation;

and not an af�iliate or subsidiary of a business dominant in its �ield of operation. The size standards in 13 CFR Part 121 should be used to determine business size.

2 14.2.2. A minority-owned business is a business which is at least 51% owned by one or more minority group members; or, in the case of a publicly-owned business, one in which at least 51% of its voting stock is owned by one or more minority group members, and whose management and daily business operations are controlled by one or more such individuals.

Minority group members include, but are not limited to Black Americans, Hispanic Americans, Native Americans, Asian

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Paci�ic Americans, Asian Indian Americans, and Hasidic Jewish Americans.

3 14.2.3. A woman-owned business enterprise is a business that is at least 51% owned by a woman or women who are U.S.

citizens and who control and operate the business.

4 14.2.4. A “Section 3 business concern” is as de�ined under 24 CFR Part 135.5.

5 14.2.5. A labor surplus area business is a business which, together with its immediate subcontractors, will incur more than 50% of the cost of performing the contract in an area of concentrated unemployment or underemployment, as de�ined by the DOL in 20 CFR Part 654, Subpart A, and in the list of labor surplus areas published by the Employment and Training Administration.

D. Requirements Accordingly, please see Section 6.1 (g) 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.

6.6 RECAP OF ATTACHMENTS

It is the responsibility of each proposer to verify that he/she has downloaded the following attachments pertaining to this RFQ, which are hereby by reference included as a part of this RFQ:

[Table 4]

DOCUMENT

NO.

ATTACHMENT DOCUMENT

1.0 This RFQ Document

2.0 Form of Proposal

3.0 Form HUD-5369-B (8/93), Instruction to Offerors, Non- Construction

4.0 Pro�ile of Firm Form

5.0 Agency Supplemental Instructions to Proposers & Contractors (SIPC)

6.0 Agency Sample Contract Form (PLEASE NOTE: MHA will not execute a contract on the successful proposer's form—contracts will only be executed on MHA’s form, By submitting a proposal the successful proposer agrees to do so (please note MHA reserves the right to amend this form as deemed necessary). However, MHA will during the RFQ process (prior to the submittal deadline) consider any contract clauses/amendments that the proposer wishes to include therein and submits in writing via the OpenGov Question/Answer platform prior to the question deadline; but MHA’s failure to include such clauses does not give the successful proposer the right to refuse to execute MHA’s contract form. It is the responsibility of each prospective proposer to notify MHA, in writing, prior to the question deadline, of any contract clause that he/she is not willing to include in the �inal executed contract and abide by. MHA will consider and respond to such written correspondence, and if the prospective proposer is not willing to abide by MHA’s response (decision), then that prospective proposer shall be deemed ineligible to submit a proposal.

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6.1 Sample Contract Appendix No. 1: Form HUD-5370-C II(1/31/2021), General Conditions for Non-Construction Contracts Section II (With or Without Maintenance Work)

6.2 Sample Contract Appendix No. 2: form HUD-92010 (4/2020), Equal Employment Opportunity Certi�ication

6.3 Sample Contract Appendix No. 4 (HUD 50071) Certi�ication of Payments to In�luence Federal Transactions

6.4 Form HUD SF-LLL (if applicable), Disclosure of Lobbying Activities

6.5 Standard Form 330 (6/2004), Architect-Engineer Quali�ications

~ END OF SECTION 6 ~

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SECTION 7: Evaluation Criteria and Selection Process

7.1 AWARD

Award of the Contracts, if any, will be to the Proposer(s) whose Proposal(s) are deemed by MHA to provide the best value, price and technical factors considered.

7.2 EVALUATION COMMITTEE

MHA 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 will 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 WILL NOT make any attempt to contact or discuss with such person anything related to this RFQ. As detailed within Section 5.1 of this document, the designated CO is the only person at MHA that the proposers will 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.

7.3 EVALUATION FACTORS

The Selection Committee will evaluate each Proposal on the following criteria in Table 5:

[Table 5]

NO.

MAX

POINTS

FACTOR

TYPE

FACTOR

DESCRIPTION

1 25 points…