2024-2025_HUD_Annual_Action_Plan.docx

QUICK QUOTE

FOR

HUD 2024-2025 Annual Action Plan

KRISTOFER LOPEZ, CONTRACT ADMIN SPECIALIST

239-252-5551

KRISTOFER.LOPEZ@COLLIERCOUNTYFL.GOV

QUICK QUOTE

INTRODUCTION

The Community & Human Services (CHS) Division (hereinafter, the “Division”) has issued this informal competition Quick Quote (hereinafter, “QQ”) with the intent of obtaining quotes from interested vendors in accordance with the terms, conditions and specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated.

BACKGROUND

Collier County is an Urban Entitlement County. Each year the County receives approximately $2.5 million in Community Development Block Grant (CDBG) funds and approximately $750,000 in HOME Investment Partnerships Grant (HOME) funds and approximately $200,000 in Emergency Solutions Grants (ESG) funds.

Community and Human Services (CHS) is the responsible County entity for planning, managing, implementing, reporting, and interfacing with HUD and the Miami Field Office for all requirements related to CDBG, HOME and ESG funds, along with State SHIP funds, and other grants.

TERM

The purchase order term, if an award is made, is valid until September 30, 2024. Work will need to be completed by June 28, 2024.

Prices shall remain firm for the term of the purchase order.

NO EXCEPTIONS TO THE COUNTY’S PURCHASE ORDER TERMS AND CONDITIONS OR A VENDOR PROVIDED CONTRACT WILL BE ACCEPTED.

Surcharges will not be accepted in conjunction with this purchase order, and such charges should be incorporated into the pricing structure.

All goods are FOB destination and must be suitably packed and prepared to secure the lowest transportation rates and to comply with all carrier regulations. Risk of loss of any goods sold hereunder shall transfer to the COUNTY at the time and place of delivery; provided that risk of loss prior to actual receipt of the goods by the COUNTY nonetheless remain with VENDOR.

AWARD CRITERIA

For the purposes of determining the winning quote, the County will select the vendor with the lowest quote.

SPECIFICATIONS/SCOPE OF WORK

Collier County seeks a vendor to provide preparation services associated with the FY 2024-2025 Annual Action Plan required by U.S. Department of Housing and Urban Development (HUD).

This report is due to the Collier County Board of County Commissioners no later than June 25, 2024 and to HUD no later August 16, 2024.

The 2021-2025 Consolidated Plan has been approved by the Collier County Board of County Commissioners in June 2021 and is to be carried out through Annual Action Plans. The first year Annual Action Plan was incorporated within the 2021-2025 Consolidated Plan. Each Annual Action Plan provides a concise summary of the actions, activities, and the specific federal and non-federal resources to be used each year to address the priority needs and specific goals identified by the Consolidated Plan. Grantees report accomplishments and progress toward Consolidated Plan goals in the Consolidated Annual Performance and Evaluation Report (CAPER).

As a unit of local government participating in CPD formula block grant programs Collier County must submit an Annual Action Plan as instructed through 24 CFR Part 91, Subpart D.

All elements are to be developed, prepared, and submitted in accordance with established HUD regulation(s) and timelines.

The selected vendor is to stay updated on all HUD program requirements, initiating associated services, and preparing corresponding items so all HUD programs administered by CHS maintain compliance.

Vendor is responsible for preparation of all required Public Notices for all elements as deemed required in both English and Spanish.

Specific tasks are provided below.

Timeline Development The vendor will provide CHS staff a draft of a master timeline for required activities in order to meet HUD and Board of County Commissioner required deadlines. The Annual Action Plan is required to be completed for presentation for approval to the Collier County Board of County Commissioners no later than June 25, 2024. Timeline development should take into consideration all required public comment periods, public hearings and notices as required by HUD and the current Collier County Citizen Participation Plan.

Preparation of the Annual Action Plan The Annual Action Plan and its scope of work listed below will be prepared in accordance with all HUD requirements and regulations per the previously establish timeline.

The Collier County Community and Human Services Division (CHS) is requesting interested and qualified firms to provide services associated with preparing the 2024-2025 Annual Action Plan as required by U.S. Department of Housing and Urban Development (HUD).

Annual Action Plan

The vendor will be required to obtain needed data and be responsible for analyzing, summarizing, and incorporating the information obtained into the FY 2024-2025 Annual Action Plan. CHS will be available to assist the vendor in soliciting required input from other public agencies, local for-profit service agencies, etc. A portion of the information may be obtained in the form of existing needs assessments and/or planning documents (e.g., Disaster Recovery Plans, Continuum of Care Plan, Collier County Community Housing Plan, Housing Authority Plans, Community Surveys, etc.).

The County initiates its annual grant cycle typically in early January. The scoring and ranking of all grant applications will be completed in March. CHS will provide the vendor with a list of recommended CDBG, HOME and ESG projects and activities in accordance with the CHS grant application cycle timeline.

All required public meetings and milestones should be clearly delineated on the Master timeline. Per Collier County’s Citizen Participation Plan the required Annual Action Plan public comment period is 30-days and should be noted on the timeline developed in task one above.

The vendor should be prepared to attend all public meetings and Collier County Board of County Commissioner meetings if necessary.

The vendor will:

1. Develop a draft Annual Action Plan (AAP) that includes proposed activities, proposed accomplishments and performance measures using the IDIS/eCon Planning Suite.

2. Provide internal copies of the Annual Action Plan to CHS staff for review and comment before a public draft of the action plan is finalized for the 30-day public comment period.

3. Produce the draft plan for the public which must be in a Word Document or PDF version that is easily readable by the public.

4. At the conclusion of the 30-day comment period, and the Board of County Commissioner approval, prepare a final version of the plan that is ready for the County’s official transmission to HUD. At minimum, the Annual Action Plan must contain all information requested in this RFP and must meet the requirements set forth by HUD.

5. Be responsible for submitting electronically to HUD all forms and tables in the eCon Planning Suite after the County’s review and authorization. The County’s authorization shall be in the form of the Board of County Commissioners approval during a regular scheduled Board meeting.

6. Be responsible for making any revisions required by HUD after submission.

7. Be responsible for all trouble shooting with HUD relative to the electronic submittal and approval of the Annual Action Plan.

8. Be responsible for uploading the approved AAP and set-up the projects in IDIS.

9. Attendance at the public hearing and provide support to CHS during the meeting and take notes and prepare draft responses to all comments received

The vendor is expected to work in conjunction with CHS staff.

The vendor will be responsible for preparing in final form and submitting electronically to HUD all documents, forms and tables in the eCon Planning Suite after the County’s review and final authorization. The consultant will be responsible for making any revisions required by HUD after submission. The consultant will be responsible for all trouble shooting with HUD relative to using the IDIS/eCon Planning Suite software.

This is for HUD funded activities as such review and response to the HUD Federal Contract Provisions and Assurances forms are required.

VENDOR CHECKLIST

The Quote Schedule has been completed, attached, and signed.

All applicable forms have been signed and included.

Division of Corporations - Florida Department of State – http://dos.myflorida.com/sunbiz/ (If work performed in the State).

E-Verify/Immigration Affidavit (Memorandum of Understanding).

Insurance Certificate showing Board of County Commissioners as an additional insured.

Proof of SAM.gov registration

Any addenda has been signed and included

INSURANCE AND BONDING REQUIREMENTS

Evidence of Workers’ Compensation coverage or a Certificate of Exemption issued by the State of Florida is required. Entities that are formed as Sole Proprietorships shall not be required to provide a proof of exemption. An application for exemption can be obtained online at https://apps.fldfs.com/bocexempt/

1. |X| Employer’s Liability

$100,000 single limit per occurrence

$1,000,000 single limit per occurrence, $2,000,000 aggregate for Bodily Injury Liability and Property Damage Liability. This shall include Premises and Operations; Independent Contractors; Products and Completed Operations and Contractual Liability.

1. |X| Other insurance as noted:

|_| Watercraft $ __________ Per Occurrence

|_| United States Longshoreman's and Harborworker's Act coverage shall be maintained where applicable to the completion of the work.

$ __________ Per Occurrence

|_| Maritime Coverage (Jones Act) shall be maintained where applicable to the completion of the work.

$ __________ Per Occurrence

|_| Aircraft Liability coverage shall be carried in limits of not less than $5,000,000 each occurrence if applicable to the completion of the Services under this Agreement.

$ __________ Per Occurrence

|_| Pollution $ __________ Per Occurrence

|X| Professional Liability $1,000,000 Per Occurrence

|_| Project Professional Liability $__________ Per Occurrence

|_| Valuable Papers Insurance $__________ Per Occurrence

|_| Cyber Liability $__________ Per Occurrence

|_| Technology Errors & Omissions $__________ Per Occurrence

1. |_| Bid bond

Shall be submitted with proposal response in the form of certified funds, cashiers’ check or an irrevocable letter of credit, a cash bond posted with the County Clerk, or proposal bond in a sum equal to 5% of the cost proposal. All checks shall be made payable to the Collier County Board of County Commissioners on a bank or trust company located in the State of Florida and insured by the Federal Deposit Insurance Corporation.

1.

|_| Performance and Payment Bonds For projects in excess of $200,000, bonds shall be submitted with the executed contract by Proposers receiving award, and written for 100% of the Contract award amount, the cost borne by the Proposer receiving an award. The Performance and Payment Bonds shall be underwritten by a surety authorized to do business in the State of Florida and otherwise acceptable to Owner; provided, however, the surety shall be rated as “A-“ or better as to general policy holders rating and Class V or higher rating as to financial size category and the amount required shall not exceed 5% of the reported policy holders’ surplus, all as reported in the most current Best Key Rating Guide, published by A.M. Best Company, Inc. of 75 Fulton Street, New York, New York 10038.

1. |X| Vendor shall ensure that all subcontractors comply with the same insurance requirements that he is required to meet. The same Vendor shall provide County with certificates of insurance meeting the required insurance provisions.

1. |X| Collier County must be named as "ADDITIONAL INSURED" on the Insurance Certificate for Commercial General Liability where required. This insurance shall be primary and non-contributory with respect to any other insurance maintained by, or available for the benefit of, the Additional Insured and the Vendor’s policy shall be endorsed accordingly.

1. |X| The Certificate Holder shall be named as Collier County Board of County Commissioners, OR, Board of County Commissioners in Collier County, OR Collier County Government, OR Collier County. The Certificates of Insurance must state the Contract Number, or Project Number, or specific Project description, or must read: For any and all work performed on behalf of Collier County.

1. |X| On all certificates, the Certificate Holder must read: Collier County Board of Commissioners, 3295 Tamiami Trail East, Naples, FL 34112

1. |X| Thirty (30) Days Cancellation Notice required.

1. Collier County shall procure and maintain Builders Risk Insurance on all construction projects where it is deemed necessary. Such coverage shall be endorsed to cover the interests of Collier County as well as the Contractor. Premiums shall be billed to the project and the Contractor shall not include Builders Risk premiums in its project proposal or project billings. All questions regarding Builder’s Risk Insurance will be addressed by the Collier County Risk Management Division.

GG – 4/11/24

Vendor’s Insurance Statement

We understand the insurance requirements of these specifications and that the evidence of insurability may be required within five (5) days of the award.