2025 RFQ .pdf

April 2025

Request for Qualifications

RFQ #3870

Name of Company: ________________________________________________________________

Contact Person: ___________________________________ Telephone: _____________________

Qualifications will be received by Sandy Belson, Development and Public Works Department, 225 5th Street, Springfield OR 97477.

Submission of qualifications will remain open in the On-Call contracting system until the City has entered into a sufficient number of contracts to meet programmatic needs.

All questions should be addressed via email to sbelson@springfield-or.gov. Additional information will be addressed via addendum posted on the city website.

DEVELOPMENT AND PUBLIC WORKS - Springfield Home Repair Program

The City of Springfield is seeking qualified firms that are experienced, licensed contractors to provide accessibility improvements and home repair services that address health and safety for electrical; plumbing; remediation; heating, ventilation and air conditioning; roofing and/or general contractor work in residential homes. Services will be provided at various private residences for very low-income homeowners participating in the Springfield Home Repair Program. Springfield funds this program through a Community Development Block Grant from the US Department Housing and Urban Development (HUD) and therefore must follow those federal requirements.

PROJECT DESCRIPTION: The City of Springfield contracts with qualified firms to provide professional service, maintenance, repair and/or replacement services for a variety of private residential home repair and accessibility improvement needs for homeowners participating in the Springfield Home Repair Program.

The City desires to pre-qualify Independent Contractors to provide electrical; plumbing;

remediation; heating, ventilation and air conditioning; roofing or general contractor repair work. Multiple qualified firms will be on the on-call rotation as needed basis for work orders as they arise. On-Call Contracts may be awarded to firms that are qualified to perform individual or multiple services described herein. Large, midsize, and small firms with the capacity to provide designated services are encouraged to respond.

Services under the On-Call Contract will be provided on an as-needed basis through discrete Work Orders. The duration of this On-Call Contract will be on a fiscal year basis that runs July 1 -https://springfield-or.gov/city/development-public-works/home-repair-program/ https://springfield-or.gov/city/development-public-works/home-repair-program/

June 30. At the City of Springfield’s option, the On-Call Contract may be extended annually.

The Work Order for each project will be at the City’s sole discretion.

PROCESS: Independent Contractors will be contacted by authorized City staff when the need arises for work under the On-Call Contract. The City will issue a Work Order. The Independent Contractor will respond to the Work Order and contact the client within five business days unless a shorter time-frame is specified in the Work Order due to the urgent nature of the repairs. Should the Independent Contractor not be able to perform the work, City staff will move to the next Independent Contractor on the list and offer the available work order.

Independent Contractor must complete work in a timely manner. Independent Contractor selection will be conducted in rotating order based on contractor’s expertise and availability and at the discretion of the City.

DESIRED OUTCOMES:

• Complete home repair or maintenance projects to address conditions that create a threat to health and safety in private residences or that could cause rapid deterioration of the home.

• Complete accessibility improvements to enable residents to enter the home or maneuver within the home.

CITY OF SPRINGFIELD RESPONSIBILITIES: The City shall:

• Determine if the homeowner is qualified to receive services from the Springfield Home Repair Program,

• Conduct the Environmental Review per HUD requirements,

• Issue a Work Order for authorized repair or improvements to the next appropriate contractor on the On-Call list, and

• Verify work completion.

CONTRACTOR RESPONSIBILITIES: Independent Contractor shall:

• Be responsible for accessibility improvements, miscellaneous repairs, maintenance, and/or replacements, including but not limited to:

- Troubleshoot and repair or replace broken or malfunctioning equipment and/or parts as needed by the home owner;

- Maintenance and replacement of units or building components, or entire systems if deemed necessary; - and

- Accessibility improvements such as installation of ramps or grab bars.

• Notify City within two business days of receiving a Work Order if unavailable or unable to complete the work as identified in the Work Order;

• Coordinate with the homeowner to schedule the work;

• Pay for all required permits when required by code and individual project specifications;

• Have all work tested and inspected as required by applicable codes and ordinances;

• Notify City of any recommended changes to a Work Order based on assessment of the situation and obtain City approval before undertaking the amended Work Order;

• Notify the City upon completion of work;

• Submit invoice under the terms of the contract;

• Notify the city of any changes in contact information or status;

• Give priority to work orders of an emergency status; and

• Provide other services as may be needed.

ADDITIONAL QUALIFICATIONS: In addition to the qualifications listed above, Independent Contractors must meet the following qualifications to be considered for contracts for the Springfield Home Repair Program:

• Firms that are included in the On-Call contract shall be licensed and registered with the State of Oregon Contracting Board (CCB) as a Contractor able to do the specified work.

• Employees shall be appropriately certified or supervised as required by applicable codes, ordinances, or industry standards.

• Employees must be able to work on multiple brands of equipment and multiple types of equipment.

• Firms, subcontractors, and employees shall not be listed on the federal System for Award Management (“SAM”) exclusion list (aka Debarments) or the Oregon Construction Contractors Board ineligible list.

The City may request additional information from Independent Contractors prior to executing a contract, including supporting references and insurance run-loss statements, and information on any active claims, unpaid debt, complaint history, disciplinary history or administrative suspensions.

TYPES OF WORK: Please check all the types of work that you can perform.

_____ General _____ Carpentry _____ Woodworking

_____ Roofing _____ Dry Rot Repair _____ Floor Covering

_____ HVAC

_____ Electrical _____ Plumbing

_____ Other, please describe _____________________________________________________

RATES:

Please list hourly rates for employees paid at different rates, your mark-up rate for materials, and if you have standard charge rates for certain items.

Billing Rates

Employee Classification (e.g. Journey Technician, Apprentice Technician) Cost per Hour

Material Mark-Up Rate = ___________ %

Standard Fees (e.g. Fuel Charge, Diagnostic Visit) Activity or Type of Fee Standard Fee

Flat Rate Repairs (e.g. Drain Cleaning, Water Heater Installation, HVAC Installation, Roof Replacement)

Activity or Type of Charge Flat Rate

LICENSE INFORMATION:

License # Type of License, Name of Issuing Authority Expiration Date

CCB #

INSURANCE INFORMATION: Independent Contractors are required to carry Commercial General Liability Insurance that covers bodily injury and property damage of $1,000,000 per occurrence and $2,000,000 aggregate insurance coverage. Please list all types of insurance coverage, including Commercial General Liability, Auto Liability, Workers Compensation, Professional Liability.

Insurance Policy Type of Insurance Individual

Occurrence Aggregate Umbrella

ADDITIONAL INFORMATION:

• Selection of contractors for On-Call contracts and subsequent submission of work orders to contractors is at the sole discretion of the City.

• City may require additional documentation or explanation of information provided above.

SPECIAL INSTRUCTIONS:

• Response is valid for 90 days from date submitted below.

• Signer acknowledges that they have the legal authority to bind entity.

• Signer acknowledges that they have read and accept the terms and conditions of the contract and can meet the insurance requirements.

• CITY reserves the right to make the award by specific type of work or all types of work, whichever is in the best interest of the City.

• CITY may reject any response not in compliance with the RFQ, attachments, or if it is in the best interest of the CITY.

• Prior to executing a contract, City staff will meet with Contractor to discuss the Work Order and Invoicing process.

Submitted this ____ day of ___________, 202__. ___________________________________ Signature of Proposer

Proposer Phone # Title of Proposer

Proposer Email Address State Contractors Board Registration Number

CCB #0: