4-SLCI26013 Minor Repairs Program.pdf

Salt Lake City Corporation Request for Supplier Qualification, RFSQ No.SLCI26013

MINOR REPAIRS PROGRAM

Department of Community and Neighborhoods, Housing Stability Division

I. REQUEST FOR SUPPLIER QUALIFICATION (RFSQ) OVERVIEW

Issued By: Salt Lake City Corporation, Purchasing Division Salt Lake City Corporation (the "City") is soliciting supplier qualifications from companies or individuals (“Offerors”) interested in providing handyman services with the intent to establish an open-ended approved vendor list. Offerors approved during this process must resubmit qualifications for evaluation and renewal. The City reserves the right to reopen the solicitation to allow additional offerors to submit responses at any time, but no longer than every eighteen

(18) months, during the term of this open-ended approved vendor list.

The City’s procurement processes, including this competitive solicitation, are governed by Salt Lake City Code Chapter 3.24 and Salt Lake City Administrative Rules for Procurement Article 53-1A.

Issue Date: Date stated in U3P posting

Question Due Date: Date stated in U3P posting

Close Date: Date stated in U3P posting

Purpose of this Solicitation

The purpose of this RFSQ is to competitively select an offeror or offerors (Offeror or Offerors) to enter into a contract with City to perform the “scope of work” (Attachment 2).

It is anticipated that this RFSQ will result in a contract award to any responsive and responsible Offeror that receives a minimum of 63 points.

The City through the Community Development Block Grant (CBDG) program is able to provide $1,500 per approved household for handyman services. Any work issued under an awarded Offeror, shall be capped at $1,500.00. Seniors (65 years of age and older) and individuals with disabilities (under federal guidelines) whose income is below 80% of median income are qualified to receive assistance with small household repairs and preventative maintenance.

https://codelibrary.amlegal.com/codes/saltlakecityut/latest/saltlakecity_ut/0-0-0-44693 https://codelibrary.amlegal.com/codes/saltlakecityut/latest/saltlakecity_manual_ut/0-0-0-3321

Term

The contract(s) resulting from this RFSQ will be for five (5) years depending on funding award and availability.

RFSQ Contents

RFSQ document (this document)

Attachment 1: Sample Agreement

Attachment 2: Scope of Work

Attachment 3: Score Sheet

All proposals submitted in response to this RFSQ must be submitted electronically through the Utah Public Procurement Place (U3P) website as detailed in Section III, Proposal Submission, below.

Proposal Submission Deadline: The deadline is the date and time listed in U3P. The upload of all proposal documents MUST be fully complete by the date and time deadline or the proposal will not be accepted.

NO LATE PROPOSALS WILL BE ACCEPTED.

II. GENERAL INFORMATION

a. Sample Agreement. Any contract resulting from this RFSQ will include, but not be limited to, the Sample Agreement (Attachment 1). Exceptions and/or additions to the Sample Agreement are strongly discouraged and Offerors are advised to resolve these issues within the framework of the Question-and-Answer period. For more information regarding exceptions, please see Section III, Proposal Submission, below.

b. Insurance Requirements. Offerors should review the required insurance coverage and notice of policy cancellation requirements that will be part of the resulting contract(s). Such insurance information is provided under Paragraph 5 of the Sample Agreement (Attachment 1). Proposed pricing must include associated insurance costs. The selected Offeror will be required to provide insurance certificates meeting all requirements at the time of notification of conditional selection.

For insurance policies listed in Paragraph 5 that require Offeror to include Salt Lake City Corporation as an additional insured, you will be required to have the policy endorsed to provide either 30-days “Notice of Cancellation to a Third Party” or 30-days “Notice of Material Change to a Third Party.” A copy of the endorsement must be provided with the Certificate of Insurance. (Note: Either endorsement may be conditioned to allow 10-days notice if the reason for the cancellation is non-payment of premiums).

c. Business Registration with the State of Utah. The selected Offeror must be registered with the Utah State Division of Corporations and Commercial Code. Forms and information on how to get registered may be obtained by calling (801) 530-4849 or by accessing www.corporations.utah.gov. The selected Offeror will be required to have its registration completed prior to signing the agreement.

d. Offerors or their agents are instructed not to contact selection committee members, City officials or employees, or attempt to externally manipulate or influence the procurement process in any way, other than through the instructions contained herein, from the date of release of this RFSQ to the date of execution of the Agreement resulting from this solicitation. City, in its sole discretion, may disqualify Offerors who violate this paragraph.

e. Offerors or their agents are instructed not to submit any gifts or promotional items with

Offeror’s proposal. City employees are not allowed to accept such items regardless of their value.

f. Cost of Developing Proposals. All costs related to the preparation of the proposals and any related activities are the sole responsibility of the Offeror. The City assumes no liability for any costs incurred by Offerors throughout the entire selection process.

g. Proposal Ownership. All proposals, including attachments, supplementary materials, addenda, etc., shall become the property of the City and will not be returned to the Offeror.

h. No proposal shall be accepted from, or contract awarded to, any person, firm or corporation that is in arrears to the City upon a debt or contract or that is in default, as surety or otherwise, upon any obligation to the City, or that may be deemed irresponsible or unreliable by the City. Offerors may be required to submit satisfactory evidence that they have the necessary financial resources to perform and complete the work outlined in this

RFSQ.

i. Proposal Submission.

Subject to any exceptions Offeror identifies pursuant to subparagraph III(2)(c), Offeror’s submission of a proposal or other offer or submission constitutes the Offeror's agreement to all of the terms, conditions and provisions of the proposal package, or other solicitation documents. By the submission of proposal or other offer or submission, the Offeror represents that the matters stated in such proposal, offer, or submission are true and correct.

By submitting a proposal, offer, or submission; Offeror also acknowledges that the Offeror is willing to enter into the agreement if awarded the contract.

By submitting this proposal, the Offeror does hereby offer to perform such services on behalf of the City in the manner described and subject to the terms and conditions set forth in the attached proposal. Services will be performed at the rates set forth in said proposal.

By submitting this proposal, Offeror acknowledges that it has viewed all materials published on U3P, including any addenda to this RFSQ.

j. The City reserves the right to reject any or all proposals received. Furthermore, the City shall have the right to waive any informality or technical defect in proposals received when in the best interest of the City.

http://www.corporations.utah.gov/

III. PROPOSAL SUBMISSION

a. U3P Registration and Submission

i. Registration

Registration is required for electronic submission. It is the Offeror’s responsibility to register for notification to receive any changes, corrections, question/answer documents, and addendums issued for RFSQ documents.

Offeror must complete a one-time registration by providing their company information through Bonfire. Click this link and select “Register” to complete the registration process.

Once registered the Offeror may go to this link: Utah Public Procurement Place (U3P), to search and select any RFSQ project listed, log-in, download the project documents, ask questions, confirm an intent to respond, and respond to solicitations published there. Failure to register and log-in with an intent to respond to a RFSQ constitutes an automatic waiver of Offeror’s right to receive a direct notification of any changes, corrections or addenda for a RFSQ.

ii. Submission

ELECTRONIC SUBMISSION REQUIRED. THERE IS NO OPTION TO SUBMIT

A PAPER RESPONSE.

All proposals submitted in response to this RFSQ MUST be submitted electronically and MUST be submitted through the U3P website. The deadline for submission stated is a hard deadline. If a proposal response is not fully and completely uploaded at the stated date and time, the proposal will not be accepted by the U3P website and will not be considered.

Deadline for submission: The deadline for complete proposal submission, including all uploads is listed in U3P.

Responses through the U3P website require uploading of electronic attachments. The U3P site will accept a variety of document types, including but not limited to Word, Excel, and PDF attachments, but not all document types are necessarily compatible with the U3P website. You MAY NOT submit documents that are embedded (zip files), movies, wmp, mp3 or mp4 files or password protected files, etc. Such actions may cause your response to be deemed as “non-responsive”.

After uploading your response file, Offerors MUST go to “Submit and Finalize”and click “SUBMIT & FINALIZE MY SUBMISSION” to complete the process.

Please allow sufficient time to complete initial registration, including any online forms, and to upload documents. The solicitation will end at the closing time published. If you are in the middle of uploading your documents at the closing time, the system will stop the process and your response will not be received by the system.

It is recommended that the submission process be completed the day prior to the due https://utah.bonfirehub.com/portal/?tab=openOpportunities https://utah.bonfirehub.com/portal/?tab=openOpportunities https://utah.bonfirehub.com/portal/?tab=openOpportunities date, with the understanding that any subsequent changes/updates to that initial submission will still be accepted up to the due date and time for complete proposal submission.

b. Proposal Content

Upload cover sheet and response document as described below to the U3P website. Your proposal must be uploaded and the electronic submission completed by the time and date specified. Other uploaded documents such as an exceptions document, declarations of confidentiality, or other reference documents related to the primary response criteria are allowed but should be minimal.

DO NOT submit all pages of this RFSQ document with response. Include only the response sections described below:

i. Cover Sheet including the following information:

Company Name: ________________________________________________ Doing business as: [ ] an individual [ ] a partnership [ ] a corporation [ ] a limited liability company (mark appropriate box), duly organized under the laws of the State of _________________.

Name of Authorized Representative:

PRINCIPAL OFFICE ADDRESS:

Telephone:

Email Address:

ii. Minimum Mandatory Requirements and Technical Response

When preparing proposals, Offeror shall reply to each of the minimum mandatory requirements and technical scoreable criteria in the order listed. Restate each numbered point listed below followed by Offeror’s response in full, narrative sentences and provide any requested materials.

c. Exceptions

i. Exceptions and/or additions to the Sample Agreement (Attachment 1) are strongly discouraged.

Offerors are encouraged to submit questions during the Question-and-Answer period regarding the Sample Agreement.

Any exceptions submitted or required acceptance of an Offeror’s terms and conditions may render the submission as non-responsive to the requirements listed. The City shall be the sole determiner of the acceptability of any exception. Exceptions shall be considered in the evaluation and the award processes.

The City may refuse to negotiate exceptions and/or additions that are determined to be excessive; that are inconsistent with similar contracts of the procurement unit; to warranties, insurance, or indemnification provisions that are necessary to protect the procurement unit after consultation with the City Attorney's Office or other applicable legal counsel; where the solicitation specifically prohibits exceptions and/or additions;

or that are not in the best interest of the procurement unit.

An award resulting from this RFSQ is subject to successful contract terms and conditions negotiation (if required). The City may reject a proposal if execution of the Agreement by the Offeror is unduly delayed. In a multiple award, the City reserves the right to negotiate exceptions and/or additions to terms and conditions in a manner resulting in expeditious resolutions. Contracts may be executed and become effective as negotiations are completed.

ii. Offeror must provide the City’s Sample Agreement for this solicitation in Microsoft

Word format with redline edits along with Offeror’s proposal as a separate and distinct document and clearly marked “Exceptions or Additions to RFSQ documents”.

Additional terms or documents must be submitted in separate Microsoft Word documents. Offeror must also provide the name, contact information, and access to the person(s) that will be directly involved in legal negotiations.

Exceptions and/or additions submitted after the date and time deadline for receipt of proposals will not be considered.

Offerors may not submit requests for exceptions and/or additions by reference to an Offeror's website or URL. URLs provided with a proposal may result in that proposal being rejected as non-responsive.

d. Confidentiality

If applicable to Offeror’s proposal submit the following:

i. A written claim of business confidentiality accompanied by a concise written statement of reasons supporting the claim of business confidentiality. Blanket claims that the entire RFSQ is confidential will be denied and the proposal may be considered non-responsive. (Please use the form provided with this RFSQ).

ii. One redacted version of the proposal for public release, with all protected business confidential information either blacked-out or removed, clearly marked as “Redacted Version”.

iii. One non-redacted version for evaluation purposes clearly marked as “Protected Business Confidential Information Included Within”.

All three of the foregoing items must be submitted concurrently with the records (with the initial proposal submission and with any other records submitted by Offeror during the evaluation process).

All responses, inquiries, and correspondence relating to this RFSQ and all reports, charts, displays, schedules, exhibits, and other documentation produced by the Offeror that are submitted to the City, as part of the proposal or otherwise, shall become the property of the City when received by the City and may be considered public information under applicable law. The City is subject to the disclosure requirements of the Government Records Access and Management Act, Title 63G, Chapter 2, Utah Code Annotated (GRAMA). The City generally considers proposals and all accompanying material to be public and subject to disclosure.

The City cannot guarantee that any information will be held confidential. If the Offeror makes a claim of business confidentiality, the City, upon receipt of a request for disclosure, will determine whether the material should be classified as public or nonpublic, and will notify the offeror of such determination. The Offeror is entitled under GRAMA to appeal an adverse determination. The City is not obligated to notify the Offeror of a request to see the Offeror’s proposal, and will not consider a claim of confidentiality, unless the Offeror's claim of confidentiality is made at the time of proposal submission in accordance with GRAMA.

VI. QUESTIONS AND CLARIFICATION

If Offerors have questions, need clarification of provisions, or think the City has omitted anything from this RFSQ which is necessary to a clear understanding of the work, or should it appear that various instructions are in conflict, then the Offeror shall submit questions online through the U3P website prior to the questions due date and time listed in U3P.

No interpretation of the meaning of any provision in this RFSQ, nor correction of any apparent ambiguity, inconsistency, error, or any other matter pertaining to this RFSQ shall be made to the Offeror orally. All questions requesting clarification or interpretation of any section or sections of this RFSQ must be submitted online through the solicitation on the U3P website prior to the date and time listed in U3P.

Questions received after the question submission date identified above may not be considered nor receive a response. If questions prompt the need for changes to the RFSQ document(s), the City will issue a written addendum. Any Q & A information and/or written addendums issued by the City shall be available for interested Offerors to view or download through the U3P website within a reasonable period of time following the above referenced deadline.

VII. PROPOSAL CONTENT

When preparing proposals, Offeror shall reply to each of the following minimum mandatory requirements and technical scoreable criteria in the order listed. Restate each numbered point listed below followed by Offeror’s response in full, narrative sentences and provide any requested materials. The score sheet has been attached to this RFSQ as Attachment 3: Score Sheet. The score sheet states the relative weight that will be given to each technical scoreable criteria.

a. Minimum Mandatory Requirements

Offerors must demonstrate the ability to meet or exceed the mandatory minimum requirements outlined below by providing a narrative point by point response, in the order listed, to each requirement.

The following mandatory minimum requirements must be met in order for a proposal to be considered responsive:

i. City Ethics Requirement. Offeror must include the following two paragraphs in

Offeror’s proposal including Offeror’s own written acknowledgement that Offeror has read the first two paragraphs and agrees to comply with the terms thereof. Failure to do so will result in disqualification of Offeror.

Representation regarding ethical standards for city officers and employees and former city officers and employees. The offeror represents that it has not: (1) provided an illegal gift or payoff to a City officer or employee or former City officer or employee, or his or her relative or business entity; (2) retained any person to solicit or secure this contract upon an agreement or understanding for a commission, percentage, or brokerage or contingent fee, other than bona fide employees or bona fide commercial selling agencies for the purpose of securing business; (3) knowingly breached any of the ethical standards set forth in the City's conflict of interest ordinance, Chapter 2.44, Salt Lake City Code; or (4) knowingly influenced, and hereby promises that it will not knowingly influence, a City officer or employee or former City officer or employee to breach any of the ethical standards set forth in the City's conflict of interest ordinance, Chapter 2.44, Salt Lake City Code.

It is the City’s policy that City employees are prohibited from personally accepting gifts, incentives, or marketing or promotional items from suppliers and that suppliers shall not offer such items to City employees. Such offers from suppliers are inappropriate and may result in suspension or debarment of the supplier from the City's procurement processes.

ii. Offeror must have a current handyman’s license in the State of Utah. Please provide a copy of your handyman's license.

iii. Offeror certifies that Offeror has the ability to deliver all materials, complete the services requested, and provide support for any questions from the Client or the City that may arise.

iv. Offeror certifies that Offeror can meet the insurance requirements listed in the attached Sample Agreement.

v. Offeror certifies that Offeror is registered with Sam.gov.

vi. Offeror certifies that Offeror has reviewed and accepts the dollar limit per project as listed in Attachment “1” Sample Agreement.

If it is determined that a proposal does not meet these requirements at any time during the solicitation process, the proposal will be deemed non-responsive and disqualified from further consideration.

b. Technical Scorable Criteria

i. Qualifications

Please provide a resume including five (5) previous projects with references. Please provide detail of your experience in providing the services requested herein for similar customers of similar size, with dates of performance and/or completion, customer name, contact person, and telephone number(s). By providing such references you agree that neither the City nor the clients referenced shall have any liability regarding the provision of such references or the City’s use of such references in making selections under this RFSQ.

c. Policy Criteria

Some consideration will be incorporated into the scoring of proposals for the following criteria as further described in Attachment 3: Score Sheet. Provide a point-by-point response to the following questions.

i. Interest in sustainability, recycling, and other environmental matters. The City has an interest in doing business with suppliers that have implemented formal sustainability plans and have operations with minimal adverse impact on the environment. Please state whether your firm has a formal sustainability plan, program or policy and, if so, please attach a copy to your proposal. Any sustainability plan, program or policy should address recycling, re-use of materials, and reduction of waste. Please describe any environmentally-friendly measures such as alternative fuel vehicles, recycling measures, and energy reduction measures used by your firm in its operations.

ii. Business Certification. Please indicate all that apply.

1. None

2. (MBE) Minority Business Enterprise

3. (WBE) Women Owned Business Enterprise

4. (SBE) Small Business Enterprises

5. (SDVBE) Service Disabled Veteran Owned Enterprises

6. (LBE) Local Business Enterprises

iii. Apprenticeships. Has your company conducted an apprenticeship during the twelve

(12) months prior to submitting this offer that is consistent with the requirements of Utah Code Title 35A, Chapter 6 and the requirements of the U.S. Department of Labor Bureau of Apprenticeship and Training?

iv. Is Offeror considered a Local Small Business? (Defined as Offerors that have a fixed office or distribution point within City boundaries, possess a City business license stating a City address, employ no more than thirty (30) full time employees

(meaning employees working 40 hours per week, 50 weeks per year), and have annual gross revenues not in excess of one million dollars ($1,000,000.00).)

VIII. PROPOSAL EVALUATION PROCESS

a. Stage 1: Initial Review

In the initial phase of the evaluation process, City will review all proposals timely received. Non-responsive proposals not conforming to RFSQ requirements or unable to meet the mandatory minimum requirements will be eliminated from further consideration.

b. Stage 2: Technical Proposal and Policy Criteria Evaluation

Responsive proposals will then be evaluated by an evaluation committee appointed by City against the proposal technical scoreable criteria noted in this RFSQ. Proposals will be evaluated against the technical scoreable criteria as follows:

Total Technical Points Possible: 105 points

The evaluation score sheet has been attached to this RFSQ. The attached evaluation score sheet states the relative weight that will be given to each technical scoreable criteria.

Any Offeror that receives a minimum of 63 points shall be awarded a contract from this

RFSQ.