ESBD_393705_1738356867323_2025 Contractor RFP.pdf

COMMUNITY ACTION CORPORATION OF SOUTH TEXAS

REQUEST FOR PROPOSAL (RFP)

General Contractors

RFP# R25-001-01

PROPOSALS DUE:

March 3, 2025

Attn: Doug Hairgrove

Director of Energy Programs rfp@cacost.org

204 E. First St. Alice, TX 78332

(361) 664-0145

Request for Proposal Release Date…………………………………………………………..……………….. January 31st, 2025, 5:00 P.M.

Written Clarifications & Additional Information

Requests due by……………………………………………………………………………………………………….…February 7th, 2025, 5:00 P.M.

Pre-Bid Conference……………………………………………………………………………….…………………… February 13th, 2025,2:00 P.M.

Clarification Responses posted on

CACOST website no later than………………………………………………………….………….…………….. February 21st, 2025, 5:00P.M.

Proposal Due Date……………………………………………………………………….…………………………….. March 3rd, 2025, 5:00 P.M.

Anticipated Contract Award Date………………………………………………………………………………..April 1st, 2025, 5:00 P.M.

All times are U.S. Central Standard Time

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COMMUNITY ACTION CORPORATION OF SOUTH TEXAS

REQUEST FOR PROPOSAL (RFP)

I. Introduction

A. The Community Action Corporation of South Texas (CACOST) is a private non-profit organization established in 1971 and funded through the state and federal grants and fees for service. CACOST has a workforce of 600 employees and a service area consisting of sixteen South Texas counties including Brooks, Duval, Jim Hogg, Jim Wells, Kennedy, Kleberg, San Patricio, Bee, Aransas, Nueces, Cameron, Hidalgo, Starr, Willacy, Zapata and Webb. The mission of CACOST is to continuously improve the lives of south Texans by providing high quality healthcare, education, housing, and economic opportunities to reduce poverty through services and partnerships. More information on

CACOST can be obtained by visiting the CACOST website at www.cacost.org.

B. CACOST is requesting proposals from qualified companies/contractors for general contract work. The scope of services are to include HVAC, Labor & Material, Plumbing/Vented & Wall Mount Heater

Installation and Electrical. The scope of work will include the installation if insulation, heating, venting, and air conditioning (HVAC) work, stoves, water heaters, appliances, roof repairs, minor home repairs etc. in single family, multifamily and commercial locations.

C. The number of services to be completed will vary and be based on current funding available.

D. It is CACOST policy to encourage participation of small and historically underutilized businesses

(HUBs), as defined in Government Code, Chapter 2161, as contractors to CACOST. Historically underutilized business (HUB) means an entity with its principal place of Business in this State that is:

● a corporation formed for the purpose of making a profit in which 51 percent or more of all classes of the shares of stock or other equitable securities are owned by one or more economically disadvantaged persons who have a proportionate interest and actively participate in the corporation's control, operation, and management;

● a sole proprietorship created for the purpose of making a profit that is completely owned, operated, and controlled by an economically disadvantaged person;

● a partnership formed for the purpose of making a profit in which 51 percent or more of the assets and interest in the partnership are owned by one or more economically disadvantaged persons who have a proportionate interest and actively participate in the partnership's control, operation, and management;

● a joint venture in which each entity in the venture is a historically underutilized business, as determined under Government Code Chapter 2161; or.

● a supplier contract between a historically underutilized business as determined under

Government Code, Chapter 2161 and a prime contractor under which the historically underutilized business is directly involved in the manufacture or distribution of the goods or otherwise warehouses and ships the goods.

http://www.cacost.org/

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E. Equal Opportunity- It is the policy of CACOST not to discriminate on the basis of race, color, creed, gender, religion, marital status, age, national origin or ancestry, physical or mental disability, medical condition, sexual orientation, political affiliation or belief or any other consideration made unlawful by applicable federal, state and local laws. Contractor agrees not to discriminate against any employee or applicant for employment to be employed in the performance of this Agreement, with respect to hiring, tenure, terms, conditions, and privileges of employment, or a matter directly or indirectly related to employment because of age or race, color, creed, gender, religion, metal status, age, national origin, or ancestry, physical or mental disability, medical condition, sexual orientation, political affiliation or belief. Contractor further agrees that every subcontractor entered into the performance of the Agreement shall contain a provision requiring non-discrimination in employment herein specified, binding upon each subtractor. Breach of the covenant may be regarded as a material breach of the Agreement.

F. Certification with regard to lobbying- No federal appropriated funds will be paid to any person for influencing or attempting to influence an officer or employee of Congress or an employee of a member of Congress in connection with the awarding of any federal contract, the making of any federal grant or loan, entering into of any cooperative agreement or the extension, continuation, renewal, amendment and modification of any federal contract, grant, loan, or cooperative agreement.

G. Equal Employment Opportunity- The Equal Employment Opportunity Clause required under

Executive Order 11246, the affirmative action commitment for disabled veterans, recently separated veterans, other protected veterans, and Armed Forces Services Medal Veterans, the affirmative action clause for handicapped workers and the related regulations of the Secretary of Labor, 41 CFR

Chapter 60, are incorporated by reference in the contract. By accepting the contract, vendor certifies that it complies with the authorities cited above, and that it does not maintain segregated facilities or permit it’s employees to perform services at locations where segregated facilities are maintained, as required by 41 CFR 60.

H. Prohibited Substances in the Workplace- the contractor is considered a representative of CACOST while carrying out the duties of a contract CACOST has a policy that prohibits the possession and or use of alcohol or illegal drugs when conducting CACOST business if the contractor is observed engaging in this type of behavior while performing any aspect of the contract termination of the contract will occur.

I. The contractor affirms that he/she has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor or service to a public servant in connection with this bid.

J. Contractors certify as a condition of award that they have not engaged in collusion with other vendors or anyone else in relation to the preparation and/or submittal of their bid for this project.

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II. SCOPE OF WORK:

A) Contractors will be required to complete specified services in single-family homes, multi-family complexes (apartments), commercial buildings or mobile homes as prescribed by the CACOST

Inspector/ Technician or Employee.

B) Contractors must have a minimum of five (5) years, successful experience providing construction in residential or home repair services (experience subject to verification). Applicable experience must be documented on SCHEDULE “3”, Experience of Firm/Company/Administrative.

C) Contractors must have the personnel, including work crews. Applicable experience must be documented on Schedule “4” Experience of Field Staff/Work Crews.

D) Contractor must have the tools and equipment necessary to effectively perform and execute the installation of job measures. Applicable information regarding these criteria shall be recorded in

SCHEDULE “5”, Tools and Equipment.

E) Contractor must have financial and technical resources needed to effectively perform all required activities specified in the Scope of Project (found in Section II above). Applicable information regarding this criterion shall be recorded on SCHEDULE “6” Financial Capacity.

F) Contractors must be able to comply with all applicable federal, state and local laws and regulations, including the Davis-Bacon Act Requirements if applicable, and Lead Safety Standards and Practices;

must have and maintain minimum general liability requirements, pollution control, vehicle insurance;

and must not be on a local, state or federal Consolidated List of Debarred, Suspended and Ineligible

Contractors and Grantees. Required documentation is outlined in Attachment IV, Legal and Other

Bidder Requirements.

G) Contractors must have the financial capacity (operating cash flow) to allow for payment of up to ninety (90) days after the date of CACOST’s final inspection and/or until CACOST is reimbursed by the funding source for payment of all services.

H) HVAC (Must be Licensed)

• Repair/replacement HVAC with Energy Star Central Air Conditioners and Heat Pumps

• Repair/replacement of Natural Gas & Propane Furnaces

• Tune ups will include the cleaning of evaporator and condenser air conditioning coils, checking refrigerant levels and adjust, if necessary, clean and adjust blower components, checking condensate drain and clean if necessary, lubricate all moving parts, provide filters, check gas connections and heat exchanger

• Duct sealing

• Related electrical connections, disconnect, whips

• Any and all related HVAC repairs or replacements

I) Plumbing/Vented & Wall Mount Heater Installation (Must be Licensed)

• Installation of Vented Space Heaters

• Installation of Wall Mount Space Heaters

• Replacement of gas/propane & electric water heater

• Repairs to water supply lines and gas lines/connections

• Insulation of water heaters and pipes

J) Electrical (Must be Licensed)

• Knob and tube replacement

• HVAC circuit installation

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• Major appliance circuit installation

• Service line connection to location

• ASHRAE 62.2 Ventilation circuit installation

• Additional electrical services to complete specified services by licensed electrician

K) Material & Labor

• Installation of weather stripping, caulking, and switch/outlet gaskets

• Replace and/or repair windows and doors

• Installation of storm windows and solar screens

• Repair cracks, gaps and holes in ceilings, exterior and interior walls, and floors

• Insulating attic space, walls, and floors

• Venting attic space, installing and/or insulating attic accesses

• Installation of Compact Fluorescent Lamps (CFL’s)

• Window AC replacement with Energy Star Window Units

• Refrigerator replacement with Energy Star Refrigerators

• Whole residence ventilation fans

• Full roof replacement/partial roof repair

• Other measures may include window eliminations, tub surround work, door adjustments, jamb-ups, roof repairs and sheetrock work, digital thermostats, ashrae fans etc.

• All other worked as listed in “PRICE LIST”

L) Some locations will be assessed using the NEAT audit and or an established Priority List to determine which Weatherization Measures will be installed. The Blower Door and Duct Blaster equipment must be used to run an initial assessment on each home in order to have accurate information for the

NEAT audit. After assessment, the contractor will install measures designed to reduce air exchange, to preserve the integrity of the home’s thermal envelope, to reduce energy consumption and to ensure the residents’ health and safety.

M) The materials used must comply with Federal specifications noted in Appendix A of 10 CFR 440. All measures must be installed pursuant to and in compliance with the federal Assistance Program regulations, policies and procedures, as well as with applicable state, local and CACOST requirements.

Components must also follow the International Residential Code or City Code, whichever is more restrictive and are designed to resolve heating and cooling health hazards. Appliances must be Energy

Star certified. Windows and doors, HVAC work, insulation, etc., must satisfy certain, specified energy-efficiency ratings.

N) Systems (IECC Section R403) HVAC system must be properly sized in accordance with ACCA Manual

S based on building loads calculated in accordance with ACCA Manual J or other approved methodologies. New or replacement heating and cooling equipment must meet or exceed federal minimum efficiency requirements for geographic location in which it is installed. Temperature controls must be installed, including a programmable thermostat controlling the primary heating and cooling system.

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O) The contractor will be held responsible for securing all necessary permits and applicable fees, hiring all necessary work crews, including licensed HVAC personnel, electricians and plumbers. The contractor will be held responsible for any additional costs incurred in order to secure all permits.

P) Contractors must be prepared to adhere to TDHCA’s and DOE’s most current ASHRAE requirements when installing ASHRAE fans. The contractor is responsible for all costs necessary for proper fan installation and venting. This may include but is not limited to; insulated pipe to the outside complete with cap, timer, additional wiring, junction boxes, and switches.

Q) Contractors must be prepared to adhere to OSHA requirements, as well as to EPA Lead Safety

Practices when performing work on older housing stock. Contractors must also be prepared to adhere to the Davis-Bacon Act Requirements if applicable, including preparation and submission of weekly wage reports, payment of prevailing wages for workers, unannounced monitoring of records, work site audits, work crew interviews, etc. Random monitoring of contractor's work will be conducted by various agencies from the U.S. Government and the State of Texas. CACOST Inspectors or Housing Technician will inspect all completed work prior to invoicing.

R) Contractors will be required to thoroughly review the client’s home prior to commencing with any installation of CACOST-prescribed measures; contractors will also be required to inspect the home once all measures have been installed completely and satisfactorily prior to submitting a Statement of Completion (SOC). Any deficiency in the contractor’s work, work product, appliances, etc., work quality or performance, client satisfaction, or compliance will be subject to strict fines and will require immediate resolution by the contractor (including additional work) at no additional cost to CACOST or the client.

S) The contractor will be required to provide a one-year warranty on all materials installed, including labor. Consequently, any work deficiency or appliance malfunction, etc., will require the contractor to return to the client’s home and promptly resolve and make the work right at no additional cost to

CACOST or the client.

III. PERIOD COVERED

A) CACOST reserves the right to reject any and all Request for Proposal submittals and or to cancel this solicitation at any time prior to contract award. Should a contract be awarded pursuant to the procurement, the initial contract period will be from the date the contract documents are signed for a period of one (1) year. The contract may be renewed annually for three (3) years for a total of four

(4) years contingent upon the contractor’s (and his/her subcontractors’) performance, program compliance, continued program funding, and CACOST approval. Multiple contracts may be awarded to multiple contractors to provide services for CACOST and clients.

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IV. BID PRICE:

A) CACOST reserves the right to establish the rate schedule based on previous procurement and surrounding area pricing for measures installed complete to include labor and materials. Such rate schedule shall be introduced to the qualified contractor(s) selected. Upon acceptance and contracting, established rates shall be maintained for the initial contact period described above, unless federal and/or state requirements, such as Davis –Bacon, call for modification in pricing. By submitting a response to this RFP, respondents are accepting these terms. If initial qualified contractor(s), after reviewing the established rates, cannot comply, the next qualified contractor(s) will be selected until a contract(s) is executed.

B) All materials must meet the Department of Energy (DOE) material specifications, current ASHRAE

Standards, HBI/NAHB Plumbing Standards, NFS, ASTM, IAPMO Standards and National Electrical

Code and all federal, state and local material specifications. Weatherization material proposals must comply with the minimum standards set forth in the Texas Department of Housing and Community

Affairs Materials and Installation Standards Manual (I.S.M.), 2013. This material will be priced in the price list by the contractor(s).

V. RESPONSE TO THE RFP

A) Responses to the Request for Proposal, should be submitted in an envelope, clearly marked on the outside ”CACOST General Contractor RFP”, and addressed to Doug Hairgrove, Director Energy

Programs, CACOST, 204 E. First St. Alice, TX 78332 or emailed to rfp@cacost.org. Proposals should be sent by mail, email or hand delivered. Telefax submittals will not be accepted. Contractors should consider mailing/delivery time to ensure submittals are received on time. If forwarded by priority mail (next-day, Federal Express, etc.), the envelope must be addressed as specified. CACOST accepts no responsibility for late or misdirected mail.

B) Submittals should include One (1) original and Three (3) copies of the Proposal Package and are due no later than March 3rd, 2025, 5:00 P.M.

C) Request for Proposals will be accepted only from parties that:

1) Provide documentation (attach documentation at end of your proposal) of being free of all obligations and interests that might conflict with the best interests of CACOST.(this also applies to subcontractors);

2) Provide documentation (attach documentation at end of your proposal) regarding the firm’s

(and subcontractor’s) ability to meet the financial and personnel capacities (refer to “SCHEDULE

6: Financial Capacity” in this RFP) to provide quality services on a timely basis and in strict compliance to program requirements; and, D) Contractors who require additional information or clarification must submit requests by email at mailto:rfp@cacost.org

8 | P a g e rfp@cacost.org, no later than 5:00 P.M., February 7th, 2025. Verbal questions will be addressed at the Pre-bid Conference. It is the responsibility of the contractor submitting a proposal to confirm that the request has been received.

E) Responses to the requests for clarification will be posted at www.cacost.org no later than February

21st, 2025, 5:00 p.m. CDT.

F) The submission of proposals shall be prima facie evidence that the contractor has full knowledge of the scope, nature, quantity and quality of work to be performed; the detailed requirements of the specifications; and the conditions under which the work is to be performed.

G) The contractor shall furnish CACOST such additional information as CACOST may reasonably require.

H) The term “As Specified” or “A/S” will not be accepted.

I) CACOST will not be liable for any costs incurred in preparing the RFP or associated travel costs.

CACOST reserves the right to conduct pre-contract negotiations with any and/or all potential qualified contractors.

J) CACOST reserves the right to conduct interviews of any or all qualified contractors prior to selection.

CACOST will not be liable for any costs incurred by the contractors in connection with such interview

(i.e. travel, accommodations, etc.).

K) CACOST reserves the right to reject any and all proposals, and the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of CACOST.

L) Submittals will remain on file in accordance with the Texas Open Records Act.

M) Proposals may be withdrawn prior to the deadline.

N) CACOST has divided the service area into three zones (North, South and West) as shown in EXHIBIT

“1”. Contractors may bid on all zones, but must agree to service all counties outlined within the zone.

Contractors shall complete a price list for each zone they will be bidding on.

VI. INFORMATION TO INCLUDE WITH THE SUBMITTAL

To achieve a uniform review process and obtain the maximum degree of comparability, Proposal submittal must be organized using the following section headings in the order presented. Contractors should be attentive to the instructions for each section and careful to ensure all information required for each section is provided.

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A) Title Page

List the RFP subject, name of the firm, local address, telephone number, fax number, e-mail address, and name of contact person, job title, and date.

B) Table of Contents

Clearly identify the material by section and page number.

C) Letter of Transmittal

This is a “cover letter” that should be limited to no more than two pages.

1. Briefly state the Contractor's understanding of the service to be provided and make a positive commitment to perform the work in a professional and timely manner, etc.

2. Give the names of the persons who will be authorized to make representations for the Contractor, their titles, addresses, fax numbers, email addresses (if applicable), and telephone (cell) numbers.

3. Provide Five (5) professional references that may be contacted during normal operating business hours.

D) Profile of Contractor

1. State whether your organization is national, regional, or local.

2. Indicate the number of people (by level) located within the local office that will be involved in the program, and include their email addresses (If, applicable), telephone numbers and cell phone number.

3. Describe the professional experience and certification(s) of each person involved in the program, including years and length of experience, type of experience, etc. Provide technician(s)’ technical certifications (ASE or equivalent) required for employment with contractor. Include certifications of Lead Safe Practice, EPA Certification, OSHA 10 and 30 hour Certifications, etc.,.

4. Certify (attach certification at end of your proposal) that the firm and its listed subcontractors have not had any government funded contract(s) involuntarily terminated and/or suspended within the 5 years prior to the RFP closing date. If the firm or its subcontractors cannot provide the requested certification because of contracts involuntarily terminated and/or suspended, please provide a detailed explanation of the contract, date of termination/suspension, the funding agency, and the reason for the contract's termination/suspension, and any steps taken to prevent a repeat of the circumstances that led to said contract's termination/suspension.

5. Contractors should provide details as to the contractor’s professional work experience, copies of all licenses, certifications, and training certificates for all personnel- work crews, crew supervisors, administrators, owners, and subcontractors (HVAC, etc.). Include copies of certificates of liability insurance for the company, verification of criminal background checks, and bonding information.

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6. Proof of insurance ($1,000,000.00 minimum) must be presented before awarding any contract(s).

E) MATERIAL SPECIFICATIONS DOCUMENTATION

1. Documentation related to the standards for the installation of materials pursuant to the federal

Weatherization Assistance Program is included for contractors review.

Important: When completing Weatherization work, all materials to be used must meet the U.S.

Department of Energy (DOE) materials Specifications, (refer to 10 CFR 440, Appendix A), and must comply with the minimum standards set forth in the Texas Department of Housing & Community

Affairs (TDHCA) Texas Weatherization Field Guide, the Texas Mechanical Systems Field Guide and the Lead-Safe Weatherization Minimum Standards when completing Weatherization work. Upon contracting, submittals of the materials being used for approval will be required.

F) FINANCIAL AND TECHNICAL RESOURCES

1. Contractors must provide a certified bank statement/bank letter signed by a senior bank officer, copies of audited tax reports from the previous tax year, and/or copies of certified, audited financial statements attesting to the firm’s financial capacity, stability and viability. Contractors must demonstrate they have the financial resources/capacity to await payments from CACOST for up to ninety (90) days following CACOST’s receipt of contractors invoice and/or until

CACOST has received the grant funds from the State.

2. Contractors must list tools and equipment on hand, that will be used in the performance of the

CACOST contract. Inventory of tools and equipment should include: digital gauged blower doors, duct blaster, combustion analyzers with printers, leak detectors, puffers, ladders, insulation machines, digital cameras (PC compatible), pressure pans, respirators, drill shroud, goggles, electrical testers, tape measures, drills, scaffolding, basic tools etc.

3. A listing of proposed subcontractors must be included, if applicable, for approval by CACOST.

NOTE: PRIOR WRITTEN APPROVAL BY CACOST IS REQUIRED TO ADD SUBCONTRACTORS NOT

INCLUDED IN THE SUBMITTAL. DOCUMENTATION REQUESTED OF CONTRACTOR AS

INDICATED IN THIS RFP MAY ALSO BE REQUIRED OF ALL PROPOSED SUBCONTRACTORS. ALL

SUBCONTRACTORS WILL BE SUBJECT TO THE STANDARDS, REQUIREMENTS, AND POLICIES

AS REQUIRED FOR CONTRACTORS IN THIS RFP.

G) LEGAL AND OTHER SUBMITTAL REQUIREMENTS

1. Subscribers to the Texas Workers Compensation System must provide proof of coverage. Non-subscribers must provide documentation of worker protection substantially equivalent to Worker’s Compensation Insurance.

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2. Contractors must complete and include the Debarment Certification form attesting that the firm/company and principals are not listed on any federal, state or local list of debarred, suspended and ineligible contractors and grantees.

3. A notarized affidavit attesting that your company complies with the Fair Labor Standards Act and that your company will comply with all equal employment, affirmative action and nondiscrimination regulations.

4. A notarized affidavit attesting that your company will comply with Davis-Bacon Act Requirement if required and that your company (and subcontractors) will comply with all prevailing wages and other requirements of the Act.

J) Copeland Anti-Kickback Affidavit

The Copeland Anti-Kickback Act prohibits contractors or subcontractors engaged in building construction or repair from inducing an employee to give up any part of the compensation to which he or she is entitled under his or her employment contract and requires such contractors and subcontractors to submit weekly statements of compliance. Provide testament to your compliance with the provisions of the Act.

K) CONTRACT WORK HOURS AND SAFETY STANDARD ACT REQUIREMENTS AFFIDAVIT

The Contract Work Hours and Safety Standard Act applies to federal service contracts and federal and federally assisted construction contracts over $100,000. It requires contractors and subcontractors on covered contracts to pay laborers employed in the performance of the contracts one and one-half times their basic rate of pay for all hours worked over 40 in a workweek. This Act also prohibits unsanitary, hazardous, or dangerous working conditions on federal and federally financed and assisted construction projects. Provide testament to your compliance with the provisions of the Act.

L) CERTIFICATION SHEET (Complete)

M) ACKNOWLEDGEMENT FORM (Complete)

N) CONFLICT OF INTEREST QUESTIONNAIRE

In addition to the Questionnaire, all Contractors are required to include a notarized affidavit attesting no affiliation with any of CACOST’s contractors and their subcontractors.

O) REQUEST TO BE ADDED TO CONTRACTORS LIST AND W-9 FORM

A W-9 must be requested and completed.

P) NOTIFACTION OF AWARD

Contract(s) will be awarded to the contractor(s) whose submittal conforms to the RFP, scoring and is most advantageous to CACOST. CACOST reserves the right to reject any/all submittals. A written award of acceptance mailed or otherwise furnished to the qualified contractor(s) and a fully executed contract is required prior to commencement of any work under this RFP.

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VII. EVALUATION OF PROPOSALS

Proposals will be evaluated using a predetermined point and ranking method to ascertain which Contractor would best meet the needs of CACOST. (Total possible points: 100).

EXPERIENCE:

POINT SYSTEM

SCHEDULE 1: Record of Past Performance 16 points

SCHEDULE 2: References 14 points

SCHEDULE 3: Experience of Firm/Company/Administrative 14 points

SCHEDULE 4: Experience of Field Staff/Work Crews 14 points

SCHEDULE 5: Tools and Equipment 10 points

SCHEDULE 6: Financial Capacity 14 points

SCHEDULE 7: Pricing 18 points

In accordance with applicable laws, rules and regulations for public purchasing, award(s) will be made to the responsible contractor(s) whose proposal(s) is/are determined, after evaluation, to be the best value to CACOST. The proposal must be submitted on time and must materially satisfy all mandatory requirements identified above to qualify for evaluation. A written acceptance mailed or otherwise furnished to the qualified contractor(s) and a fully executed contract is required prior to commencement of any work under this RFP. Protest procedures are available upon request and must be submitted within (10) business days of award determination for consideration.

VIII. MINIMAL ESSENTIAL COVENANTS

A. Contractor hereby affirmatively states that he/she has not participated in any act of collusion, favoritism, gratuity, or inside dealings with any member of the staff of CACOST or its Board of Directors.

B. It is anticipated that the contract will be awarded to the most qualified contractor(s) whose submittal conforms to the Request for Proposal requirements, and is most advantageous to CACOST. Secondary contracts may be awarded to those contractors ranking in the order of the next highest to lowest as per the point system that are also in compliance with the Request For Proposal requirements and as per number of jobs to complete as per the funding availability.

C. In addition, the following minimum GENERAL PROVISIONS AND REQUIREMENTS TO THE

AGREEMENT will be binding upon any CACOST contractor selected pursuant to this solicitation. This document will be incorporated and included with the complete General Provisions and Requirements to the Agreement, by reference, into any contract for services which results from this procurement process.

1. Contractor agrees to provide services under this contract in the Counties of Brooks, Duval, Jim Hogg, Jim Wells, Kennedy, Kleberg, San Patricio, Bee, Aransas, Nueces, Cameron, Hidalgo, Starr, Willacy, Zapata and Webb, in whichever zones are selected to be serviced by contractor(s). Contractor(s) agrees to furnish all tools, equipment, material, labor, inventory, personnel and fully trained onsite supervision, necessary for the performance of this contract.

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2. The contractor’s field staff or work crew must be proficient and trained in the proper installation of comprehensive measures as well as the knowledge to understand the use and application of diagnostic equipment and tools. The contractor is required to conduct blower door test prior, during and after the work (air sealing) has been completed. The air exchange rate must satisfy the desired range as prescribed by the CACOST Inspector. The contractor must also conduct a carbon monoxide test on all combustion appliances in each dwelling. When CO levels exceed 35 ppm (parts per million) are detected, the contractor will disregard all air-sealing requirements and notify CACOST prior to initiating any further activities. Should knob-and-tube wiring be discovered during the pre-installation assessment, the contractor must immediately contact the CACOST Inspector prior to the installation of any measures. Contractor is responsible for the purchase, rent and or lease of the equipment necessary to run the required testing.

3. Contractor must provide each worker/employee involved in Weatherization of homes under this contract a minimum eight (8) hours of training, both classroom and hands-on work, in the Weatherization program as specified in the Weatherization Field Guides including Safety Practices.

4. Contractor is responsible for installation and repair materials in a “workmanlike” and professional manner as directed by Agency policies and Field Guides. CACOST will not be billed for materials transportation or delivery costs. Material must be new and in good condition. CACOST will not be charged for items, which are damaged prior to or during installation, incidentals, or for wasted or unused (excess/leftover) materials.

5. Contractor agrees to begin work for each housing unit on or before the third (3nd) day following the date set by the agency in the written Work Order provided by CACOST, and to complete the work within fourteen (14) Calendar Days. Upon completion, a dated Statement of Completion (SOC) shall be submitted to the agency stating that all work listed in the work order for the unit is 100% complete. The contractor (work crew supervisor) is responsible for advising CACOST of any recommended changes; however no change will be authorized or paid for by CACOST without CACOST’s prior written approval. Failure of the contractor to perform the work in accordance with the energy audit or instructions provided by the Inspector will be grounds for termination of the contract. The contractor will submit SOC’s only for those units fully completed and ready for CACOST’s Final Inspection. Following passing the Final Inspection, the contractor will be contacted and directed to submit the invoice(s) to CACOST in a regular and timely manner for payment.

The contractor must designate a financial/administrative point of contact for accounting purposes.

6. 18-hour response time is mandatory for situations where individuals or families facing a heating or cooling crisis are at risk of a life-threatening or health-related emergency. A life-threatening situation is defined as a household lacking a heating or cooling source, where the health or well-being of a household member would be jeopardized if the issue is not addressed. Contractors are required to deliver a prompt, suitable, and adequate response to such emergencies.

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7. Upon completion of work for each unit, the Contractor agrees to properly dispose of all remaining debris. The contractor will take precautions necessary to protect all existing trees, shrubbery, plant, sidewalks, building, vehicles, etc., in the area where work is being done, as well as the building covered by the contract and its contents, and must rebuild, repair, restore and make good at his/her expense all injury and damage to same which may result from work being performed under this contract. The contractor must own an acceptable refrigerant recovery unit and must dispose of any recaptured refrigerant as required by local code and/or state law.

8. CACOST will not be charged separately for contractor’s participation in the use of the blower door or conduct of required blower door test, for carbon monoxide or indoor relative humidity (IRH) testing, for the costs of job-related transportation, for tools or equipment needed to perform work, for disposal of debris removed from the job site, for staff training or for fringe benefits.

9. Contractors must comply with Lead Safe Practices. Contractor and staff must be certified as Lead Safe Workers, Lead Safe Renovators, and Lead Safe Renovators/Inspectors.

Contractors must have a Certified Renovator on every pre-1978 home. Contractor must be certified as a LEAD-SAFE FIRM.

10. Contractor and staff must be prepared to adhere to requirements regarding OSHA.

Contractor and staff may be required to be OSHA 10 and OSHA 30 Certified in Occupational Safety and Health and or be committed to be certified upon TDHCA requirement.

11. Work measures may include work requiring the professional expertise or skill of a licensed HVAC company, plumber or electrician. The contractor is responsible for ensuring that this be provided. If the contractor chooses to subcontract this type of work, prior written approval from CACOST is required. Subcontractors are subject to the same standards as the general contractor. Therefore financial capacity, compliance with Davis-Bacon Act requirements as applicable, installation standards, etc., will be required of subcontractors.

12. Contractor shall, within two (2) working days of notification, correct any valid discrepancies or exceptions identified either by CACOST or its funding sources, provided that such discrepancies or exception is a.) Directly attributable either to negligence or error of the Sub-contractor, or b.) A condition requiring correction which existed when services were originally provided by the sub-contractor (and is not the result of subsequent normal wear and tear/this would be in the area of incomplete or unsatisfactory work). Deficiencies may include quality of workmanship, size of HVAC systems, incomplete work, etc. Should there be any problems found during the agency inspection, agency will do a second follow-up inspection in order to accept the home as satisfactorily completed. If a second inspection is necessary, the Subcontractor agrees to and shall pay the Agency $100.00 for each and every subsequent inspection. There will be a Thirty (30) day waiver of this to help new contractors achieve perfection. Repetitious returns on final inspections may result in termination of this contract.

13. Contractor will provide a dated itemized Material and Labor Invoice of cost of each job

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COMPLETED under this contract within five days of final inspection, based on the agency's State Approved Audit. The date of the invoice shall reflect that of which the invoice is submitted after the date of the final inspection. Statements of Completions do not constitute an invoice and WILL NOT be accepted as such.

14. Contractor will be required to provide a 1-year warranty on all material installed, including labor. Consequently, any work deficiency or appliance malfunction, etc., will require the contractor or return to the client’s home and promptly and properly resolve the deficiency at no additional cost to CACOST or the client. Contractor is responsible for providing the client all appliance manuals, warranty information and contact numbers.

15. Contractor must recognize the special needs and concerns of low-income, elderly and handicapped clients and must ensure that clients are at all times treated respectfully and professionally. The contractor’s staff must conduct themselves in a professional manner at all times.

16. The Contractor shall further Indemnify and hold the Agency harmless from any and all claims arising out of the performance of his/her duties and its acts of negligence under this agreement. Contractor is responsible for any job-related illness or injury to workers in his/her employment and/or client, and shall indemnify and hold harmless CACOST, CACOST staff and clients in the event an on-the-job illness or injury occurs.

17. Contractor agrees that pursuant to contract, the Texas Department of Housing And

Community Affairs, the Department of Energy, the Comptroller General of the United States, the Community Action Corporation of South Texas (Agency), or any of their duly appointed representatives shall have access to any books, documents, papers, and records which are directly pertinent to the contract.

18. In accordance with the above agreement, the Contractor further agrees that all pertinent records will be retained for three (3) years after final payment and all other pending matters are closed.

19. Contractor shall comply with the 18 USC 874 the Copeland “Anti-Kickback Act” as supplemented by the Department of Labor regulation 29 CFR, Part 3. The Contractor shall not provide anything of value to the Agency personnel in exchange for work or other consideration associated with this Agreement. Any violation shall be reported to the Texas Department of Housing and Community Affairs.

20. Contractor shall establish, maintain, and utilize internal control systems and procedures sufficient to prevent, detect, and correct incidents of waste, fraud, and abuse and to provide for the proper and effective management of all program and fiscal activities funded by this Contract. The contractor's internal control systems and all transactions and other significant events must be clearly documented and the documentation made readily available for review by the Agency.

21. The Contractor shall give the Agency complete access to all of its records, employees, and agents. Contractor shall fully cooperate with the Agency’s efforts to detect, investigate, and

16 | P a g e prevent waste, fraud, and abuse. Contractor shall immediately notify the Agency of any identified instance of waste, fraud or abuse.

22. Agency will notify the funding source upon identification of possible instances of waste, fraud, and abuse or other serious deficiencies.

23. The Contractor may not discriminate against any employee or other person who reports a violation of the terms of this Contract or of any law or regulation to the Agency or to any appropriate law enforcement authority, if the report is made in good faith.

24. It is the responsibility of the Contractor to disclose any ongoing or pending legal proceedings, including any such proceedings known to be contemplated by governmental authorities, that could affect the performance of the Contractor or the execution of any potential contract. Failure to disclose this information or any efforts to omit such information may result in the disqualification of the offending Contractor’s bid and/or termination of contract.

IX. PRE-SUBMITTAL CONFERENCE

1. CACOST will hold a Pre-Submittal Conference on February 13th, 2025 at 2 p.m. CDT in the Main

Conference Room, located on the 1st floor of CACOST at 204 East First Street, Alice, Texas. The conference will be available virtually. Attendance is optional but may be advantageous, as potential contractors will have an opportunity to ask questions and/or seek clarification regarding any and all aspects of this solicitation. The Pre-Submittal Conference will be held as indicated in the advertised solicitation announcement of this procurement. Written questions must be submitted to Doug Hairgrove, Director of Energy Programs by email at rfp@cacost.org: at least three (3) days prior to the Pre-Submittal Conference. Oral agreements or representations are not binding on CACOST.

mailto:baldo.cantu@cacost.org

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SCHEDULE “1”

RECORD OF PAST PERFORMANCE…………….…… (16 points)

List below the names, addresses and phone numbers of five (5) “performance” references (individuals or agencies) for which or whom the contractor has performed services in the past twenty-four (24) months. For each reference, check the tasks/activities, which were completed by your company alone. If you had a subcontractor performing the work, use a separate sheet to include full name (legal name) of subcontractor, employees responsible, address, phone number, license, financial and personnel capacities

(NAME OF AGENCY / COMPANY / CLIENT FOR WHICH /

WHOM WORK WAS PERFORMED)

(EXPLAIN ALL REFERENCE ACTIVITY ON A

SEPARATE SHEET)

DAVIS

BACON ACT

EXPERIENCE

INSULATION

WALLS/

ATTICS

HVAC

DUCT

WORK /

CENTRAL

SYSTEM

ELECTRICAL

GAS

APPLIANCE

CONNECTS

NAME:

STREET

CITY, STATE, ZIP CODE:

PHONE NUMBER:

NAME:

STREET

CITY, STATE, ZIP CODE:

PHONE NUMBER:

NAME:

STREET

CITY, STATE, ZIP CODE:

PHONE NUMBER:

NAME:

STREET

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CITY, STATE, ZIP CODE:

PHONE NUMBER:

NAME:

STREET

CITY, STATE, ZIP CODE:

PHONE NUMBER:

No points will be awarded for references that cannot be verified, or who indicated that the work performed or staff conduct was unsatisfactory. All listed tasks or activities must have been completed in order for the reference to qualify. No points will be awarded for non-qualified references. Additional references may be listed on a separate sheet to ensure that five (5) reference contacts may be made. Each reference will be contacted.

Questions asked include the following:

1. Specifically, what work did this firm (or individual) complete?

2. Please rate the quality of the work completed. Was the contractor’s work:

Excellent Good Fair Poor _____________(Explain)

3. Did the contractor complete the work in a timely and efficient manner? Explain.

4. Was the contractor and/or contractor’s staff courteous, respectful, and responsive? Explain.

5. Was the contractor’s work guaranteed and/or was there a warranty offered? Explain.

6. Have you had to recall the contractor to repair or replace completed work? Explain. How responsive were they?

7. Did the contractors clean up before departing from the work site? Explain.

8. Did the work require compliance with the Davis-Bacon Act Requirements? Explain.

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SCHEDULE “2”

REFERENCES……. (14 points)

Provide general explanation of knowledge of contractor(s) work

QUESTION ONE:

“How would you rate the contractors overall job performance?”

QUESTION TWO:

“Could you communicate well with the contractor as well as the work crew(s)?”

QUESTION THREE:

“Was the contractor consistent in meeting deadlines and discussing any concerns?”

QUESTION FOUR:

“Was the contractor properly licensed and insured?”

QUESTION FIVE:

“Did the contractor have the proper equipment to complete the job?”

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SCHEDULE “3”

EXPERIENCE OF FIRM/COMPANY/ADMINISTRATIVE

(14 points)

State the number of years the Contractor (firm) has performed single-family, multi-family, commercial buildings and mobile homes:

YEARS. Please attach information that can be used to verify the years of experience entered. Please specify areas:

___ Number of years in single-family repair (EXPLAIN)

___ Number of years in multi-family repair (EXPLAIN)

___ Number of years in commercial buildings. (EXPLAIN)

___ Number of years in commercial . (EXPLAIN)

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SCHEDULE “4”

EXPERIENCE OF FIELD STAFF/WORK CREWS

(14 points)

State the number of years for each of the CONTRACTOR’s field staff/work crews have performed residential or home repair. Be sure to indicate the total number of work crews and the size of each work crew on hand.

● Will you personally supervise the repair work performed pursuant to this solicitation? If not, please provide the name of the individual who will provide personal on-site supervision.

Name: _____________________________________

NAME Single-Family

Experience

(Years)

Multi-family

(Years)

Commercial

Building

Experience

(Years)

Mobile Home

(Years)

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● Will you or your firm personally perform the HVAC work pursuant to this solicitation? Document each individual’s knowledge and TACL# below.

NAME TACL #

MANUAL J

PREPARATION

YES NO

YES NO

YES NO

YES NO

YES NO

YES NO

YES NO

YES NO

YES NO

YES NO

YES NO

NOTE: Points will be awarded for documented licensed HVAC employee assigned to this contract. Please attach copy of HVAC License.

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SCHEDULE “5”

TOOLS AND EQUIPMENT

(10 points)

TOOLS / EQUIPMENT COMPANY

OWNED

IF YES ENTER

QUANTITY ON

HAND

IF NO, DO YOU

HAVE

IMMEDIATE

ACCESS

DIGITAL GAUGED BLOWER DOOR YES NO YES NO

DUCT BLASTER YES NO YES NO

PRESSURE PANS YES NO YES NO

COMBUSTION ANALYSER WITH

PRINTERS / LEAK

DETECTORS/PUFFERS/RESPIRATORS/

DRILL SHROUD

YES NO YES NO

BASIC TOOLS YES NO YES NO

INSULATION MACHINE YES NO YES NO

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SCHEDULE “6”

FINANCIAL CAPACITY

(14 points)

A. FINANCIAL RESOURCES

1. Please provide a copy of your most recent financial statement showing your company’s net worth/assets and liabilities/available operating capital and line of bank credit. Include an official bank statement, a bank letter.

2. List three trade references from which you (or your firm) have purchased construction materials within the past twenty-four (24) months. Each reference will be contacted and the listed questions will be asked. No points will be awarded for references that cannot be contacted. Additional references can be listed at the

Contractor’s option to ensure that 3 references can be contacted.

QUESTION ONE:

“Has this firm (or individual) been timely in meeting their financial obligations to you/your Company?”

QUESTION TWO:

“Would you characterize this CONTRACTOR (or individual) as honest, fair and responsible?”

QUESTION THREE:

“Have you or would you extend credit to this individual and if so, in what amount and under what terms?”

QUESTION FOUR:

“How long have you been conducting business (providing a line of credit) to this company/firm?”

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SCHEDULE “7”

PRICING

(18 points)

The price list will be delivered electronically to each bidding contractor’s email address provided to CACOST upon request. The price list will be in excel format and shall be returned via mail, email or in person. A PDF version has been attached to this RFP.

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CERTIFICATION SHEET

All specifications and terms and conditions of the RFP have been read.

Our Company accepts the specifications and conditions unless otherwise accepted in writing to the Program

Director, Community Action Corporation of South Texas (CACOST).

COMPANY NAME:

MAILING ADDRESS:

CITY: STATE: ZIP CODE:

PHONE: FAX:

WEB SITE:

E-MAIL:

Name of Representative Authorized to sign for Contractor

(Print Name) (Signature) (Date)

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ACKNOWLEDGEMENT FORM

Having carefully examined the terms, conditions, and specifications within this RFP document, the undersigned

Contractor's Agent hereby proposes and agrees to furnish the proposed product(s)/service(s) in strict compliance with the specifications as quoted.

The Contractor affirms that, to the best of his/her knowledge, the RFP has been arrived at independently and is submitted without collusion with anyone to obtain information or gain any favoritism that would in any way limit competition or give him or her an unfair advantage over other contractors in the award of this RFP.

The Contractor affirms that he/she has not participated in any act of favoritism,…