HOUSING AUTHORITY OF FRANKFORT

REQUEST FOR QUALIFICATIONS (RFQ # 2026-WT-01)

ARCHITECTURAL AND ENGINEERING SERVICES

WALTER TODD FLOOD RECOVERY, MODERNIZATION, AND PHASED REDEVELOPMENT

Issued Pursuant to KRS 45A.345–45A.460 & HUD Procurement Handbook 7460.8 REV-3

1. Solicitation Overview

The Housing Authority of Frankfort (“HAOF”) seeks a qualified multidisciplinary architectural and engineering team to assess, plan, design, and support implementation of flood-resilient modernization and/or redevelopment of the Walter Todd public housing development. The selected team will assist

HAOF in moving from existing-condition validation and alternatives analysis to a bid-ready, fully funded initial construction phase and a long-term strategy for all 32 units.

SOLICITATION DETAIL AGENCY SPECIFICATION

Issuing Agency Housing Authority of Frankfort (HAOF)

Project Location Walter Todd Public Housing Development (32 Units) 590 Walter Todd, Frankfort, KY 40601

Contracting Officer Jennifer Oberlin, Executive Director

Procurement Method Qualifications-Based Selection (QBS) — KRS 45A.735- 45A.740; 745 and .750 / 2 CFR 200.320(b)(2) / Brooks Act

Electronic Submittal Portal Housing Agency Marketplace (accessible via HAOF website) or via direct email to Executive Director

Physical / Hard Copy Address Housing Authority of Frankfort, 590 Walter Todd, Frankfort, KY 40601

Submittal Format Requirements One (1) searchable digital PDF copy (via Portal, Email, or USB drive) and at least one (1) bound hard copy if submitting physically. Cost proposals are strictly excluded from initial submittals.

2. Procurement Objective

HAOF intends to retain a team that can rapidly establish a defensible technical basis for Board, HUD, environmental, funding, and procurement decisions. The assignment is not limited to preparation of drawings. It includes existing-condition verification, floodplain and resiliency analysis, project alternatives, phasing, cost estimating, environmental coordination, construction-document preparation, bidding assistance, and construction administration.

• Neutral HUD SAC Obsolescence Evaluation: A stamped, independent engineering report determining whether the cumulative cost of flood-resilient rehabilitation, substantial damage mitigation, ADA/UFAS compliance, and modern building code upgrades exceeds HUD Total

Development Cost (TDC) / Housing Construction Cost (HCC) obsolescence benchmarks under 24 CFR

Part 970.

• Modernization & Phased Redevelopment Design: If rehabilitation or partial redevelopment proceeds, the consultant must provide full architectural and engineering services to advance an initial, fully funded construction phase (Phase 1) to bid-ready status while supporting HAOF in securing HUD Modernization Vacancy approvals and closing funding gaps.

3. Project Background

• Walter Todd consists of 32 public housing units affected by the 2025 Frankfort flood.

• The units are vacant and portions of the interiors have been removed following the flood.

• HAOF has pursued insurance and FEMA resources but anticipates a remaining funding gap.

• HAOF intends to modernize the property in a resilient manner rather than automatically restore pre-flood conditions.

• HUD requires a qualifying executed rehabilitation/construction contract with a start date before

HAOF may request modernization vacancy status for applicable units.

• HAOF is considering a phased approach so that construction can begin using available resources while additional funding is pursued.

4. Scope of Services

TASK REQUIRED SERVICES

Task 1 — Project Initiation and Records Review

Kickoff; document request; review prior plans, FEMA/insurance files, demolition records, photographs, surveys, utility information, code history, and available environmental documentation; establish a project data-gap list.

Task 2 — Existing Conditions and Building Systems Assessment

Site and building inspections; structural, architectural, civil, MEP, life-safety, accessibility, roof, envelope, utility, stormwater, mold/moisture, lead/asbestos coordination, and remaining-useful-life assessment.

Task 3 — Floodplain, Resiliency, and Code Analysis

Confirm applicable flood zone and elevations; coordinate with local floodplain administrator; assess substantial-damage/substantial-improvement implications; identify elevation, reconfiguration, replacement, mechanical-system protection, access, and resilient-design requirements.

Task 4 — Environmental Review Support

Provide technical materials needed by the City Responsible Entity or HUD; review FEMA environmental documentation;

identify gaps; support HEROS/Part 50 or Part 58 documentation as directed. The consultant will not make governmental environmental findings unless authorized and legally permitted.

Task 5 — Redevelopment Alternatives Analysis

Prepare and compare at least three technically feasible alternatives, including schedule, unit impact, cost, risks, flood resilience, accessibility, operating implications, and funding considerations (ie, RAD/Section 18)

Task 6 — Phase 1 Definition Recommend an initial construction phase that can be fully funded and placed under contract as quickly as practicable.

Identify buildings/units, scope boundaries, temporary conditions, permits, utility work, construction access, and dependencies.

Task 7 — Cost Estimating and Funding Support

Prepare concept-level and design-stage estimates; reconcile prior estimates; distinguish hard costs, soft costs, contingencies, escalation, and owner costs; assist HAOF in documenting total project cost and funding gap.

Task 8 — Design and Construction Documents

Prepare schematic design, design development, permit documents, bidding documents, technical specifications (incorporating Build America, Buy America standards), unit schedules, alternates, and other instruments needed for competitive construction procurement.

Task 9 — Procurement and Bidding Assistance

Attend pre-bid meeting; respond to questions; prepare addenda; review bids for conformance; support cost/price analysis and recommendation of award.

Task 10 — Construction Administration

Provide submittal review, requests-for-information responses, site observations, pay-application review, change-order analysis, substantial-completion inspection, punch list, record documents, and closeout support.

Task 11 — HUD Modernization Documentation Support

Provide unit lists, contract scope, construction schedule, start-date documentation, progress information, and technical exhibits needed for HAOF’s HUD modernization-status request.

Task 12 — Long-Term Master Implementation Plan

Update the full 32-unit modernization/redevelopment plan, including phasing, costs, schedule, funding gaps, and future procurement packages.

5. Required Disciplines

• Kentucky-licensed architect serving as prime or lead designer;

• Structural engineer;

• Civil/site and stormwater engineer;

• Mechanical, electrical, and plumbing engineers;

• Floodplain/resiliency expertise;

• Accessibility and code expertise;

• Environmental and hazardous material coordination capability;

• Cost estimator experienced in occupied or federally assisted multifamily housing;

• Construction administration capability; and

• Public housing/HUD experience strongly preferred.

6. Required Proposal Content & Qualifications Format

Proposals must be organized in the following indexed order. DO NOT INCLUDE ANY HOURLY RATES, COST ESTIMATES, OR FEE PROPOSALS. In accordance with Brooks Act principles (40 U.S.C. 1101), 2 CFR §

200.320(b)(2), and HUD Procurement Handbook 7460.8 REV-3, qualifications-based selection applies and fees will be negotiated ONLY with the highest-ranked firm following technical evaluation.

Submitting pricing information will result in mandatory disqualification of the proposal.

• Tab 1: Cover Letter & Transmittal. Authorized signature, legal firm entity, identification of lead contact, and verification of Kentucky professional licensure.

• Tab 2: Firm & Team Qualifications. Profiles, resumes, and state registrations of lead architect and key discipline engineers.

• Tab 3: Relevant Public Housing & Resiliency Experience. Demonstrated track record with public housing, flood recovery, resilient rehabilitation, and phased construction. Include references for at least three comparable assignments.

• Tab 4: Technical Approach & Project Understanding. Detailed methodology for physical assessment, substantial damage audit, HUD SAC economic obsolescence modeling, and accelerating a funded initial phase.

• Tab 5: Staffing, Availability & Schedule. Project organization, key personnel allocation, and preliminary milestone schedule measured from Notice to Proceed.

• Tab 6: Quality Control & Third-Party Neutrality. Quality-control approach, coordination protocols, and written certification confirming independence from downstream construction entities for HUD

SAC compliance.

• Tab 7: Mandatory Certifications & Exhibits. Completed Forms HUD-5369-B, HUD-5369-C, Non-

Collusion Affidavit (KRS 45A.455), SAM.gov Active UEI proof, and Section 3 Compliance Plan (24 CFR

Part 75).

7. Proposed Evaluation Criteria

CRITERION POINTS

Relevant firm experience 20

Qualifications and experience of key personnel 20

Technical approach and understanding 25

Capacity, availability, and proposed schedule 15

Public housing/HUD and flood-resiliency experience 10

Quality-control and coordination approach 10

TOTAL 100

8. Anticipated Contract Structure & Phased Execution

• Base services will be authorized initially for Phase I (Tasks 1–7: Feasibility, Forensic Assessment, Alternatives Analysis, and HUD SAC Obsolescence Evaluation).

• Phase II (Tasks 8–9: Design & Bidding) and Phase III (Tasks 10–12: Construction Administration &

Master Planning) are owner options exercisable solely at HAOF's written discretion.

• Authorization of subsequent phases is strictly contingent upon feasibility findings, available funding, and HAOF Board of Commissioners approval regarding whether to rehabilitate Walter Todd or pursue off-site replacement.

• The contract will contain a not-to-exceed amount, detailed fee schedule, reimbursable-expense rules, insurance requirements, federal clauses, record-access requirements, and termination provisions.

• HAOF reserves the right to award no contract, negotiate scope, or proceed in phases.

• In accordance with HUD Handbook 7460.8 REV-3, the cumulative performance term of the resulting contract, including all task orders, option phases, and extensions, shall not exceed five (5) years.

9. Proposed Solicitation Schedule (Calendar Dates)

MILESTONE PROJECT TIMELINE CALENDAR DATE / TARGET

Board Authorization Day 0 August 31, 2026

Advertisement & Formal RFQ Release Day 1 Tuesday, September 1, 2026

Pre-Proposal Conference & Site Access Visit

Days 10–14 Thursday, September 10, 2026

(10:00 AM EST)

Deadline for Written Inquiries & Questions

Day 15 Wednesday, September 16, 2026

(4:00 PM EST)

HAOF Formal Addendum Issued Day 18 Friday, September 18, 2026 (5:00

PM EST)

Proposals Submission Deadline Day 28 Monday, September 28, 2026 (3:00

PM EST)

Evaluation Committee Scoring & Interviews

Days 29–38 Sept 29 – Oct 9, 2026

Highest-Ranked Selection & Fee Negotiation

Days 39–48 Oct 12 – Oct 21, 2026

Board Approval / Contract Execution First Available Meeting

October 26, 2026 (or delegated authority)

Notice to Proceed (NTP) Target Days 50–60 Late October / Early November

10. Federal, State, and Insurance Requirements

• Kentucky Model Procurement Code: Conducted under KRS 45A.345 through KRS 45A.460 (Local

Public Agency procurement) and KRS 45A.395 (QBS for A/E services).

• Federal Uniform Guidance: Full compliance with 2 CFR Part 200 and HUD Procurement Handbook

7460.8 REV-3.

• Mandatory Consultant Insurance Minimums: Pursuant to HUD and Commonwealth of Kentucky standards, the selected A/E firm must provide proof of insurance prior to contract execution:

Professional Errors & Omissions Liability ($1,000,000 per occurrence / $1,000,000 aggregate);

Commercial General Liability ($1,000,000 per occurrence / $2,000,000 aggregate); Workers'

Compensation (Kentucky statutory limits); and Comprehensive Business Auto ($1,000,000 combined single limit). HAOF shall be named as Additional Insured.

• Build America, Buy America (BABA): Compliance with Public Law 117-58 and 2 CFR Part 184 for all construction materials specified under Task 8.

• Section 3 Labor Benchmarks: Compliance with 24 CFR Part 75 (25% total labor hours and 5% targeted Section 3 labor hours).

• Protest Procedures: Pursuant to KRS 45A.380 and 2 CFR § 200.318(k), written protests must be submitted to Executive Director Jennifer Oberlin within ten (10) calendar days of the event giving rise to the protest.