IDC RFQ (1) (1).pdf

DICKSON HOUSING AUTHORITY

REQUEST FOR QUALIFICATIONS

INDEFINITE DELIVERY CONTRACT for Architectural, Engineering, Planning and Management Services

Dickson Housing Authority (DHA) is soliciting proposals from qualified firms to provide Planning, Management, Architectural and Engineering Services related to various projects to be undertaken by the housing authority during the next three (3) years, with the possibility of two (2) additional one-year renewal options at DHA’s sole option based on satisfactory performance, continued need, and availability of funding. A firm will be selected to provide planning and consulting services and design/construction services to the housing authority on an as-needed basis. It is the housing authority’s intent to utilize this contract on various projects that are small in scope and that will not require a fee in excess of $75,000 per project. As services are needed, a specific scope will be defined and a fee negotiated. Fees for services rendered may be paid from various funding sources including, but not limited to: Public Housing Operating Funds, Capital Fund, Section 8 New Construction, Federal Home Loan Bank, Tax Exempt Bonds, Affordable Housing Program, Low- Income Housing Tax Credits, and/or other HUD programs.

Applicable procurement requirements (most restrictive applies): For any contract award, delivery order, and payment funded in whole or in part with HUD funds, DHA will comply with applicable HUD procurement and contract requirements. DHA will also comply with applicable Tennessee requirements for procurement of professional Architectural, Engineering, Planning and Management Services. Where HUD and Tennessee requirements differ, DHA will apply the more restrictive requirement.

Governing requirements (as applicable; most restrictive applies): This procurement and any resulting contract(s) and delivery orders will comply with DHA’s procurement policy and all applicable federal, HUD, and State of Tennessee requirements for the funding source(s) used, including (as applicable) the Uniform Administrative Requirements at 2 CFR Part 200 (and HUD implementation guidance), applicable HUD PIH program requirements, and Section 3 (24 CFR Part

75) for covered projects. DHA will apply the more restrictive requirement where provisions differ.

SCOPE OF WORK

A. Objective

1. DHA will use the services of a consultant on specific projects to be designated by DHA during the term of this agreement. Work will be authorized through an undetermined number of individual delivery orders. The consultant shall provide all services specifically defined in the Scope of Work for each delivery order awarded under this Indefinite Delivery Contract.

• Preparing conceptual designs.

• Preparing construction documents, including any/all drawings, specifications, and details necessary for contract bidding purposes.

• Preparing construction cost estimates.

• Assisting with the bid process.

• Reviewing shop drawings, catalog cuts, and other construction contractor submittals for approval or recommendation for other appropriate action.

• Providing inspection and construction administration phase services.

• Preparing studies, evaluations, reports, and applications for financial assistance, including (as applicable) tax credit applications.

• Preparing applications for conversion, merger, acquisition, demolition and/or disposition of housing units.

• Providing program management and administrative services (excluding modernization services) for the Capital Fund Program (CFP), as applicable to Delivery Orders.

• Providing assistance with HUD reporting requirements, including gathering data and preparing studies and reports.

• Assisting DHA in reviewing and updating management, operations, and maintenance policies and procedures.

• Assisting with elderly designation plans.

• Conducting energy audits.

• Conducting environmental assessments (as applicable to Delivery Orders and funding source requirements).

• Conducting market studies to determine flat rent and assessments/cost analyses on converting public housing to vouchers.

• Providing standard physical needs assessments and green physical needs assessments.

• Conducting lead-based paint risk assessments.

• Conducting salary comparability studies and revising job descriptions.

• Conducting Section 504 needs assessments and transition plans.

• Reviewing utility allowances (including utility allowance studies and reviews).

• Assisting with converting to tenant-paid utilities.

• Conducting annual inspections of all sites, apartments, buildings, and systems for HUD-related requirements.

2. The consultant shall be experienced in all facets of planning, management and design. The consulting team shall be comprised of planners, architects, engineers, inspectors and appropriate consultants registered and/or licensed to do work in the State of Tennessee.

3. The consultant may either provide the above disciplines within its firm or through joint ventures or agreements with other firms. Any firms utilized through joint ventures and/or agreements that are not included in the proposal will be subject to DHA approval.

4. It will be incumbent upon the consultant to ensure that all services are performed using prudent planning, architectural, and engineering practices in accordance with the latest codes and regulations and any other applicable design standards.

B. Implementation DHA intends that consultant services begin immediately upon execution of the contract.

Period of Performance: The initial contract term is a three (3) year base term beginning at the contract execution date, with up to two (2) one-year renewal options as described in the

TERM AND RENEWAL OPTIONS section of this RFQ. The consultant shall provide all work and services specified in individual delivery orders within the performance period specified in each delivery order and within the then-current contract term.

Delivery Orders and Deliverables Each delivery order will identify, as applicable: (1) the detailed scope; (2) required deliverables (e.g., narratives, calculations, drawings/specifications, inspections, reports, applications, closeout documentation); (3) schedule/milestones; (4) not-to-exceed (NTE) amount or firm fixed price; (5) required meetings/communications; and (6) any program-specific compliance requirements. DHA will review deliverables for completeness and compliance; DHA may request corrections. Deliverables will be considered accepted when DHA provides written acceptance (including acceptance by email) or authorizes the next phase of work. DHA may require cure/correction within a reasonable timeframe when deliverables are deficient.

Environmental compliance support (when applicable): Where a delivery order includes environmental assessments, environmental compliance documentation, or lead-based paint risk assessment services, the delivery order will identify the applicable program requirements and deliverable standards. Unless expressly stated in a delivery order, the consultant’s role is to support DHA with technical studies and documentation; DHA retains responsibility for program decisions and approvals.

C. Acceptance of Work

1. DHA will hold conferences to outline the required services for each individual work effort to be assigned to the consultant. The consultant will, within a reasonable time following each conference, provide a written proposal which shall include a description of the services to be provided; proposed time for completion; personnel to be employed on the assignment; and a schedule of each employee’s rate reflecting base salary cost, overhead, and profit. Price shall be based on the accepted hourly rate multiplied by the consultant’s proposed number of hours for each appropriate category or discipline plus any approved direct costs.

When agreement has been reached on the services to be performed, period of performance, and total price, a Notice to Proceed shall be executed authorizing the consultant to begin.

2. Each individual project shall be requested in writing by DHA, and the consultant shall propose a firm fixed price with the understanding that the consultant shall perform all tasks and work necessary and incidental to bring the work to the appropriate level of completion as mutually agreed upon. Contracts may be awarded based on the hourly rate but must include a maximum amount clause.

3. The consultant shall employ the proposed staff to provide the services required in the professional quality and timeliness agreed upon. Only subconsultants listed in the submittal may be employed in this work. Substitutes may be used only with prior notice and written approval of DHA.

4. DHA and the consultant will mutually agree upon the work schedule for each project. Each delivery order will include a date for completion of required work and may include liquidated damages for failure to complete work on schedule. Requests for a time extension must be made in writing and include justification for late delivery.

5. All documents which are prepared by the consultant and form a part of its services shall, upon completion, become the property of DHA. The consultant shall be responsible for the protection and/or replacement of any contract documents in its possession.

6. DHA shall furnish information, data, reports and maps as are existing and identified by the consultant which may be required for completing the work. DHA shall cooperate with the consultant in every way possible, providing its needs are made known.

7. DHA will not provide clerical assistance to the consultant and DHA personnel will not be asked to undertake surveys, analyses, tabulations, summaries, etc., for consultant-produced data or documentation.

PROPOSAL FORMAT

A. An original of the proposal must be submitted in a sealed envelope to:

Ms. Bernadette Mekalska, Executive Director

Dickson Housing Authority

333 Martin Luther King Jr. Blvd.

Dickson, TN 37055

B. Any proposal may be withdrawn prior to awarding the contract(s).

REQUIRED CERTIFICATIONS AND FORMS (SUBMIT WITH PROPOSAL)

• Debarment/Suspension certification (pass/fail as stated in Evaluation Factors).

• Professional registration/licensure documentation (pass/fail as stated in Evaluation

Factors), including Tennessee registration where applicable to services.

• Conflict of Interest / Organizational Conflict of Interest disclosure: disclose any actual or potential conflicts and propose mitigation (or state none).

• Non-collusion / independent price determination statement.

• Lobbying certification if applicable to the funding source and contract value.

• SAM.gov / Unique Entity Identifier (UEI) information if required for the funding source (DHA may verify eligibility/registration as applicable).

• E-Verify documentation if required by DHA policy or applicable Tennessee requirements.

C. The DHA reserves the right:

1. To waive informalities required herein; to request additional information; to supplement, amend or otherwise modify the terms or schedules set forth herein; and to conduct all investigations and background checks necessary for adequate evaluation.

PROPOSAL EVALUATION FACTORS

Qualifications will be evaluated using the factors and assigned values listed below (total possible score: 100 points):

1. Experience and Evidence of the Consultant’s Ability to Complete the Project. (0 to 20 points).

Indicate recent, relevant experience of the consultant to work similar to that described in the preceding scope of services.

2. Specialized Expertise of Team Members (0 to 20 points). Include individuals who will complete the required services. Provide a profile of the principals’ and staff’s professional and technical competence and experience.

3. Organizational Capacity to Complete Services in Timely Manner (0 to 20 points). Indicate the availability of the consultant to complete the scope of work in a timely and efficient manner.

4. Familiarity with the Low-Rent Housing Program and the Capital Fund Program (0 to 20 points). Indicate the consultant’s experience with various aspects of Low-Rent Public Housing Program and the Capital Fund Program.

5. Cost / Rates (Information for Negotiation Only/ Not Scored). DHA may request that offerors provide schedule(s) of hourly rates by category/discipline for purposes of negotiation of delivery orders. Rates will not be used as a scored evaluation factor at the RFQ stage.

6. Knowledge of Local Building Codes (0 to 10 points). Indicate specific knowledge of the requirements of local building codes and knowledge of HUD’s modernization standards.

7. References (0 to 10 points). The quality of work performed on similar contracts in the past will be considered. Provide three references for evaluation.

8. Registration (Pass/Fail). Provide evidence that, where design work is involved, the

Architectural, Engineering, Planning and Management Services is currently registered in the state where the project is located (failure to provide Architectural, Engineering, Planning and Management Services registration renders the proposal non-responsive).

9. Debarment/Suspension (Pass/Fail). Provide a certified statement that the firm is not debarred, suspended, or otherwise prohibited from professional practice by any federal, state, or local agency (failure to provide certification renders the proposal non-responsive).

DHA may verify eligibility using SAM.gov or other applicable sources.

SELECTION PROCESS

The selection of a firm will be conducted using a qualifications-based selection (QBS) process, consistent with applicable HUD requirements and Tennessee requirements (with the more restrictive requirement applied). Responses will be evaluated and ranked based on the scored qualifications criteria in the “Proposal Evaluation Factors” section. Cost/rates will not be scored as part of qualifications ranking; compensation will be negotiated with the highest-ranked firm as described below.

Responsibility determination: Prior to award, DHA will make a responsibility determination, which may include verification of required professional registration/licensure, verification of eligibility (including debarment/suspension checks as applicable), review of past performance/references, confirmation of capacity/resources, and confirmation that required insurance can be provided.

DHA may request clarifications or additional information to support this determination.

Once the firms have been ranked, DHA will negotiate a fair and reasonable price (including delivery order scope, schedule, and compensation) with the highest-ranked, most qualified firm. If DHA cannot reach agreement with the top-ranked firm, DHA will formally end negotiations and proceed to negotiate with the next-ranked firm(s) in order until agreement is reached or DHA elects to cancel this solicitation.

SECTION 3 (24 CFR PART 75) WHEN APPLICABLE

For any delivery order that constitutes a Section 3-covered project or is funded with Section 3-covered public housing financial assistance, the consultant shall comply with Section 3 requirements at 24 CFR Part 75, DHA’s Section 3 policy/procedures (if any), and all related HUD guidance. The consultant must flow down applicable Section 3 requirements to subcontractors, maintain records sufficient to demonstrate compliance, and provide any reports or documentation requested by DHA in the format and frequency required by the applicable delivery order.

INSURANCE REQUIREMENTS (MINIMUMS)

The selected consultant shall maintain insurance, at its own expense, with carriers acceptable to DHA and in forms acceptable to DHA, including at a minimum: (a) Workers’ Compensation as required by Tennessee law; (b) Commercial General Liability; (c) Automobile Liability (owned, hired, and non-owned); and (d) Professional Liability / Errors & Omissions for professional services. DHA may establish minimum limits by delivery order and/or in the final contract documents. The consultant shall provide certificates of insurance upon request and shall provide notice of cancellation or material change in coverage as required by DHA.

TERM AND RENEWAL OPTIONS

The initial contract term is three (3) years. DHA may, at its sole option, renew the contract for up to two (2) additional one-year periods (total potential term of five (5) years) based on the Executive Director’s determination of satisfactory performance, continued need for services, and availability of funding/authorizations. Any renewal will be made by written notice or written contract amendment prior to the end of the then-current term. DHA is not obligated to exercise any renewal option.

Performance Evaluation for Renewals

Criterion Weight Score (1to 5) Scoring guidance (examples)

Schedule / timeliness 20% 1 to 5 5 = Consistently meets deadlines and milestones; 3 = Occasional delays with prompt recovery; 1 = Repeated missed deadlines or unapproved extensions.

Quality of work product 25% 1 to 5

5 = Complete/accurate deliverables; minimal rework; properly sealed where required; 3 = Some rework required; 1 = Material defects, repeated rework, or noncompliant deliverables.

Responsiveness & communication 15% 1 to 5

5 = Proactive communication; timely responses; effective coordination; 3 = Generally responsive; 1 = Poor communication or recurring non-responsiveness.

Cost control / fee management 15% 1 to 5

5 = Performs within negotiated NTE/task order; timely scope-change notices; 3 = Minor overruns addressed promptly; 1 = Recurring unauthorized work, unsupported hours/costs, or budget issues.

Regulatory & contract compliance 15% 1 to 5

5 = Full compliance with HUD + Tennessee (most restrictive) and DHA terms; maintains eligibility, licenses, and insurance; 3 = Minor correctable issues; 1 = Material compliance issues or unresolved findings.

Reporting, documentation & invoicing

10% 1 to 5 5 = Accurate invoices with required backup; timely reports/closeout; 3 = Occasional corrections needed; 1 = Repeated invoice errors, missing backup, or late reports.

Overall score: DHA may compute a weighted average score for the evaluation period. As general guidance, a weighted score of 4.0 to 5.0 indicates strong performance supporting renewal; 3.0 to

3.9 may support renewal with corrective actions; and below 3.0 may support non-renewal. DHA reserves the right to consider the nature and severity of any single issue regardless of numeric score.

DHA anticipates evaluating performance at least annually and/or prior to the end of the then-current term. The Executive Director will document the renewal determination in writing based on performance against the rubric below (and any additional delivery order-specific requirements).

DHA may consider documented performance issues, including repeated late deliverables, material defects requiring rework, unresolved compliance findings, or failure to maintain required qualifications/insurance, as grounds to decline renewal. DHA may, but is not required to, provide the consultant an opportunity to cure performance deficiencies within a reasonable timeframe.

Summary: This contract has a three (3) year base term with up to two (2) one-year renewal options, exercised at DHA’s sole option. Renewals are based on the Executive Director’s written determination of satisfactory performance, continued need for services, and availability of funding/authorizations, and must be executed in writing before the end of the then-current term.

Examples of non-renewal scenarios (non-exhaustive):

• Repeated schedule failures across multiple delivery orders (e.g., missed submission deadlines without approved extensions) that materially impact project schedules.

• Material quality issues (e.g., recurring design errors, incomplete specifications, or deliverables requiring substantial rework) causing change orders, delays, or additional DHA costs.

• Compliance findings related to HUD/Tennessee requirements or DHA contract terms that are material, repeated, or not timely cured (e.g., audit exceptions, eligibility issues, failure to maintain required licensure/insurance).

• Uncontrolled cost growth due to inadequate scoping, repeated unsupported hours, or recurring requests for scope increases without adequate justification.

• Breakdowns in communication or staffing (e.g., frequent unapproved key personnel substitutions, excessive turnover, or persistent non-responsiveness) that disrupt DHA operations or project delivery.

• Invoice/reporting problems (e.g., repeated billing errors, missing backup documentation, or late required reporting) that impede DHA’s ability to manage HUD-funded activities.

The type of contract will be a firm fixed price inclusive of all costs and expenses, including planning and design, preparation of construction documents and contract administration. During the Architectural, Engineering, Planning and Management Services contract negotiations, the Housing Authority and the architect shall reach a tentative agreement, subject to receiving funding for their project. The Agreement, Form HUD-51915 (Agreement Between Owner and Architect), shall be placed in writing. The contract shall require the architect/engineer to certify that all drawings and specifications accurately reflect HUD-approved work and meet mandatory standard requirements.

REJECTION

The housing authority does not guarantee that a contract will be awarded as a result of this Request for Proposal.

PROCUREMENT INTEGRITY / COMMUNICATIONS / ADDENDA

All questions regarding this RFQ shall be submitted in writing to the point of contact identified in this RFQ. Oral explanations or instructions are not binding. DHA may issue written addenda to clarify or modify this RFQ; it is the offeror’s responsibility to monitor for addenda and acknowledge receipt as required by DHA. DHA may reject any proposal that is materially non-responsive.

Public records / protest: Proposals may be subject to disclosure under applicable Tennessee public records laws, subject to any lawful exemptions. Any protests, if permitted, shall be handled in accordance with DHAs procurement policy/protest procedures.

SUBMISSION DEADLINE

No later than 4:00 p.m. on Friday, June 5, 2026.