P25002 PV Elevators RFP.doc

REQUEST FOR PROPOSAL (RFP) No. P25002, Pleasantview Elevator Upgrade/Replacement

HomeFront (A Public Housing Authority, formerly Housing Authority of Billings)

REQUEST FOR PROPOSAL (RFP)

No. P25002 Pleasantview Elevator Upgrade/Replacement

Table of Contents [Table No. 1]

INTRODUCTION

HomeFront (hereinafter also “the Agency”) is a public entity that was formed in 1973 to provide federally subsidized housing and housing assistance to low-income families, within the City of Billings, MT. HomeFront is headed by a CEO/Executive Director and is governed by a 7-person board of commissioners and is subject to the requirements of Title 24 of the Code of Federal Regulations (hereinafter, “CFR”) and HomeFront’s procurement policy. Though brought into existence by a referendum of the City of Billings, it is a separate entity from the City.

Currently, HomeFront owns and/or manages: (a) 7 developments totaling 216 units of HUD Public Housing, 35 HOME program units, 62 LIHTC units, and 18 Affordable housing units; (b) up to 763 HAB and up to 650 MDOC housing choice vouchers for a total of “up to” 1,413 vouchers. HomeFront currently has approximately 32 employees.

In keeping with its mandate to provide efficient and effective services, HomeFront is now soliciting proposals from qualified, licensed, and insured entities to provide the above noted services to HomeFront. All proposals submitted in response to this solicitation must conform to all the requirements and specifications outlined within this document and any designated attachments in its entirety.

RFP INFORMATION AT A GLANCE

[Table No. 2]

AGENCY CONTACT PERSON

(NOTE: Unless otherwise specified, any reference herein to “Contracting Officer” or “(CO)” shall be a reference to Mrs. Webster.)

Jessica Moorhead, Director of Operations/Procurement Telephone: (406)237-1940 E-mail: jessicam@homefrontpartners.org

TDD/TTY: 711

2. Click on the “Login” button in the upper left side.

3. Follow the listed directions.

4. 4. If you have any problems in accessing or registering on BidNet Direct, please call customer support at (866)526-9266.

2415 1st Avenue North Billings, MT 59101. The sealed “hard copy” proposal documentation must be received in-hand and time-stamped by HomeFront by no later than 12:00 PM MT on this date).

1.0 THE AGENCY’S RESERVATION OF RIGHTS. The Agency reserves the right to:

1.1 Right to Reject, Waive, or Terminate the RFP. Reject any or all proposals, to waive any informality in the RFP process, or to terminate the RFP process at any time, if deemed by the Agency to be in its best interests.

1.2 Right to Not Award. Not to award a contract pursuant to this RFP.

1.3 Right to Terminate. Terminate a contract awarded pursuant to this RFP, at any time for its convenience upon 10 days written notice to the successful proposer(s).

1.4 Right to Determine Time and Location. Determine the days, hours, and locations that the successful proposer(s) shall provide the services called for in this RFP.

1.5 Right to Retain Proposals. Retain all proposals submitted and not permit withdrawal for a period of 60 days subsequent to the deadline for receiving proposals without the written consent of the Agency Executive Director (ED).

1.6 Right to Negotiate. Negotiate the fees proposed by the proposer entity.

1.7 Right to Reject any Proposal. Reject and not consider any proposal that does not meet the requirements of this RFP, including but not necessarily limited to incomplete proposals and/or proposals offering alternate or non-requested services.

1.8 No Obligation to Compensate. Have no obligation to compensate any proposer for any costs incurred in responding to this RFP.

1.9 Right to Prohibit. At any time during the RFP or contract process to prohibit any further participation by a proposer or reject any proposal submitted that does not conform to any of the requirements detailed herein. By accessing the eProcurement Marketplace (hereinafter, a.k.a. “the Marketplace”) and by downloading this document, each prospective proposer is thereby agreeing to abide by all terms and conditions listed within this document and within the eProcurement Marketplace, and further agrees that he/she will inform the CO in writing within 5 days of the discovery of any item listed herein or of any item that is issued thereafter by the Agency that he/she feels needs to be addressed. Failure to abide by this timeframe shall relieve the Agency, but not the prospective proposer, of any responsibility pertaining to such issue.

1.10 Right to Reject – Obtaining Competitive Solicitation Documents. BidNet Direct is the only official and appropriate venue to obtain the competitive solicitation documents (and any other information pertaining to the competitive solicitation such as addenda). Accordingly, by submitting a response to this competitive solicitation the respondent thereby affirms that he/she obtained all information on the eProcurement Marketplace. Any other group such as a proposal depository that informs potential respondents of the availability of such competitive solicitations are hereby instructed to not distribute these documents to any such potential respondents, but to instruct the potential respondents to visit BidNet Direct to obtain the documents. The Agency will reject without consideration any response submitted from a firm that has not obtained the documents from BidNet Direct.

2.0 SCOPE OF WORK/TECHNICAL SPECIFICATIONS. HomeFront is seeking proposals from qualified, licensed, and insured entities to provide the following detailed services:

2.1 Pertaining to the Successful Proposer. Hereinafter, when talking about the “selected successful contractor,” the Agency may utilize any of the following terms (or any combination of the terms):

2.1.1 “Successful Contractor;”

2.1.2 “Selected Firm;”

2.1.3 “Developer;” or

2.1.4 “Partner”

2.1.5 The terms may be utilized in the “singular” form because the Agency reserves the right to at any time during the ensuing contract period(s) to select one firm only to provide the ensuing services; or

2.1.6 Anywhere herein (including within the Attachments listed within the following Table No. 6 herein) when the term “Consultant” is utilized, unless specific reference is made to a “Consultant,” such term may also mean the same as the terms identified within the preceding Sections 2.1.1 through 2.1.4 herein. It is the responsibility of the prospective or actual proposers to request in writing clarification when there is any doubt as to the application of this requirement (or any other requirements herein).

2.2 Anticipated General Scope of Services. The Agency anticipates that the firm chosen will be experienced in Elevator Replacements. The Agency requests proposals from a qualified firm to provide/replace the 2 elevators located at Pleasantview Apartments (825 & 833 Avenue D Billings, MT 59102). The purpose of the replacement project is to improve safety and service reliability and ensure that the replacement elevators are compliant with all code requirements. This work incudes removal of the existing elevator systems, installation of new systems, commissioning, and post-installation testing 2.3 Background Information.

2.3.1

1. A minimum of 5 years’ experience as a general Contractor

2. Valid Elevator Contractor’s license for the State of Montana

3. Certified Technicians (e.g., by the National Association of Elevator Contractors – NAEC)

4.

Compliance with local, state and national elevator safety codes (e.g., ASME A17.1, ADA, OSHA)

5.

Experience working in occupied buildings or facilities with limited down time.

6.

At least 3-5 completed elevator replacement projects in the last 5 years

a. References from clients with contact information

b. Description of projects including building type, number of elevators and challenges addressed.

2.4 The Role of the Selected Firm. The Selected Firm shall be responsible for the following:

2.4.1 Replacement of two (2) Hydraulic Passenger Elevators, two (2) Landings.

Provide and install new elevator systems, which shall include:

2.4.1.1

New traction or hydraulic elevator system

2.4.1.2

New control system with microprocessor-based logic

2.4.1.3

Energy efficient hoisting machine and drive

2.4.1.4

Modernized cab with new wall panels, ceiling, lighting and flooring

2.4.1.5

ADA-compliant features, including control panels, chimes and braille signage

2.4.1.6

New Hall stations and call buttons

2.4.1.7

Door equipment including new operators and sensors

2.4.1.8

Emergency communication system per code 2.4.2 Coordination in removing existing elevators along with associated systems and replace with new elevators and new associated systems as per current Code and Standards.

2.4.8.1 Proper disposal of removed materials per environmental regulations.

2.4.3 Contract shall pay all costs for permits and fees required for the works including demolition works.

2.4.4 Contractor shall be responsible for all pertinent civil and structural works associated with the project but not limited to replacement of cylinder, replacement of guiderails, guiderail brackets, and replacement of hoist wayframe/door including all required structural repairs and reinforcement.

2.4.5 The Elevator Contractor is required to retain the services of trade sub-contractors that are either experienced in working as subcontractors on elevator modernization projects or that have relevant experience on similar projects. The trade sub-contractors shall be required to complete a detailed survey of related work / building conditions at this location(s) alongside the Elevator Contractor as a requirement to provide cost proposals for the related scope of work. At a minimum, trade sub contractors that are required to be included on the Elevator Contractors project team should include:

Electrical Contractor

Mechanical Contractor

Fire / Life Safety Contractor

2.4.5.1

Coordination with electrical subcontractor for:

2.4.5.1.1 New power feeds/disconnects

2.4.5.1.2 Control wiring and communication systems

2.4.5.1

Coordination with HVAC if any mechanical systems affect elevator space

2.4.6 Related equipment shall be designed, constructed, installed and adjusted to produce the highest results with respect to smooth, quiet, convenience and efficient operation, durability, economy of maintenance and the highest standard of safety.

2.4.6.1

Equipment must meet and exceed all applicable codes:

2.4.6.1.1

ASME A17.1/CAS B44

2.4.6.1.2 Americans with Disabilities Act (ADA)

2.4.6.1.3 Local Building and fire codes

2.4.7 Training and Documentation

2.4.7.1

Provide Training for maintenance staff and Asset Manager

2.4.8.2

Submit complete O&M manuals, wiring diagrams, and maintenance schedules.

2.4.8 Warranty and Service

2.4.8.1

Minimum 1-year warranty on all parts and labor

2.4.8.2 Option for ongoing maintenance contract (if requested in proposal) 2.4.9 Testing and Commissioning

2.4.9.1

Conduct full functional testing of the new system

2.4.9.2

Perform all safety and code-required inspections

2.4.9.3

Secure approval from the Agency

2.5 Selected Firm’s Anticipated Qualifications/Experience/Expertise. The Selected Firm shall possess, or within its team provide, the following qualifications and experience (and the following detailed tasks shall also be the responsibility of the Selected Firm):

2.5.1 Experience in performing elevator installations, replacements or major modifications.

2.5.2 Knowledge of relevant local, state and nation codes 2.5.3 Ability to assess existing elevator systems and recommend cost-effective and code-compliant upgrade or replacement solutions.

2.5.4 Proficiency with both legacy and modern elevator control systems.

2.5.5 Capacity to coordinate subcontractors, suppliers and inspections.

2.5.6 Develop and submit a replacement plan, including timeline, specifications and required permits 2.5.7 Provide and install all equipment, components, and materials as specified or approved.

2.5.8 Coordinate with building management to minimize disruption to occupants

2.5.9 Deliver final project documentation, including warranties, service manuals and inspection reports

2.5.10 Provide a preventative maintenance plan

2.6 Role of the Agency.

2.6.1 The Agency will provide information as necessary.

3.0

PROPOSAL FORMAT.

3.1 Tabbed Proposal Submittal. HomeFront intends to retain the Contractor pursuant to a “Best Value” basis, not a “Low Bid” basis (“Best Value,” in that HomeFront will, as detailed within the following Section 4.0 herein, consider factors other than just cost in making the award decision). Therefore, so that HomeFront can properly evaluate the offers received, all proposals submitted in response to this RFP must be formatted in accordance with the sequence noted within the table below. Each category must be separated by numbered index dividers (which number extends so that each tab can be located without opening the proposal) and labeled with the corresponding tab reference also noted below. None of the proposed services may conflict with any requirement HomeFront has published herein or has issued by addendum.

[Table No. 4]

(1)

RFP Section (2)

Tab No.

(3)

Description

3.1.1

3.1.2

3.1.5.1

As detailed within Section 4.1, Evaluation Factor No. 2, herein, evidence of the proposers ABILITY TO PERFORM THE WORK as indicated by profiles of the principals’ and staffs’ professional and technical competence and experience, and their facilities.

3.1.5.2

As detailed within Section 4.1, Evaluation Factor No. 3, herein, evidence of the proposers CAPABILITY TO PROVIDE PROFESSIONAL SERVICES in a timely manner.

3.1.5.3

As detailed within Section 4.1, Evaluation Factor No. 4, herein, evidence of the proposers FAMILIARITY with the equipment, access to resources to maintain equipment and EXPERIENCE and PAST PERFORMANCE in terms of cost control, quality of work, and compliance with performance schedules, and utilization of green design and technologies.

3.1.5.4

As detailed within Section 4.1, Evaluation Factor No. 5, herein, the proposer’s DEMONSTRATED KNOWLEDGE of local building codes and Federal building alterations requirements. Include hereunder the firms/teams Qualifications and Experience that meet the requirements detailed within the preceding Section 2.5 herein.

3.1.5.5

As detailed within Section 4.1, Evaluation Factor No. 6, herein, the proposer’s OVERALL QUALITY, ORGANIZATION, and PROFESSIONAL APPEARANCE of the PROPOSAL SUBMITTED, based upon the opinion of the evaluators.

3.1.5.6

As detailed within Section 4.1, Evaluation Factor No. 7, herein, the proposer’s EXPERIENCE and PAST PERFORMANCE with Public Housing Authorities.

3.1.5.7

Detail the approach to the division of work listed above and within the preceding Section 2.0 herein and the team members responsible for the same. Please provide an organizational chart.

3.1.5.8

Place hereunder full detail as to how the firm, if chose, will address any of the requirements detailed within the preceding Section 2.0 herein.

3.1.5.9

The proposed quality assurance program.

3.1.5.10

An explanation and samples of forms that will be used during the development phases and reports that will be submitted and the method of such reports (i.e., written; fax; internet; etc.).

3.1.5.11

A complete description of the products and services the firm provides.

3.1.7.1

The client’s name;

3.1.7.3

The client’s telephone number and e-mail address;

3.1.7.4

A brief narrative description and scope of the service(s) and the dates the services were/are provided.

3.1.8

Equal Employment Opportunity/Supplier Diversity. The proposer must submit under this tab a copy of its Equal Opportunity Employment Policy and a complete description of the positive steps it will take to ensure compliance, to the greatest extent feasible, with the regulations detailed within the following Section 3.6 herein pertaining to supplier diversity (i.e., small, minority-, and women-owned businesses).

3.2 Fees Proposed. Fees shall be detailed within the submitted proposal process. The Agency will, as detailed within Sections 4.0 and 5.0 herein, negotiate such fees with the top-rated proposer. As may be detailed herein, if the Agency makes award to one firm only, in such case the Agency does not guarantee any minimum or maximum amount of work as a result of any award ensuing from this RFP but will reserve the right to award any amount of work on an as-needed basis.

3.3 Additional Information Pertaining to the eventual negotiated costs and fees.

3.3.1 No Deposit/No Retainer. During the performance of the ensuing work, the Agency will NOT pay any deposits or retainer fees as a result of award of the ensuing contract. This means that the Agency will pay the successful proposer(s) for actual work performed only.

3.3.2 Prior Agency Approval Required. Please note that the successful proposer, once awarded, shall NOT conduct any work without the prior written authorization of the HomeFront representative (this “prior written authorization” may take the form of an email sent to the successful proposer by HomeFront and acknowledged by return email by the successful proposer). Failure to abide by this directive shall release HomeFront of any obligation to pay the successful proposer for any work conducted without the noted prior written authorization.

3.3.3 Reimbursement of Travel Expenses. If, at any time during the ensuing contract period, if HomeFront is to reimburse the Consultant for pre-approved travel expenses related to the on-site visits, such shall occur as follows (NOTE: The Agency will most likely require the Consultant to submit suitable copies of receipts with his/her billing for the following reimbursements):

3.3.4.1 Airfare Costs. Though the Consultant can book airfare at any rate he/she desires, airfare will NOT be reimbursed by the Agency at “First Class” or “Business Class” rates, but only at “Coach Rate” with a suitable discount carrier. The airfare shall be ordered and paid for by the Consultant after Agency approval in a timely manner so as to take advantage of discounts offered by an “advance purchase.” The Consultant shall book the airfare in an expeditious manner after receiving approval from the Agency (“expeditious,” meaning, in no more than one workday).

3.3.4.2 Potential Mileage Reimbursement. As an alternative to airfare, pertaining to a successful proposer that may be within any reasonable “driving distance” of the Agency (“reasonable,” as determined at the sole discretion of the Agency), the Agency may, in lieu of reimbursing for airfare, chose to pay the successful proposer mileage not-to-exceed the current posted IRS mileage rate. In such case, this rate shall also pertain to the Consultant’s vehicle while on-site providing services.

3.3.4.3 Local Transportation. The Agency will reimburse rental car costs at reasonable rates, typically as set for the rental company at typical governmental rates or small business rates. Fuel utilized specific to providing the services will be reimbursed at cost. Such rates will not exceed the current IRS or GSA allowable rate for the Lynchburg, VA area.

3.3.4.1 Lodging. The Agency will reimburse lodging costs for reasonable mid-range accommodations at the current IRS or GSA allowable rate for the Billings, MT area for such lodging. The Agency WILL NOT approve any reimbursement for upgraded lodging such as suites unless the cost of such is the same or less than “lesser lodging rooms” (meaning, it does not cost the Agency any additional monies for the “upgraded” room).

3.3.4.2 Meals. The Agency will reimburse meals at cost not to exceed the Agency’s typical daily allowance for such. The Consultant may order more meals at any level he/she wishes, but then the Agency will only reimburse the approved portion. In any case, such reimbursements will not exceed the current IRS or GSA allowable rate for the Billings, MT area.

3.3.4.3 Travel Expense Option. Pertaining to any of the immediate-listed reimbursements (i.e., most specifically within the preceding Sections 3.3.4.2.3 through 3.3.4.2.5 herein), rather than having the Consultant submit to the Agency a detailed expense report and copies of receipts, the Agency may choose to pay the Consultant a set daily amount (or a portion thereof) for such expenses which will be calculated at the total allowable expenses as listed herein.

3.3.4.4 Booking Time/Profit/Overhead. The Agency will not pay to the Consultant any fees for booking any approved travel.

3.4 Proposal Submission. All proposals must be submitted and time-stamped received in the designated Agency office by no later than the submittal deadline stated herein (or within any ensuing addendum). A total of 1 original signature copy (marked "ORIGINAL") and 2 exact copies (each of the 2 separate proposal submittals shall have a cover and extending tabs) of the proposal submittal, shall be placed unfolded in a sealed package and addressed and delivered to:

HomeFront Attention: Jessica Moorhead, Director of Operations/Procurement 2415 1st Ave N, Billings, MT 59101 3.4.1 Submission Package Markings. The package exterior must clearly denote the above noted RFP number and must have the proposer’s name and return address listed within the upper left-hand area of the front of the package.

3.4.2 Submission Conditions. DO NOT FOLD OR MAKE ANY ADDITIONAL MARKS, NOTATIONS, OR REQUIREMENTS ON THE DOCUMENTS TO BE SUBMITTED! Proposers are not allowed to change any requirements or forms contained herein, either by making or entering onto these documents or the documents submitted any revisions or additions; and if any such additional marks, notations or requirements are entered on any of the documents that are submitted to the Agency by the proposer, such may invalidate that proposal. If, after accepting such a proposal, the Agency decides that any such entry has not changed the intent of the proposal that the Agency intended to receive, the Agency may accept the proposal and the proposal shall be considered by the Agency as if those additional marks, notations, or requirements were not entered on such. By accessing BidNet Direct, registering, and downloading these documents, each prospective proposer that does so is thereby agreeing to confirm all notices that the Agency delivers to him/her as instructed, and by submitting a proposal, the proposer is thereby agreeing to abide by all terms and conditions published herein and by addendum pertaining to this RFP.

3.4.3 Submission Responsibilities. It shall be the responsibility of each proposer to be aware of and to abide by all dates, times, conditions, requirements, and specifications set forth within all applicable documents issued by HomeFront, including the RFP document, the documents listed within the following Section 3.8, and any addenda and required attachments submitted by the proposer. By virtue of completing, signing, and submitting the completed documents, the proposer is stating his/her agreement to comply with all conditions and requirements set forth within those documents. Written notice from the proposer not authorized in writing by the CO to exclude any of HomeFront requirements contained within the documents may cause that proposer to not be considered for award.

3.5 Proposer’s Responsibilities — Contact with HomeFront. It is the responsibility of the proposer to address all communication and correspondence pertaining to this RFP process to the CO only. Proposers must not make inquiry or communicate with any other Agency staff member or official (including members of the Board of Commissioners) pertaining to this RFP. Failure to abide by this requirement may be cause for HomeFront to not consider a proposal submittal received from any proposer who may not have abided by this directive.

3.5.1 Addenda. All questions and requests for information must be addressed in writing to the CO. The CO will respond to all such inquiries in writing by addendum to all prospective proposers (i.e. individual/firms or individuals that have obtained the RFP Documents). During the RFP solicitation process, the CO will NOT conduct any ex parte (a substantive conversation—”substantive” meaning, when decisions pertaining to the RFP are made—between HomeFront and a prospective proposer when other prospective proposers are not present) conversations that may give one prospective proposer an advantage over other prospective proposers. This does not mean that prospective proposers may not call the CO—it simply means that, other than making replies to direct the prospective proposer where his/her answer has already been issued within the solicitation documents, the CO may not respond to the prospective proposer’s inquiries but will direct him/her to submit such inquiry in writing so that the CO may more fairly respond to all prospective proposers in writing by addendum.

3.6 Proposer’s Responsibilities — Equal Employment Opportunity and Supplier Diversity. Both the Consultant and HomeFront have, pursuant to HUD regulation, certain responsibilities pertaining to the hiring and retention of personnel and subconsultants.

3.6.1 Within 2 CFR §200.321 it states:

3.6.1.1 Contracting with small and minority businesses, women's business enterprises, and labor surplus area individual/firms.

3.6.1.2

(a) The Non-Federal entity must take all necessary individual/affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus area individual/firms are used when possible.

3.6.1.3

(2) Individual/affirmative steps must include:

3.6.1.3.1

(1) Placing qualified small and minority businesses and women's business enterprises on solicitation lists;

3.6.1.3.2

(2) Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources;

3.6.1.3.3

(3) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority business, and women's business enterprises;

3.6.1.3.4

(4) Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority business, and women's business enterprises;

3.6.1.3.5

(5) Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and 3.6.1.3.6

(6) Requiring the prime Consultant, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (1) through (5) of this section.

3.6.2 Within HUD Procurement Handbook 7460.8 REV 2 it states:

3.6.2.1 Section 15.5.A, Required Efforts. Consistent with Presidential Orders 11625, 12138, and 12432, the [Agency] shall make every effort to ensure that small businesses, MBEs, WBEs, and labor surplus area businesses participate in [Agency] contracting.

3.6.2.2 Section 15.5.B, Goals. [HomeFront] is encouraged to establish goals by which they can measure the effectiveness of their efforts in implementing programs in support of . . . contracting with disadvantaged individual/firms. It is important to ensure that the means used to establish these goals do not have the effect of limiting competition and should not be used as mandatory set-aside or quota, except as may otherwise be expressly authorized in regulation or statute. Some localities have adopted minority contracting set-aside policies or geographic limitations, which may be in conflict with Federal requirements for full and open competition.

3.6.3 Within our Agency Procurement Policy it states that our Agency will:

3.6.3.1 Assistance to Small and Other Business, Required Efforts:

3.6.3.1.1 Including such individual/firms, when qualified, on solicitation mailing lists;

3.6.3.1.2 Encouraging their participation through direct solicitation of proposals or proposals whenever they are potential sources;

3.6.3.1.3 Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by such individual/firms;

3.6.3.1.4 Establishing delivery schedules, where the requirement permits, which encourage participation by such individual/firms;

3.6.3.1.5 Using the services and assistance of the Small Business Administration, and the Minority Business Development Agency of the Department of Commerce;

3.6.3.1.6 Including in contracts, to the greatest extent feasible, a clause requiring Consultants, to provide opportunities for training and employment for lower income residents of the project area and to award subcontracts for work in connection with the project to business concerns which provide opportunities to low-income residents, as described in 24 CFR Part 135 (so-called Section 3 businesses); and 3.6.3.1.7 Requiring prime Consultants, when subcontracting is anticipated, to take the positive steps listed above.

3.6.4 Requirements. Accordingly, please see Section 3.1.7 within Table No. 4 herein which details the information pertaining to this issue that the proposer must submit in response to this proposal showing compliance, to the greatest extent feasible, with these regulations.

3.7 Pre-proposal Conference. There is not a pre-proposal conference scheduled in conjunction with this RFP.

3.8 Recap of Attachments. It is the responsibility of each proposer to verify that he/she has downloaded the following attachments pertaining to this RFP, which are by reference included as a part of this RFP:

NOTE:

[Table No. 5]

(1)

RFP Section

Attachment (4)

Description

This RFP Document

4.0 PROPOSAL EVALUATION.

4.1 Evaluation Factors. The following factors will be utilized by HomeFront to evaluate each proposal submittal received; award of points for each listed factor will be based upon the documentation that the proposer submits within his/her proposal submittal and on-line (specifically, the pricing submitted on-line):

[Table No. 6] (1)

Factor

No.

Factor Description

*NOTE: Points will be awarded for each Factor by each of the appointed evaluation committee members based on his/her opinion after a thorough review of the information submitted by each proposer within his/her proposal.

4.2 Evaluation Method.

4.2.1 Initial Evaluation for Responsiveness. Each proposal received will first be evaluated for responsiveness (i.e., meets the minimum of the requirements).

4.2.2 Evaluation Packet. An evaluation packet will be prepared for each evaluator, including the following documents:

4.2.2.1 Instructions to Evaluators;

4.2.2.2 Proposal Tabulation Form;

4.2.2.3 Written Narrative Form for each proposer;

4.2.2.4 Recap of each proposer’s responsiveness;

4.2.2.5 Copy of all pertinent RFP documents.

4.2.3 Evaluation Committee. HomeFront anticipates that it will select a minimum of a three-person committee to evaluate each of the responsive “hard copy” proposals submitted in response to this RFP. PLEASE NOTE: No proposer shall be informed at any time during or after the RFP process as to the identity of any evaluation committee member. If, by chance, a proposer does become aware of the identity of such person(s), he/she SHALL NOT make any attempt to contact or discuss with such person anything related to this RFP. As detailed within Section 3.5 of this document, the designated CO is the only person at HomeFront that the proposers shall contact pertaining to this RFP. Failure to abide by this requirement may (and most likely will) cause such proposer(s) to be eliminated from consideration for award.

4.2.4 Evaluation. The appointed evaluation committee, independent of the CO or any other person at HomeFront, shall evaluate the responsive proposals submitted and award points pertaining to Evaluation Factors noted in Table 6. Upon final completion of the proposal evaluation process, the evaluation committee will forward the completed evaluations to the CO.

4.2.4.1 Points Awarded Range. Pertaining to the Factors, please note the following range of points awarded (points pertaining to this RFP are shaded—please also see the Evaluation Factors detailed within the preceding Section 4.1):

[Table No. 7]

Points Awarded Range

*Pursuant to Section 7.2.N.3 of HUD Procurement Handbook 7460.8 REV 2.

**Total available points to be awarded, including cost points, minus preference points.

4.2.5 Potential "Competitive Range" or “Best and Finals” Negotiations. HomeFront reserves the right to, as detailed within Section 7.2.N through Section 7.2.R of HUD Procurement Handbook 7460.8 REV 2, conduct a “Best and Finals” Negotiation, which may include oral interviews, with all individual/firms deemed to be in the competitive range. Any individual/firm deemed not to be in the competitive range shall be notified of such in writing by HomeFront in as timely a manner as possible, but in any case within no longer than 10 days after the beginning of such negotiations with the individual/firms deemed to be in the competitive range.

4.2.6 Determination of Top-ranked Proposer. Typically, the subjective points awarded by the evaluation committee will be combined with the objective points awarded by the CO to determine the final rankings, which is typically forwarded by the CO to the CEO/ED for approval. If the evaluation was performed to the satisfaction of the CEO/ED, the final rankings may be forwarded to the Housing Authority Board of Commissioners (BOC) at a scheduled meeting for approval. Contract negotiations may, at HomeFront's option, be conducted prior to or after the BOC approval.

4.2.6.1 Minimum Evaluation Results. To be considered to receive an award a proposer must receive a total calculated average of at least 70 points (of the 115 total possible points detailed within Section 4.1 herein).

4.2.6.2 Ties. In the case of a tie in points awarded, the award shall be decided as detailed within Section 6.12.C of HUD Procurement Handbook 7460.8 REV 2, by “drawing lots or other random means of selection.”

4.2.7 Notice of Results of Evaluation. If an award is completed, all proposers will receive by e-mail a Notice of Results of Evaluation. Such notice shall inform all proposers of:

4.2.7.1 Which proposer received the award;

4.2.7.2 Where each proposer placed in the process as a result of the evaluation of the proposals received;

4.2.7.3 The cost or financial offers received from each proposer;

4.2.7.4 Each proposer’s right to a debriefing and to protest.

4.2.8 Restrictions. All persons having familial (including in-laws) and/or employment relationships (past or current) with principals and/or employees of a proposer entity will be excluded from participation on HomeFront evaluation committee. Similarly, all persons having ownership interest in and/or contract with a proposer entity will be excluded from participation on HomeFront evaluation committee.

5.0

CONTRACT AWARD.

5.1 Contract Award Procedure. If a contract is awarded pursuant to this RFP, the following detailed procedures will be followed:

5.1.1 By completing, executing and submitting a proposal, the “proposer is thereby agreeing to abide by all terms and conditions pertaining to this RFP as issued by HomeFront, either in hard copy or on the eProcurement Marketplace,” including the contract clauses already attached as Attachments G and G-1 through G-4, each attached hereto. Accordingly, HomeFront has no responsibility to conduct after the submittal deadline any negotiations pertaining to the contract clauses already published.

5.2 Contract Conditions. The following provisions are considered mandatory conditions of any contract award made by HomeFront pursuant to this RFP:

5.2.1 Contract Form. HomeFront will not execute a contract on the Consultant’s form—contracts will only be executed on HomeFront form (please see Sample Contract, Attachments G and G-1 through G-4 each attached hereto), and by submitting a proposal the Consultant agrees to do so (please note that HomeFront reserves the right to amend this form as HomeFront deems necessary). However, HomeFront will during the RFP process (prior to the posted question deadline) consider any contract clauses that the proposer wishes to include therein and submits in writing a request for HomeFront to do so; but the failure of HomeFront to include such clauses does not give the Consultant the right to refuse to execute HomeFront’s contract form. It is the responsibility of each prospective proposer to notify HomeFront, in writing, prior to submitting a proposal, of any contract clause that he/she is not willing to include in the final executed contract and abide by. HomeFront will consider and respond to such written correspondence, and if the prospective proposer is not willing to abide by HomeFront’s response (decision), then that prospective proposer shall be deemed ineligible to submit a proposal.

5.2.1.1 Mandatory HUD Forms. Please note that HomeFront has no legal right or ability to (and will not) at any time negotiate any clauses contained within ANY of the HUD forms included as a part of this RFP.

5.2.1.2 E-Verify. The successful proposer will not be required to execute an E-Verify Affidavit; however, the successful proposer will be required to comply with all State of Montana requirements pertaining to E-Verify, and by submitting a proposal in response to this RFP, the proposer thereby attests and confirms that they will do so.

5.2.2 Assignment of Personnel. HomeFront shall retain the right to demand and receive a change in personnel assigned to the work if HomeFront believes that such change is in the best interest of HomeFront and the completion of the contracted work.

5.2.3 Unauthorized Sub-contracting Prohibited. The Consultant shall not assign any right, nor delegate any duty for the work proposed pursuant to this RFP (including, but not limited to, selling or transferring the contract) without the prior written consent of the CO. Any purported assignment of interest or delegation of duty, without the prior written consent of the CO shall be void and may result in the cancellation of the contract with HomeFront, or may result in the full or partial forfeiture of funds paid to the Consultant as a result of the proposed contract; either as determined by the CO.

5.3 Contract Period. HomeFront anticipates that it will initially award a contract for the period of time that the Agency and the Consultant agree that it will take to complete the work.

5.4 Licensing and Insurance Requirements. Prior to award (but not as a part of the proposal submission) the Consultant will be required to provide:

5.4.1 Workers Compensation Insurance. An original certificate evidencing the proposer’s current industrial (worker’s compensation) insurance carrier and coverage amount (NOTE: Workers Compensation Insurance will be required of any Consultant that has employees other than just the owner working on-site to provide the services);

5.4.2 General Liability Insurance. An original certificate evidencing General Liability coverage, naming HomeFront as an additional insured, together with the appropriate endorsement to said policy reflecting the addition of HomeFront as an additional insured under said policy (minimum of $1,000,000 each occurrence, general aggregate minimum limit of $1,000,000, together with damage to premises and fire damage of $50,000 and medical expenses any one person of $5,000), with a commercially reasonable deductible (i.e., “commercially reasonable,” meaning at least 1% of the “general aggregate minimum” of the policy, with a maximum deductible amount of $50,000);

5.4.3 Professional Liability Insurance. An original certificate showing the proposer's professional liability and/or "errors and omissions" coverage (minimum of $1,000,000 each occurrence, general aggregate minimum limit of $1,000,000), with a commercially reasonable deductible (i.e., “commercially reasonable,” meaning at least 1% of the “general aggregate minimum” of the policy, with a maximum deductible amount of $50,000);

5.4.4 Automobile Insurance. An original certificate showing the proposer’s automobile insurance coverage in a combined single limit of $1,000,000. For every vehicle utilized during the term of this program, when not owned by the entity, each vehicle must have evidence of automobile insurance coverage with limits of no less than $100,000/$300,000 and medical pay of $5,000.

5.4.5 City/County/State Business License. If applicable, a copy of the proposer’s business license allowing that entity to provide such services within the City of Billings, Yellowstone County, and/or the State of Montana.

5.4.6 Certificates/Profile of Individual/firm Form. Pertaining to the aforementioned (within Sections 5.4.1 through 5.4.5) insurance certificates and licenses, each proposer is required to enter related information where provided for on the Profile of Individual/firm Form (do not attach or submit copies of the insurance certificates or licenses within the proposal submittal—we will garner the necessary documents from the successful proposer prior to contract execution).

5.5 Contract Service Standards. All work performed pursuant to this RFP must conform and comply with all applicable local, state, and federal codes, statutes, laws, and regulations.

5.6 Prompt Return of Contract Documents. Any and all documents required to complete the contract, including…