Q24001 Inventory management systems RFQ.doc

REQUEST FOR QUALIFICATIONS (RFQ) No. Q24001, Inventory Systems Management

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

REQUEST FOR QUALIFICATIONS (RFQ)

No. Q24001 Inventory Systems Management

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) 11 developments totaling 274 units of HUD Public Housing; (b) 719 housing choice vouchers. HomeFront currently has approximately 30 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.

RFQ 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@homefrontmt.org

TDD/TTY: 711

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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 RFQ. Reject any or all proposals, to waive any informality in the RFQ process, or to terminate the RFQ 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 RFQ.

1.3 Right to Terminate. Terminate a contract awarded pursuant to this RFQ, 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 RFQ.

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 RFQ, 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 RFQ.

1.9 Right to Prohibit. At any time during the RFQ 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. The eProcurement Marketplace 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 the eProcurement Marketplace to obtain the documents. The Agency will reject without consideration any response submitted from a firm that has not obtained the documents from the eProcurement Marketplace.

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 proposer,” the Agency may utilize any of the following terms (or any combination of the terms):

2.1.1 “Successful Proposer” or “Successful Proposer(s);”

2.1.2 “Selected Firm” or “Selected Firm(s);”

2.1.3 “Developer” or “Developer(s);” or

2.1.4 “Developer Partner” or “Developer Partner(s).”

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 The terms may be utilized in the “plural” because the Agency reserves the right at any time during the ensuing contract period(s) to select more than one firm to provide services.

2.1.7 Whenever the term is utilized in the “singular,” such requirement may also be applied as if the term has been utilized in the “plural;” meaning, all requirements herein shall apply to any Developer Partner that the Agency may at any time chose to do work with.

2.1.8 Anywhere herein (including within the Attachments listed within the following Table No. 6 herein) when the term “Contractor” is utilized, unless specific reference is made to a “construction contractor,” 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(s) chosen will be experienced in Inventory Management Systems. The successful proposer(s) will be considered to be the Systems Manager. It is the intent of the Agency that this Systems Manager will direct all development activities under the oversight of the Agency as well as provide education to the Inventory Management System to be utilized in ongoing inventory/product management.

2.3 Background Information.

2.3.1 HomeFront manages and owns multiple properties across the city of Billings, MT. We are in need of an Inventory Management System to better help our Agency keep track of product purchased, used and/or product that needs to be purchased prior to product running out, in turn potentially delaying our ability to maintain our units properly.

2.4 The Role of the Selected Systems Manager. The Systems Manager shall be responsible for the following areas in one or both lots. Firms have the choice to bid on both lots or one lot:

Lot #1: Inventory Systems Management – Program Development/Implementation 2.4.1 Create or have a product/system available and ready to use for Inventory Management and inventory upkeep.

2.4.1.1 Create and/or design a complete inventory system for the Agency.

2.4.2 Fully versed in said product to ensure the system functions properly for the Agency and that all agency needs are met during the transition.

2.4.3 Provide training either hands on or virtually to all identified agency personnel.

2.4.4 Provide ongoing support for said product during transition and after transition period has ended.

2.4.5 Real-time, detailed visibility into key inventory control and supply chain management, including but not limited to:

2.4.5.1 Inventory Trends

2.4.5.2 Stock on order

2.4.5.3 Budget Monitoring/Tracking

2.4.5.4 Supplier on-time Performance

Lot #2: Agency Inventory Preparation for System Implementation 2.4.6 Complete a Full Inventory audit on consumables and fixed assets

2.4.7 Create Par Levels for ordering

2.4.7.1 Implemented system would be able to identify or ability to identify the following:

2.4.7.1.1 Par Levels

2.4.7.1.2 Current Levels

2.4.7.1.3 Locations

2.4.7.1.4

Trends

2.4.7.1.5 Order History (last date that an order was made for an item)

2.4.7.1.6 Fixed Assets: identify location, serial number, model number, date purchased, etc.

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

2.5.1 Experience in Inventory Systems Management.

2.5.2 Experience with tracking, data reporting and updating system as needed that will not interfere with Agency Day to day operations.

2.5.3 Successful system that is easy to use and implement.

2.5.4 Easy to access system for daily operations.

2.5.5 Ability to easily manage daily purchasing, updating, product replacement/replenishment.

2.5.5.1 Ability to track/manage both consumable and physical inventory.

2.5.6 Effective Communication with agency on implementation and support.

2.5.7 A system that is interactive with other housing industry software, such at Tenmast and MRI or ability to set up/implement Inventory Management in current software utilized by the Agency.

2.7 Role of the Agency. The Agency will play the following roles in the planning and implementation of the Mixed-Income Communities Initiative:

2.7.1 HUD Contact. The Agency will manage and take responsibility for ALL communication with HUD, and the preparation and submission of program documents and evidentiaries and obtain all HUD approvals including but not limited to demolition/disposition approval and mixed-finance approval. However, to the extent any such documents or evidentiaries are within the particular knowledge or responsibility of the Developer Partner, the Agency will expect the Developer Partner to prepare or assist in preparing such documents and evidentiaries as the Agency may direct.

2.8 Full Disclosure. The Agency requires full disclosure of who is involved in a proposed Inventory Management System. Following are the rules of disclosures for this category:

2.8.1 Agency requires complete disclosure of all entities and individuals in the Systems Manager team organizational structures.

2.8.2 Any relationship between individuals or entities of the Systems Manager team that could constitute a conflict of interest or identity of interest between the parties must be disclosed.

2.8.4 Complete organizational charts must be submitted for the Owner and Systems Manager entity that clearly show all principals down to individuals involved in the ownership and development of the project. Please note that no change to the project owner/developer structure can be made without the express consent of Agency.

2.8.5 All Pending litigations if any.

2.9 Previous/Current Contractor(s). The Agency has not recently retained a contractor for these services.

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 RFQ 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)

RFQ Section (2)

Tab No.

(3)

Description

3.1.4.1

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.

3.1.4.2

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

3.1.4.3

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

3.1.4.4

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 2.6 herein.

3.1.4.5

Provide a detailed property management transition plan to allow the Agency to manage the property within 5 years of the development achieving stabilization

3.1.4.6

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.

3.1.4.7

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.

3.1.4.8

How will property management staff be retained, screened, trained, and monitored.

3.1.4.9

The proposed quality assurance program.

3.1.4.10

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

3.1.4.11

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

3.1.6.1

The client’s name;

3.1.6.2

The client’s contact name;

3.1.6.3

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

3.1.6.4

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

3.2 No Fees Proposed. No fees shall be discussed or proposed, either verbally or in writing, during the RFQ competitive solicitation 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 RFQ but will reserve the right to award any amount of work on an as-needed basis.

3.2.1 Potential Guaranteed Contract Minimum Amount and Not-to-exceed Maximum Amount. However, if the Agency chooses, at any time during the ensuing contract period(s), to make award to more than one firm, then the ensuing contract will be an Indefinite Quantities Contract (IQC), which, pursuant to HUD regulation, requires the Agency to award to each responsive and responsible contractor who receives an award a Guaranteed Contract Minimum Amount (GCMA) and a Not-to-exceed Maximum Contract Amount (NMCA) of work, those required minimum and maximum contract levels are: (a) GCMA: $3,000; (b) NMCA: $300,000 (each shall be annual amounts).

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 Contractor for pre-approved travel expenses related to the on-site visits, such shall occur as follows (NOTE: The Agency will most likely require the Contractor to submit suitable copies of receipts with his/her billing for the following reimbursements):

3.3.4.1 Airfare Costs. Though the Contractor 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 Contractor after Agency approval in a timely manner so as to take advantage of discounts offered by an “advance purchase.” The Contractor 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 contractor’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 Contractor 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 Contractor submit to the Agency a detailed expense report and copies of receipts, the Agency may choose to pay the Contractor 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 Contractor 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 RFQ 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 the eProcurement Marketplace, 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 RFQ.

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 RFQ 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 RFQ 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 RFQ. 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 RFQ Documents). During the RFQ solicitation process, the CO will NOT conduct any ex parte (a substantive conversation—”substantive” meaning, when decisions pertaining to the RFQ 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 Contractor and HomeFront have, pursuant to HUD regulation, certain responsibilities pertaining to the hiring and retention of personnel and subcontractors.

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 contractor, 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 contractors, 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 contractors, 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 RFQ.

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 RFQ, which are hereby by reference included as a part of this RFQ:

[Table No. 5]

(1)

RFQ Section

Attachment (4)

Description

This RFQ Document

4.0 PROPOSAL EVALUATION.

4.1 Objective/Subjective 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 Type (4) Factor Description

(Technical) Evidence of the proposers CAPABILITY TO PROVIDE PROFESSIONAL SERVICES in a timely manner.

(Technical) Evidence of the proposers EXPERIENCE and PAST PERFORMANCE in terms of cost control, quality of work, and compliance with implementation schedules.

(Technical) The proposer’s DEMONSTRATED KNOWLEDGE of Inventory Management Systems related to Agency needs.

(Technical) The OVERALL QUALITY, ORGANIZATION, and PROFESSIONAL APPEARANCE of the PROPOSAL SUBMITTED, based upon the opinion of the evaluators.

100 points

Total Points (other than preference points)

*NOTE: Points will be awarded for each Subjective 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.

4.1.1 Preference Evaluation Factor. The following factors will be utilized by the CO to evaluate each proposal submittal received:

[Table No. 6a] (1) Factor

No.

(2)

Maximum Point Value (3) Factor Type (4) Factor Description

Priority I, Category 1a. Business concerns that are 51 percent or more owned by residents of the housing development or developments for which the Section 3-covered assistance is expended.

Priority II, Category 1b. Business concerns whose workforce includes 30 percent of residents of the housing development for which the Section 3-covered assistance is expended, or within three (3) years of the date of first employment with the business concern, were residents of the Section 3-covered housing development.

Priority III, Category 2a. Business concerns that are 51 percent or more owned by residents of any other housing development or developments.

Priority IV, Category 2b. Business concerns whose workforce includes 30 percent of residents of any other public housing development or developments, or within three (3) years of the date of first employment with the business concern, were “Section 3” residents of any other public housing development.

Priority V, Category 3. Business concerns participating in HUD Youth-build programs being carried out in the metropolitan area in which the Section 3-covered assistance is expended.

Priority VI, Category 4a. Business concerns that are 51 percent or more owned by Section 3 residents in the metropolitan area, or whose permanent, full-time workforce includes no less than 30 percent of Section 3 residents in the metropolitan area, or within three (3) years of the date of employment with the business concern, were Section 3 residents in the metropolitan area.

Priority VII, Category 4b. Business concerns that subcontract in excess of 25 percent of the total amount of subcontracts to Section 3 business concerns.

Maximum Available Preference Points (Additional)

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 RFQ 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 RFQ. PLEASE NOTE: No proposer shall be informed at any time during or after the RFQ 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 RFQ. 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 RFQ. 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 CO will evaluate and award points pertaining to Evaluation Factor No. 6 (the “Objective” Factor). 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 No. 1, 2, 3, 4, and 5 (the “Subjective” Factors). 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 Subjective Factors, please note the following range of points awarded (points pertaining to this RFQ 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. ll 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 RFQ, 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 RFQ 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 RFQ:

5.2.1 Contract Form. HomeFront will not execute a contract on the Contractor’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 Contractor agrees to do so (please note that HomeFront reserves the right to amend this form as HomeFront deems necessary). However, HomeFront will during the RFQ 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 Contractor 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 RFQ.

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 RFQ, 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 Contractor shall not assign any right, nor delegate any duty for the work proposed pursuant to this RFQ (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 Contractor 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 1 year with the option, at HomeFront’s discretion, of 4 additional one-year option periods, for a total maximum contract period of 5 years.

5.4 Licensing and Insurance Requirements. Prior to award (but not as a part of the proposal submission) the Contractor 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 Contractor 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,…