RFP-2609-324A Vacant Turnover Preparations Project FINAL.pdf

REQUEST FOR PROPOSALS (RFP) NO. RFP-2609-324A Vacant Turnover Preparations Project

HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA (HACCC)

RFP Document

Table of Contents [Table No. 1]

Section Description Page

Introduction 1

RFP Information at a Glance 2

1.0 HACCC’S Reservation of Rights 3

2.0 Scope of Work/Technical Specifications (See Attachment A) 3

3.0 Proposal Format 4

3.1 Tabbed Proposal Submittal 4

3.2 Blank Pages in Proposal 4

3.3 Proposal Submittal Method 4

4.0 Entry of Proposed Fees- Pricing Items 5

4.1 Pricing Items Lot #1 Fees 5

5.0 HUD Maintenance Wage Rates Determination (MWRD) (Attachment G) 9

5.1 Proposal Submission 9

5.2 Submission Responsibilities 9

6.0 Proposers Responsibilities-Contact with HACCC 9

6.1 Addendums 9

7.0 Pre-proposal Conference 10

8.0 Recap of Attachments 11

9.0 Proposal Evaluation 12

9.1 Evaluation Factors 12

9.1.1 Evaluation Method 12

10.0 Contract Award 13

10.1 Contract Award Procedure 13

10.2 Contract Conditions 14

10.3 Contract Period 15

10.4 Contract Services Standards 15

11.0 Licensing and Insurance Requirements 15

12.0 Index of Tables 16

INTRODUCTION

The Housing Authority of the County of Contra Costa (hereinafter, “HACCC”) is a public entity that provides federally subsidized housing and housing assistance to low-income families within the County of Contra Costa.

HACCC is headed by an Executive Director (ED) and is governed by a seven-person Board of Commissioners and is subject to the requirements of Title 24 of the Code of Federal Regulations (hereinafter, “CFR”) and HACCC’s procurement policy. An Executive director is appointed by the Board and is responsible for managing the daily operations of the agency with a budget of approximately $254 million and a staff of 106.

HACCC owns and manages 963 public housing units and 2 affordable tax credit developments. HACCC also manages approximately 9,500 families through the Housing Choice Voucher Program and Continuum of Care Grants.

In keeping with its mandate to provide efficient and effective services, HACCC is now soliciting a Request For Proposal (RFP) from qualified, licensed, and insured entities to provide services to HACCC as listed below. All bids 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

Accessing the RFP Solicitation [Table No. 2]

All HACCC solicitations are available for download at www.contracostahousing.org To submit proposal pricing, you must first register at no cost via our e-Procurement portal:

https://ha.internationaleprocurement.com/requests.html?company_id=11057 For assistance with registration or the e-Procurement system, contact customer support at 1-866-526-9266 or email support@internationaleprocurement.com

Responding to the RFP Solicitation - Questions

All questions pertaining to this solicitation shall be addressed via the e-Procurement portal. Once a question is posted, a response will be sent in the form of a numbered addendum for all bidders to review.

Responding to the RFP Solicitation - Entry of Proposed Fees

As directed within Section 4.0 of the RFP document, bidders must submit proposed pricing only through our internet e-Procurement System. HACCC will not accept proposed pricing verbally, by mail, telephone or fax!

Responding to the RFP Solicitation - Submission

Always follow HACCC instructions in the solicitation documents, along with any addenda when responding. Failure to do so may disqualify your bid response. To attach documents, open the solicitation, check the gray box near the bottom of the solicitation that says, “Respond – Will Bid”.

Follow the instructions in the “Attach Documents” area and “Revise the Response” to add any line items pricing that is required. After you review your proposal submission, click on the “Confirm Response” link and you will get confirmation number/letters at the top of the page.

As a contractor/vendor, you can revise your response at any time prior to the solicitation deadline date/time, by logging in and clicking on the title of the solicitation, clicking on “View Response”, and then on “Revise Response”. (Do Not Include Any Pricing Within Any Digital Documents You Are Submitting as Part of Your Proposal) Pricing must only be submitted where you are requested to do so.

If you have questions regarding any part of this process, contact e-Procurement Customer Support at

1-866-526-9266 or https://ha.internationaleprocurement.com/

HACCC Contact Person(s)

The HACCC contact person and contracting officer for this RFP is:

Julian Ignacio, Purchasing Agent purchasing@contracostahousing.org

Pre-Bid Conference & Bid-Walk (Tour of Properties to be Serviced)

Bid Walk Date & Time: September 23rd, 2026 at 10:00am (PST)

Locations:

1. Kidd Manor - 100 Austin Court, San Pablo, CA 94806

2. Vista del Camino – 2324 College Lane, San Pablo, CA 94806

Bid Submittal Due Date & Time

Monday, October 5th, 2026 Pricing and Digital Proposal Documents must be received no later than

2:00pm PST.

1.0 HACCC’S RESERVATION OF RIGHTS:

1.1 HACCC reserves the right to 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 HACCC to be in its best interests.

1.2 HACCC reserves the right not to award a contract pursuant to this RFP.

1.3 HACCC reserves the right to 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 HACCC reserves the right to determine the days, hours and locations that the successful proposer(s) shall provide the services called for in this RFP.

1.5 HACCC reserves the right to 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 HACCC Purchasing Agent (PA).

1.6 HACCC reserves the right to negotiate the fees proposed by the proposer entity.

1.7 HACCC reserves the right to 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 HACCC shall have no obligation to compensate any proposer for any costs incurred in responding to this RFP.

1.9 HACCC shall reserve the right 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 our internet e-Procurement System and downloading this document, each prospective proposer is thereby agreeing to abide by all terms and conditions listed within this document and within our internet e-Procurement System. The prospective bidder further agrees that he/she will inform the PA in writing within 5 days of the discovery of any item listed herein or of any item that is issued thereafter by HACCC that he/she feels needs to be addressed. Failure to abide by this time frame shall relieve HACCC, but not the prospective proposer, of any responsibility pertaining to such issue.

1.10 Request an oral interview with, and additional information from, companies/individuals prior to final selection of a provider.

1.11 Consider information about a company/individual in addition to the information submitted in the response or interview

2.0 SCOPE OF WORK (SOW) TECHNICAL SPECIFICATIONS:

The purpose of this Request for Proposals (RFP) is to establish a contract with one or more vendors for the labor, materials, and equipment needed to provide services to the Housing Authority of the County of Contra Costa (HACCC). HACCC owns and manages multiple properties throughout the county.

Please see Attachment A for the complete Scope of Work.

3.0 PROPOSAL FORMAT:

3.1 Tabbed Proposal Submittal: HACCC intends to retain the successful proposer pursuant to a

“Best Value” basis, not a “Low Proposal” basis ("Best Value," in that HACCC will, as detailed within the following Section 9.1, considering factors other than just cost in making the award decision). Therefore, so that HACCC can properly evaluate the offers received, all proposals submitted in response to this RFP must be formatted in accordance with the sequence noted following. 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 HACCC has published herein or has issued by addendum.

[Table No. 3]

RFP

Section

Tab

No.

Description

3.1.1

1 Profile of Firm Form: The Profile of Firm Form is attached hereto as Attachment

C to this RFP document. This 2-page Form must be fully completed, executed and submitted under this tab as a part of the proposal submittal.

3.1.2 2 Form HUD-5369-C (8/93), Certifications and Representations of Offerors, Non-

Construction Contract: This Form is attached hereto as Attachment E to this RFP document. This 2-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the proposal submittal.

3.1.4 3 Equal Employment Opportunity: The proposer must submit under this tab a copy of its Equal Opportunity Employment Policy.

3.1.5 4 Subcontractor/Joint Venture Information (Optional Item): The proposer shall identify hereunder whether or not he/she intends to use any subcontractors for this job, if awarded, and/or if the proposal is a joint venture with another firm. Please remember that all information required from the proposer under the proceeding tabs must also be included for any major subcontractors (10% or more) or from any joint venture.

3.1.6 5 Section 3 Business Documentation (Optional Item): For any proposer claiming a Section 3 Business, he/she shall under this tab include the fully completed and executed Section 3 Business Preference Certification Form attached hereto as Attachment H and any documentation required by that form.

3.1.7 6 Other Information (Optional Item): The proposer may include hereunder any other general information that the proposer believes is appropriate to assist HACCC in its evaluation.

8.0 7 Attachment D: Affidavit of Non-Collusion

3.2 If no information is to be placed under any of the above noted tabs (especially the "Optional" tabs), please place there under a statement such as "NO INFORMATION IS BEING PLACED UNDER THIS TAB" or "THIS TAB LEFT INTENTIONALLY BLANK." DO NOT eliminate any of the tabs.

3.3 Proposal Submittal Method: To attach documents, open the solicitation, check the gray box near the bottom of the solicitation that says, “Respond – Will Bid”. Follow the instructions in the “Attach Documents” area and “Revise the Response” to add any line items pricing that is required.

After you review your proposal submission, click on the “Confirm Response” link and you will get confirmation number/letters at the top of the page.

4.0 Entry of Proposed Fees: The proposed fees shall be submitted by the proposer and received by HACCC where provided on the noted Internet e-Procurement System only. Do not submit, enter or refer to any fees or costs within the 6-tab proposal submittal. —Any proposer that does so may be rejected without further consideration. The System will automatically calculate the listed/entered quantities multiplied by the proposed unit fees entered. A proposer must enter a proposed fee for each item--a "No Charge" will not be allowed for any item. A proposed fee of at least a minimum of $0.01 is required for each of the Pricing

Items. A blank, "no bid", or $0.00 cannot be accepted for any of the Pricing Items on our internet e-

Procurement System. The proposed fees submitted by each proposer are inclusive of all necessary costs to provide the proposed services not otherwise provided for herein, including, but not limited to: employee costs and benefits; clerical support; overhead; profit; supplies; materials; licensing; insurance; etc.

4.1 Pricing Items: Lot #1 –Fees Per Line Item

Description Unit of Measure

Quantity

Line Item# 1 Electrical wall outlets and switches shall be tested and made to be in operable condition.

Ea. 1

Line Item# 2 Cracked, broken or missing electrical receptor or switch cover plates shall be replaced with new nylon cover plates. HD Supply; SKU #329011

Ea. 1

Line Item# 3 Interior doors shall be supplied and installed with new door stops.

Doorstops shall be installed to wall.

Ea. 1

Line Item# 4 Excess cable wires must be removed from inside entire unit. Ea. 1

Line Item# 5 Throughout the entire exterior of the unit, clean and wash entire exterior of unit.

Ea. 1

Line Item# 6 Repair any leaking hose bibs and replace any missing sewer cleanout covers.

Ea. 1

Line Item# 7 Remove all debris from the unit interior, front yard and rear yard and dispose off-site.

Ea. 1

Line Item# 8 Repair or replace all water valves and angle stops as needed for full operation.

Ea. 1

Line Item# 9 Interior walls and ceilings: Repair/Patch and/or Replace damaged interior walls. Includes all holes, cracks, water damaged gypsum wall and ceiling surfaces. Tape, and top as required. Texture to match existing walls, clean, prime and prepare ready to receive new paint. Supply and apply 2 coats (or as needed), finish paint per specification throughout the entire unit including interior surfaces of all closets, open shelves, and pantry closets. New finish paint shall be uniform throughout. As required, all nylon surfaces shall be painted using nylon oil-based enamel paint; all metal surfaces shall be painted using metal oil-based paint. Bathroom to receive smooth finish.

Sq. Ft.

Line Item# 10 Remove and properly clean existing light fixtures and lens covers.

Replace light bulbs or tubes as needed.

Re-install light fixture lens covers.

Ea.

Line Item# 11 At all interior locations, remove all baseboards. Supply and install new 5” wood baseboards, per HACCC selection.

LF

Line Item# 12 Remove existing resilient plank flooring. Flooring style and color per Product List and HACCC selection.

Clean and prepare existing VCT ready to receive new resilient plank flooring overlay.

Use Fixall or equal to repair any missing floor tiles.

Supply and install new Resilient Plank Flooring.

Preparation and installation of new resilient plank flooring shall be according to manufacturer's recommendation.

Line Item# 13 Remove curtains, curtain rods, hooks, nails, screws and other misc. hardware.

Ea. 1

Line Item# 14 Replace any cracked or broken window glazing.

Line Item# 15 Repair window frames and replace missing or damaged window hardware if needed. Notify HACCC staff beyond reasonable repair.

Line Item# 16 Remove and clean all existing window screens and notify HACCC staff regarding missing or damaged screens. Clean all window glass and frames.

Remove existing overspray paint from frames, and thoroughly clean window frame tracks.

Reinstall cleaned window screens, and any replacement screens supplied by HACCC staff.

Line Item# 17 Supply and install new mini-blinds per product list at all window locations, excepting bathroom.

Line Item# 18 Replace interior door passage-sets, privacy-sets and dummy closet handsets if damaged or missing with satin chrome finish per Product List.

Clean any existing door hardware to remain.

Line Item# 19 Clean exterior locksets and deadbolts, and make alignment adjustments as needed

Ea. 1

Line Item# 20 As needed, supply and install new smoke alarms that shall display the date of manufacture on the device, provide a place on the device where the date of installation can be written, incorporate a hush feature, incorporate an end-of-life feature that provides notice that the device needs to be replaced, and, if battery operated, contain a non-replaceable, non-removable battery that is capable of powering the smoke alarm for a minimum of 10 years.

Line Item# 21 At exterior light fixtures, remove light fixture lens cover.

Clean and restore existing light fixture to proper working order.

Replace bulbs as needed and replace any missing address or unit numbers.

Line Item# 22 Clean all debris and trash from front and rear yards, including top of shed roof and canopy. Dispose debris off-site. Mow lawns immediately prior to completion.

Line Item# 23 At screen door, clean screen door surfaces and paint with metal paint "Rustoleum" to closely match existing. Restore screen door to proper working order.

Line Item# 24 At front door, clean existing threshold. As needed, remove existing door sweep and weather stripping and replace with new to match existing.

Line Item# 25 Clean and prepare exterior door's interior and exterior surfaces, door frame

Ea. 1

Line Item# 26 Prime door surfaces as necessary for paint.

Paint door finish to match existing.

Line Item# 27 Repair interior door as needed to proper working order, including repair or replacement of door hardware.

Prime as necessary.

Paint finish to match existing.

Line Item# 28 For stained finish cabinetry, clean, sand, and prepare all cabinet sides and face frames ready to receive new finish.

Remove, clean, sand/strip cabinet doors and drawers, and prepare to receive new stain and polyurethane finish.

Apply stain as needed and a minimum 2 coats of polyurethane finish on all cabinet doors, drawers and faces.

Throughout cabinet interior surfaces, finish all interior surfaces with semi-gloss "Oxford Brown" paint finish.

All hardware shall be cleaned and restored to proper working order.

Replace missing or damaged hardware to match existing.

Restore kitchen cabinets to proper working order.

Line Item# 29 Supply and install new kitchen sink drain strainer(s) per product list. Clean and prepare exterior door's interior and exterior surfaces, door frame

Line Item# 30 Replace existing 30 gal. water heater and piping with new, per product list.

Strap Water heater as required by code.

Line Item# 31 Replace existing 40 gal. water heater and piping with new, per product list.

Line Item# 32 At bedroom closets, repair or replace any missing or damaged shelving or rods.

Ea. 1

Line Item# 33 At bath, Remove existing sheet vinyl floor cover and rubber base Prepare floor for new surface, including new underlayment if needed.

Line Item# 34 Supply and install new sheet vinyl with 12-inch x 12-inch stone pattern to compliment new resilient plank flooring. Style to be approved by

HACCC.

Includes new metal transitioned strip between T&B and Hallway.

Line Item# 35 Supply and install new rubber base trims per Product List.

Lf. 1

Line Item# 36 Remove and clean existing toilet for re-installation.

Supply and install new toilet wax ring, flex metal water service line, new water valve and new toilet seat.

Re-install existing toilet and restore to proper working order.

Toilet shall be properly anchored with anchor bolts.

Line Item# 37 At existing medicine cabinet, thoroughly clean and polish existing medicine cabinet and mirror.

Ea. 1

Line Item# 38 Remove existing vanity, vanity sink, faucet, under-sink plumbing and water service lines. Supply and install new vanity cabinet per Product List Specifications. Supply and install new integral vanity sink; supply and install new vanity faucet; supply new under-sink plumbing including new p-trap and escutcheon; supply and install new risers, and water service lines. Any new materials to match existing, or per product list. All work must be to code.

Restore to proper working order.

Ea. 1

Line Item# 39 Remove damaged existing tub, and associated plumbing and fixtures.

Supply and install new tub in-kind. Supply and install new supply and waste piping, including shower/bath fixtures to match existing for a complete installation.

Line Item# 40 Caulk and reseal entire tub and new surround per manufacturer’s specifications.

Ea. 1

Line Item# 41 Remove all tub/shower tile, carefully retaining tile wainscot in remaining bathroom walls. Set aside any undamaged removed tiles for HACCC pick-up.

Supply and install new fiberglass 3-piece surround kit, including window-well surround. See Product List.

Line Item# 42 Clean and polish existing tub and tub surround. Dose not include tub refinishing.

Ea. 1

Line Item# 43 Thoroughly clean and polish existing toilet paper holder and towel bars or replace in-kind.

Line Item# 44 At existing exhaust fan, clean fan mechanism and cover.

Line Item# 45 Supply and install new plastic coated metal clothes lines to match

Remove all existing clothes lines.

Line Item# 46 At existing shed, make minor repairs. Supply and install new materials to match existing on shed.

Remove and repair all rotted sections at the bottom of storage shed sidings.

Line Item# 47 Supply and paint storage shed with exterior paint semi-gloss "Oxford Brown" Kelly-Moore exterior paint.

Line Item# 48 Adjust gate as necessary.

Line Item# 49 At existing gate, repair existing gate latch.

Line Item# 50 Replace missing fence boards in-kind, and paint fence with to match existing, as applicable.

HUD Maintenance Wage Rates Determination (MWRD): HUD has determined that, for non-construction maintenance work (work not covered by Davis-Bacon requirements), HACCC must ensure that contractors do not pay its employees that perform such work for HACCC at a rate less than the rates listed on the HUD MWRD. Therefore, by submitting a proposal, each proposer is thereby agreeing to and verifies that he/she will not pay his/her employees at rates less than detailed within the following Table No. 7. Please note that, as detailed within Section 10.10 of HUD Procurement Handbook 7460.8 REV 2 (most specifically within Section 10.10.E therein), the contractor will not be required to submit certified payrolls; however, the contractor must make its payroll records available to either HACCC or HUD on request, and failure on the part of the contractor to comply with this requirement will be the sole responsibility of the contractor, including any ensuing penalties, court costs, or wages due to employees as a result of the contractor’s failure to comply.

5.1 Proposal Submission: All pricing must be entered where provided within the e-Procurement System (ha.internationaleprocurement.com) and all electronic “digital copy” proposals must be submitted by no later than the submittal deadline stated herein (or within any ensuing addendum).

5.2 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 HACCC, including the RFP document, the documents listed within the following Section 5.0, 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 PA to exclude any of HACCC requirements contained within the documents may cause that proposer to not be considered for award.

6.0 Proposer's Responsibilities-Contact with HACCC: It is the responsibility of the proposer to address all communication and correspondence pertaining to this RFP process to the PA only. Proposers must not make inquiry or communicate with any other HACCC staff member or official (including members of the Board of Commissioners) pertaining to this RFP. Failure to abide by this requirement may cause HACCC to not consider a proposal submittal submitted from any proposer who has not abided by this directive.

6.1 Addendums: All questions and requests for information must be addressed in writing to the PA via the internet e-procurement system. The PA will respond to all such inquiries in writing by addendum to all prospective proposers (i.e. firms or individuals that have obtained the RFP Documents). During the RFP solicitation process, the PA will NOT conduct any ex parte (a substantive conversation—“substantive” meaning, when decisions pertaining to the RFP are made—between HACCC 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 or e-mail the PA—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 PA may not respond to the prospective proposer’s inquiries but will direct him/her to submit such inquiry in writing so that the PA may more fairly respond to all prospective proposers in writing by addendum.

RFP

Section

Classification

Wage Fringe Benefits

5.0 Maintenance $24.78 $12.61

[Table No. 4]

6.2 Minimum Requirements

This RFP sets forth the minimum requirements that all submissions shall meet. Failure to submit proposals in accordance with this request may render the proposal unacceptable.

6.3 Cost of the Proposal

Costs incurred by any proposer in the preparation of its response to the RFP are the responsibility of the proposer and will not be reimbursed by HACCC. Proposers shall not include any such expenses as part of their proposals

6.4 Disputes

In case of any doubt or differences of opinions as to the participation sought hereunder, or the interpretation of the provisions of the RFP, the dispute process shall apply. Contractors may appeal the recommended award, provided the appeal is in writing, contains the RFP number, is delivered to address HACCC P.O. Box 2759, Martinez, CA 94553, and is submitted according to the time requirements listed below. The following shall apply to protests (unless otherwise specified, this section will use the term “protest” to also include disputes and appeals):

Solicitation: Contractors may protest a solicitation issued by HACCC. It must be received by the Contracting Officer before the bid or proposal submittal deadline, or it will not be considered.

Award IFB: Any protest against the award of a contract based on an IFB must be received by the Contracting Officer no later than two full business days after the bid submittal deadline, or before award of the contract, whichever is earlier, or the protest will not be considered.

Award RFP: Any protest against the award of a contract based on an RFP or appeal of a decision by HACCC to reject a proposal, must be received by the Contracting Officer within three business days after notification to an unsuccessful proposer that they were not selected, or the protest will not be considered.

Rejection of Bid: Any protest of a decision by HACCC to reject a bid submitted in response to an IFB must be received by the Contracting Officer within two business days after being notified in writing of HACCC’s decision, or the appeal will not be considered.

A written response will be directed to the appealing Contractor within fourteen (14) calendar days of receipt of the appeal, advising of the decision with regard to the appeal and the basis for the decision. The decision of the HACCC shall be final and binding upon all parties.

7.0 Pre-bid Conference/Bidwalk: The scheduled pre-bid conference identified on Page 2 of this document is pursuant to HUD regulation. Attendance is not mandatory. Many prospective bidders have previously responded to an RFP with a multi-tabbed submittal and feel comfortable in doing so without attending the pre-bid conference. Typically, such conferences last 1 hour, though such is not guaranteed. The purpose of this conference is to assist prospective bidders to have a full understanding of the RFP documents so that he/she feels confident in submitting an appropriate bid; therefore, at this conference HACCC will conduct a brief overview of the RFP documents, including the attachments. Prospective bidders may also ask questions, though the CO/PA may require that some such questions are delivered in writing prior to a response being delivered. Whereas the purpose of this conference is to view the buildings to be demolished and review the RFP documents, attendees should bring a copy of the RFP documents to this conference. HACCC will not distribute any copies of the RFP documents at this conference.

8.0 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 hereby by reference included as a part of this

RFP:

[Table No. 5]

Attachment

Description

A Scope Of Work (SOW)

B Profile of Firm Form

C Instructions To Proposers & Contractors

D Affidavit of Non-Collusion

E Form HUD-5369-B, Instructions to Offerors, Non-Construction Form HUD-5369-C Certifications and Representations of Offerors, Non-Construction Contract Form HUD-5370-C Section I, General Conditions for Non- Construction Contracts (With or Without Maintenance) Form HUD-5370-C Section II, General Conditions for Non- Construction Contracts Section II (With Maintenance Work)

F HACCC Sample Contract Form (please note that this contract is being given as a sample only--HACCC reserves the right to revise any clause herein and/or to include within the ensuing contract any additional clauses that HACCC feels it is in its best interests to do so)

G Applicable HUD Maintenance Wage Rates Determination

(MWRD)

H Section 3 24 CFR135

9.0 PROPOSAL EVALUATION:

9.1 Evaluation Factors: The following factors will be utilized by HACCC 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.

[Table No. 6]

NO. MAX

POINT

VALUE

FACTOR

TYPE

FACTOR DESCRIPTION

1 40 points Objective The PROPOSED COSTS the proposer proposes to charge HACCC to provide the required work.

2 45 points Subjective

(Technical) The proposer's DEMONSTRATED EXPERIENCE in performing similar work and the proposer's

DEMONSTRATED SUCCESSFUL PAST

PERFORMANCE is crucial for this solicitation. This includes the ability to meet cost, schedule, and performance requirements, as well as providing excellent customer service and professionalism. Such qualifications will be verified through reference checks or other means.

3 15 points Subjective

(Technical) The OVERALL QUALITY, COMPLETENESS AND

PROFESSIONAL APPEARANCE OF THE PROPOSAL

SUBMITTED, based upon the opinion of the evaluators.

100 points 100 points Total Points

Evaluation Method:

9.1.1 Initial Evaluation for Responsiveness: Each proposal received will first be evaluated for responsiveness (e.g., meets the minimum of the published requirements). HACCC reserves the right to reject any proposals deemed by HACCC not minimally responsive (HACCC will notify such firms in writing of any such rejection).

9.1.2 Evaluation Packet for Proposals Deemed Responsive: Internally, an evaluation packet will be prepared for each evaluator, including the following documents:

9.1.2.1 Instructions to Evaluators;

9.1.2.2 Proposal Tabulation Form;

9.1.2.3 Written Narrative Justification Form for each proposer;

9.1.2.4 Recap of each proposer’s responsiveness;

9.1.2.5 Copy of all pertinent RFP documents.

9.1.3 Evaluation Committee: HACCC anticipates that it will select a minimum of a three-person committee to evaluate each of the responsive 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 Table No. 2, Page 2 of this document, the designated PA is the only person at HACCC that the proposers shall contact pertaining to this RFP. Failure to abide by this requirement will cause such proposer(s) to be eliminated from consideration for award.

9.1.4 Evaluation: The PA will evaluate and award points pertaining to Evaluation Factors No.

1 (the “Objective” Factors). The appointed evaluation committee, independent of the PA or any other person at HACCC, shall evaluate the responsive proposals submitted and award points pertaining to Evaluation Factors No. 2 & 3 (the “Subjective” Factors). Upon final completion of the proposal evaluation process, the evaluation committee will forward the completed evaluations to the PA.

9.1.5 Determination of Top-ranked Proposer: Typically, the subjective points awarded by the evaluation committee will be combined with the objective points awarded by the PA to determine the final rankings, which is typically forwarded by the PA to the ED for approval. If the evaluation was performed to the satisfaction of the 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 HACCC's option, be conducted prior to or after the BOC approval.

9.1.5.1 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.”

9.1.6 Notice of Results of Evaluation: If an award is completed, all proposers will receive by our Internet e-Procurement System a Notice of Results of Evaluation. Such notice shall inform all proposers of:

9.1.6.1 Which proposer received the award;

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

9.1.6.3 The cost or financial offers received from each proposer;

9.1.7 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 the evaluation committee. Similarly, all persons having ownership interest in and/or contract with a proposer entity will be excluded from participation on the evaluation committee.

10.0 CONTRACT AWARD:

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

10.1.1 By completing, executing and submitting the Profile of Firm, Attachment B, the “proposer is thereby agreeing to abide by all terms and conditions pertaining to this RFP as issued by HACCC, including the contract clauses already attached as Attachments F, Accordingly, HACCC has no responsibility to conduct after the submittal deadline any negotiations pertaining to the contract clauses already published.

10.1.2 Method of Award HACCC will retain the right to contract with one or more of the bidders as a result of this RFP, which contracting shall occur in the following manner (this is sometimes called “forming a pool” of vendors that HACCC may draw from).

10.1.3 If a pool of vendors is established, only the top 3 (three) bidders will be included. Each bidder will be ranked based on the total score given by the evaluation panel. If any of the top 3 (three) bidders withdraw or are dismissed for any reason at any time, the next highest-ranked bidder, who is not in the top 3 (three), may be considered for inclusion in the pool.

10.1.4 When HACCC has need of work, HACCC staff assigned will contact the 1st-ranked bidder to ascertain as to whether or not that bidder is available to do the work within the reasonable timeframe HACCC has established for that work (typically, “reasonable” shall be met at the site within 1 workday and begin work within 1 workday thereafter). If the 1st-ranked bidder is not available, HACCC will proceed to the next-ranked bidder, and so forth, until HACCC has located an available vendor. HACCC shall use the Purchase Order to record this information and tracking purposes for payment.

10.1.5 “Typical” Definition Pertaining to Emergencies. There may be instances when it is not reasonable to wait for the needed services to be completed, when service is required from a vendor immediately, meaning a vendor is needed to drive to the site quickly. In such cases HACCC reserves the right to (and probably will) suspend the one-day required response time and will seek a vendor who within the previously described pool rotation who is immediately available.

10.1.6 Procedure to Award. Once an available vendor has been chosen, the vendor and HACCC representative will meet at the applicable unit or site, conduct the walkthrough, and mutually determine the extent of the required work and arrive at an agreed-upon cost, which shall be calculated based on the pricing line items (as detailed within the preceding Section 4.0 herein).

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

10.2.1 Contract Form: HACCC will not execute a contract on the successful proposer's form-contracts will only be executed on HACCC form (please see Sample Contract, Attachments F), and by submitting a proposal the successful proposer agrees to do so (please note that HACCC reserves the right to amend this form as HACCC deems necessary). However, HACCC will during the RFP process (prior to the submittal deadline) consider any contract clauses that the proposer wishes to include therein and submits in writing a request for HACCC to do so; but the failure of HACCC to include such clauses does not give the successful proposer the right to refuse to execute HACCC's contract form. It is the responsibility of each prospective proposer to notify HACCC, 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. HACCC will consider and respond to such written correspondence, and if the prospective proposer is not willing to abide by HACCC's response (decision), then that prospective proposer shall be deemed ineligible to submit a proposal.

10.2.1.1 Please note that HACCC 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.

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

10.2.3 Unauthorized Sub-Contracting Prohibited: The successful proposer 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 PA. Any purported assignment of interest or delegation of duty, without the prior written consent of the PA shall be void and may result in the cancellation of the contract with HACCC, or may result in the full or partial forfeiture of funds paid to the successful proposer as a result of the proposed contract; either as determined by the PA.

10.3 Contract Period: HACCC anticipates that it will initially award a contract for the period of 1 year with the option, at HACCC’s discretion, of 2 (two) additional 2 (two)-year option periods, for a maximum total of 5 years.

10.4 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.

11.0 Licensing and Insurance Requirements: Prior to award (but not as a part of the proposal submission) the successful proposer will be required to provide:

11.1.1 An original certificate evidencing the proposer’s current industrial (worker’s compensation) insurance carrier and coverage amount;

11.1.2 An original certificate evidencing General Liability coverage, naming HACCC as an additional insured, together with the appropriate endorsement to said policy reflecting the addition of HACCC 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 deductible of not greater than $1,000;

11.1.3 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 $50,000/$100,000 and medical pay of $5,000.

11.1.4 The above insurance requirements are subject to periodic review by HACCC. HACCC's

Risk Manager is authorized, but not required, to reduce or waive any of the above insurance requirements whenever the Risk Manager determines that any of the above insurance is not available, is unreasonably priced, or is not needed to protect the interests of HACCC. In addition, if the Risk Manager determines that heretofore, unreasonably priced or unavailable types of insurance coverage or coverage limits become reasonably priced or available, the Risk Manager is authorized but not required, to change the above insurance requirements, to require additional types of insurance coverage or higher coverage limits, provided that any such change is reasonable in light of past claims against HACCC, inflation, or any other item reasonably related to HACCC's risk. Any such reduction or waiver for the entire term of the Agreement and any change requiring additional types of insurance coverage or higher coverage limits must be made by amendment to this Agreement. Contractor agrees to execute any such amendment within thirty (30) days of receipt.

11.1.5 All policies, except for the Workers' Compensation, Errors and Omissions and

Professional Liability policies, shall contain additional endorsements naming HACCC and its officers, employees, agents and volunteers as additional named insured with respect to liabilities arising out of the performance of services hereunder.

11.1.6 The Contractor shall require the carriers of the required coverage to waive all rights of subrogation against HACCC, its officers, employees, agents, volunteers, Contractors and subcontractors.

11.1.7 All policies required are to be primary and non-contributory with any insurance or self-insurance programs carried or administered by HACCC.

11.1.8 A copy of the proposer’s business license allowing that entity to provide such services within the County of Contra Costa and subsequent cities.

11.1.9 The requested related information shall also be entered where provided for on the Profile of Firm Form (DO NOT SUBMIT COPIES OF INSURANCE OR BUSINESS LICENSE DOCUMENTS WITHIN THE PROPOSAL SUBMITTAL--we will garner the necessary certificates from the successful proposer prior to contract execution).

12.0 Index of Tables [Table No. 7]

Table Description Page

1 Table of Contents 1

2 RFP Information at a Glance 2

3 Tabbed Proposal Submittal 4

4 HUD Maintenance Wage Rates Determination (MWRD) 6

5 Recap of Attachments 8

6 Proposal Evaluation Factors 9

7 Index of Tables 16

ATTACHMENT A

Scope of Work (SOW)

ATTACHMENT A

RFP-2509-324A Vacant Unit Turnover Project SOW

2.0 SCOPE OF WORK (SOW) TECHNICAL SPECIFICATIONS:

It is the intent of this RFP is to establish a term contract, with a vendor or multiple vendors for the Housing

Authority of the County of Contra Costa for labor, materials and equipment necessary to provide Vacant

Turnover Preparations Services for rental units on an “as-needed” basis. HACCC owns and manages multiple public housing units in a variety of configurations, throughout the County.

SERVICE AREA LOCATIONS

Property Name Property Address

Elder Winds 2100 Buchanan Rd, Antioch, CA 94509

Bridgemont 801 J. Street, Antioch, CA 94509

Casa de Serena 1015 Clearland Dr, Bay Point, CA 94565

Los Nogales Walnut & McClarren Road, Brentwood, CA 94513

Hacienda Apartments 1111 Ferry St, Martinez, CA 94553

Alhambra Terrace 3133 Estudillo St, Martinez, CA 94553

Los Arboles Las Dunas & La Vina, Oakley, CA 94561

Casa de Manana 970 Rosemary Ln, Oakley, CA 94561

El Pueblo 875 El Pueblo Ave, Pittsburg, CA 94565

Bayo Vista 2 California St, Rodeo, CA 94572

Kidd Manor 100 Austin Ct, San Pablo, CA 94806

Vista Del Camino 2324 College Ln, San Pablo, CA 94806

Successful Contractor(s) will be required to provide their services to all locations within the geographic service area.

ENTRY OF PROPOSED FEE/COSTS: Contractor Must Submit Pricing for Each Line Item via e-

Procurement System Only.

Description Unit of

Measure

Quantity

Line Item# 1 Electrical wall outlets and switches shall be tested and made to be in operable condition.

Ea. 1

Line Item# 2 Cracked, broken or missing electrical receptor or switch cover plates shall be replaced with new nylon cover plates. HD Supply; SKU #329011

Ea. 1

Line Item# 3 Interior doors shall be supplied and installed with new door stops.

Doorstops shall be installed to wall.

Ea. 1

Line Item# 4 Excess cable wires must be removed from inside entire unit. Ea. 1

Line Item# 5 Throughout the entire exterior of the unit, clean and wash entire exterior of unit.

Ea. 1

Line Item# 6 Repair any leaking hose bibs and replace any missing sewer cleanout covers.

Ea. 1

Line Item# 7 Remove all debris from the unit interior, front yard and rear yard and dispose off-site.

Ea. 1

Line Item# 8 Repair or replace all water valves and angle stops as needed for full operation.

Line Item# 9 Interior walls and ceilings: Repair/Patch and/or Replace damaged interior walls. Includes all holes, cracks, water damaged gypsum wall and ceiling surfaces. Tape, and top as required. Texture to match existing walls, clean, prime and prepare ready to receive new paint. Supply and apply 2 coats (or as needed), finish paint per specification throughout the entire unit including interior surfaces of all closets, open shelves, and pantry closets. New finish paint shall be uniform throughout.

As required, all nylon surfaces shall be painted using nylon oil-based enamel paint; all metal surfaces shall be painted using metal oil-based paint. Bathroom to receive smooth finish.

Line Item# 10 Remove and properly clean existing light fixtures and lens covers.

Replace light bulbs or tubes as needed.

Re-install light fixture lens covers.

Line Item# 11 At all interior locations, remove all baseboards. Supply and install new

5” wood baseboards, per HACCC selection.

LF

Line Item# 12 Remove existing resilient plank flooring. Flooring style and color per

Product List and HACCC selection.

Clean and prepare existing VCT ready to receive new resilient plank flooring overlay.

Use Fixall or equal to repair any missing floor tiles.

Supply and install new Resilient Plank Flooring.

Preparation and installation of new resilient plank flooring shall be according to manufacturer's recommendation.

Line Item# 13 Remove curtains, curtain rods, hooks, nails, screws and other misc.

hardware.

Line Item# 14 Replace any cracked or broken window glazing.

Line Item# 15 Repair window frames and replace missing or damaged window hardware if needed. Notify HACCC staff beyond reasonable repair.

Line Item# 16 Remove and clean all existing window screens and notify HACCC staff regarding missing or damaged screens. Clean all window glass and frames.

Remove existing overspray paint from frames, and thoroughly clean window frame tracks.

Reinstall cleaned window screens, and any replacement screens supplied by HACCC staff.

Line Item# 17 Supply and install new mini-blinds per product list at all window locations, excepting bathroom.

Line Item# 18 Replace interior door passage-sets, privacy-sets and dummy closet handsets if damaged or missing with satin chrome finish per Product List.

Clean any existing door hardware to remain.

Line Item# 19 Clean exterior locksets and deadbolts, and make alignment adjustments as needed

Ea. 1

Line Item# 20 As needed, supply and install new smoke alarms that shall display the date of manufacture on the device, provide a place on the device where the date of installation can be written, incorporate a hush feature, incorporate an end-of-life feature that provides notice that the device needs to be replaced, and, if battery operated, contain a non-replaceable, non-removable battery that is capable of powering the smoke alarm for a minimum of 10 years.

Line Item# 21 At exterior light fixtures, remove light fixture lens cover.

Clean and restore existing light fixture to proper working order.

Replace bulbs as needed and replace any missing address or unit numbers.

Line Item# 22 Clean all debris and trash from front and rear yards, including top of shed roof and canopy. Dispose debris off-site. Mow lawns immediately prior to completion.

Line Item# 23 At screen door, clean screen door surfaces and paint with metal paint

"Rustoleum" to closely match existing. Restore screen door to proper working order.

Line Item# 24 At front door, clean existing threshold. As needed, remove existing door sweep and weather stripping and replace with new to match existing.

Line Item# 25 Clean and prepare exterior door's interior and exterior surfaces, door frame

Ea. 1

Line Item# 26 Prime door surfaces as necessary for paint.

Paint door finish to match existing.

Line Item# 27 Repair interior door as needed to proper working order, including repair or replacement of door hardware.

Prime as necessary.

Paint finish to match existing.

Line Item# 28 For stained finish cabinetry, clean, sand, and prepare all cabinet sides and face frames ready to receive new finish.

Remove, clean, sand/strip cabinet doors and drawers, and prepare to receive new stain and polyurethane finish.

Apply stain as needed and a minimum 2 coats of polyurethane finish on all cabinet doors, drawers and faces.

Throughout cabinet interior surfaces, finish all interior surfaces with semi-gloss

"Oxford Brown" paint finish.

All hardware shall be cleaned and restored to proper working order.

Replace missing or damaged hardware to match existing.

Restore kitchen cabinets to proper working order.

Line Item# 29 Supply and install new kitchen sink drain strainer(s) per product list.

Clean and prepare exterior door's interior and exterior surfaces, door frame

Line Item# 30 Replace existing 30 gal. water heater and piping with new, per product list.

Line Item# 31 Replace existing…