RFP-2664-338 HVAC Services FINAL.pdf

REQUEST FOR PROPOSALS (RFP) NO. RFP-2664-338 HVAC Services

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 & Lot #2 Fees 5

5.0 HUD Maintenance Wage Rates Determination (MWRD) (Attachment G) 6

5.1 Proposal Submission 6

5.2 Submission Responsibilities 6

6.0 Proposers Responsibilities-Contact with HACCC 7

6.1 Addendums 7

7.0 Pre-proposal Conference 8

8.0 Recap of Attachments 9

9.0 Proposal Evaluation 10

9.1 Evaluation Factors 10

9.1.1 Evaluation Method 10

10.0 Contract Award 10

10.1 Contract Award Procedure 11

10.2 Contract Conditions 12

10.3 Contract Period 13

10.4 Contract Services Standards 13

11.0 Licensing and Insurance Requirements 13

12.0 Index of Tables 14

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, 1-866-526-0160 or 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)

July 15th, 2026 at 10:00am (PST).

Location: 3133 Estudillo Street, Martinez, CA 94553 Central Office, Alhambra Terrace

1111 Ferry Street, Martinez, CA 94553 Hacienda Apartments

Bid Submittal Due Date & Time

July 29th, 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 and labeled with the corresponding tab reference 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. Submit your C-20

CSLB issued License under this tab.

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 THIS DOCUMENT MUST BE NOTARIZED

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 7-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.

All proposers must hold a C-20 - Warm-Air Heating, Ventilating and Air-Conditioning Contractors license issued by the Contractors State License Board (CSLB) for any project, including labor and materials costing ($500) or more.

4.1 Pricing Items: Lot# 1 Dwelling Unit HVAC Systems – Repair or Replace Fees Per Line Item

Labor and materials as described below for repair or replacement of various HVAC systems at dwelling units located on HACCC properties.

Description Unit of Measure

Quantity

Line Item# 1 Remove existing wall heater. Provide and install new wall heater per the Product List. Ensure heating system is operating properly.

Dispose of old wall heater off-site.

Each 1

Line Item# 2 Remove existing wall heater. Provide and install new wall heater with blower per the Product List. Dispose of old wall heater off-site.

Each 1

Line Item# 3 Remove existing through-wall air conditioner. Provide and install new in-kind air conditioner, to be approved by HACCC staff. Dispose of old air conditioner off-site.

Line Item# 4 Provide and install new wall heater thermostat, using existing wiring.

Device to be approved by HACCC staff.

4.2 Pricing Items: Lot# 2 Non Dwelling HVAC Systems – Quarterly Preventative Maintenance

Fees Per Line Item

Labor and materials as described below for quarterly maintenance of various HVAC systems at non dwelling structures located on HACCC properties.

Description Unit of Measure

Quantity

Line Item# 1 Lubricate motor as required.

Check blower wheel Check fan rotation Inspect condensate drains and pans Replace belts as required Make required adjustments

Each 1

Line Item# 2 Provide Provide and install new oil filter per manufacturer’s specification.

Remove old filter and dispose off-site.

Each 1

Line Item# 3

Clean, oil and/or grease per manufacturer.

Check amperage.

Check contactors.

Inspect for frayed, cracked or poorly connected wires.

Each 1

Line Item# 4

Check combustion Check pilot.

Check automatic gas valve.

Each 1

Line Item# 5

Check refrigerant level.

Check moisture indicators.

Each 1

Line Item# 6

Check operation of all safety controls and operational controls.

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 THIS DOCUMENT MUST BE

NOTARIZED

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.

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) 7

5 Recap of Attachments 9

6 Proposal Evaluation Factors 10

7 Index of Tables 14

ATTACHMENT A

Scope of Work (SOW)

ATTACHMENT A

RFP-2664-338 HVAC Services 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 HVAC

Services for public housing properties 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 Road, 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 Street, Martinez, CA 94553

Alhambra Terrace 3133 Estudillo Street, Martinez, CA 94553

HACCC Main Office 3133 Estudillo Street, Martinez, CA 94553

HACCC HCV Office 2870 Howe Rd, Martinez, CA 94553

HACCC HCV Somersville Office 2601 Somersville Rd, Antioch CA 94509

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

Casa de Manana 970 Rosemary Lane, Oakley, CA 94561

El Pueblo 875 El Pueblo Ave., Pittsburg, CA 94565

Bayo Vista 2 California Street, Rodeo, CA 94572

Kidd Manor 100 Austin Court, San Pablo, CA 94806

Vista Del Camino 2324 College Lane., 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.

Services to be provided by the Contractor may include any or all of the following items:

Pricing Items: Lot#1 Dwelling Unit HVAC Systems – Repair or Replace Fees Per Line Item

Labor and materials as described below for repair or replacement of various HVAC systems at dwelling units located in public housing developments.

Quantity

Remove existing wall heater. Provide and install new wall heater per the Product List. Ensure heating system is operating properly. Dispose of old wall heater off-site.

EA 1

Remove existing wall heater. Provide and install new wall heater with blower per the Product List. Dispose of old wall heater off-site.

Remove existing through-wall air conditioner. Provide and install new in-kind air conditioner, to be approved by HACCC staff. Dispose of old air conditioner off-site.

Provide and install new wall heater thermostat, using existing wiring. Device to be approved by HACCC staff.

Pricing Items: Lot#2 Non Dwelling HVAC Systems – Quarterly Preventative Maintenance Fees Per

Line Item

Labor and materials as described below for quarterly maintenance of various HVAC systems at non dwelling structures located in public housing developments.

Quantity

Lubricate motor as required.

Check blower wheel

Check fan rotation

Inspect condensate drains and pans

Replace belts as required

Make required adjustments

EA 1

Provide and install new oil filter per manufacturer’s specification. Remove old filter and dispose off-site.

EA 1

Clean, oil and/or grease per manufacturer.

Check amperage.

Check contactors.

Inspect for frayed, cracked or poorly connected wires.

EA 1

Check combustion

Check pilot.

Check automatic gas valve.

EA 1

Check refrigerant level.

Check moisture indicators.

Check operation of all safety controls and operational controls. EA 1

GENERAL REQUIREMENTS:

All work is to be performed according to current California Uniform Building Codes (UBC), industry standards, and/or according to the material manufacturers’ recommendations and to the satisfaction of

HACCC. The Contractor will perform Painting Services for buildings owned by HACCC and located throughout Contra Costa County as requested by the Property Manager or their designee. HACCC offers no guarantee of any amount of work to be performed under the Contract.

All proposers must hold a C-20 - Warm-Air Heating, Ventilating and Air-Conditioning Contractors license issued by the Contractors State License Board (CSLB).

C-20 - Warm-Air Heating, Ventilating and Air-Conditioning Contractor

California Code of Regulations

Title 16, Division 8, Article 3. Classifications

A warm-air heating, ventilating and air-conditioning contractor fabricates, maintains, services and repairs warm-air heating systems and water heating heat pumps, complete with warm-air appliances; ventilating systems complete with blowers and plenum chambers; air-conditioning systems complete with air-conditioning unit; and the ducts, registers, flues, humidity and thermostatic controls and air filters in connection with any of these systems. This classification shall include warm-air heating, ventilating and air-conditioning systems which utilize solar energy.

Authority cited: Sections 7008 and 7059, Reference: Sections 7058 and 7059 (Business and Professions Code)

MATERIAL USED

Fan belts, CO2, refrigerant and chemicals shall be charged for as used. Miscellaneous wire ties, connectors, screws, etc. shall be charged for as used.

HACCC has provided a Product List of materials by manufacturers and styles, and the contractors shall provide a quote based on those materials. All adhesive material must be free from asbestos material.

WORKMANSHIP

All workmanship is to be of the highest quality standards to the satisfaction of HACCC. The responsible contractor shall assume full responsibility and warrant for one year the satisfactory performance of all labor and materials (notwithstanding additional manufacturer warranties).

The contractor shall ensure that personnel are knowledgeable of all the requirements of these specifications. The contractor shall be responsible for instructing his employees in safety measures considered appropriate. CAL OSHA safety requirements shall be complied within all activities under this award.

SITE CONTROL

Any areas being worked in shall be secured from public access, clearly marked, and barricaded, if necessary. At all times, work shall not interfere with undue ingress or egress of the building or normal operations by tenants, HACCC employees or vehicles. All surrounding surfaces and vegetation shall be protected from contact with any materials used in this project.

The contractor is solely responsible for damage to surrounding surfaces, facilities, vegetation, vehicles, or persons caused by its materials, equipment, workers, or agents. The contractor will be liable for damages caused to units, furnishings, and personal property of residents when work is being conducted in units.

The contractor shall make every effort to maintain a clean, quiet, and orderly work area throughout the term of this project. No materials or equipment shall be left on the site when the contractor's workers are not present. The contractor is responsible for protecting the work from damage from any source prior to final acceptance.

All waste must be disposed of by the contractor off HACCC property. Contractors will plan a schedule of work to be approved by the HACCC Property Manager or their designee. Any condition which may prevent a contractor from performing the work outlined and agreed upon will be reported immediately to the HACCC Property Manager for the development. All work is to be performed in accordance with all applicable local, State, and Federal standards and any applicable manufacturer's specifications.

PROJECT COORDINATORS

The HACCC project coordinator for this project is the Property Manager or their designee, who can be contacted via telephone numbers, which will be provided to the awarded contractor(s). Any work at the site shall be scheduled through HACCC at least forty-eight (48) hours in advance of the work. The contractor shall provide a Project Coordinator for the duration of the term of this agreement. The contractor's Project Coordinator shall have a cellular telephone, which number shall be provided to

HACCC. The Project Manager or Project Coordinator shall establish a routine for communications with

HACCC to provide a prompt and timely response to any concerns or problems that may arise. Time and frequency of direct meetings may vary as determined by HACCC. When the contractor or its agents are on the site, the Project Manager shall contact HACCC at least daily to review overall performance, receive special instructions regarding the scope of work or other pertinent items regarding the contract, and the contractor's performance. Before the work commences, the contractor must provide a work schedule that is approved by HACCC.

ATTACHMENT B

Profile of Firm Form

PROFILE OF FIRM FORM

(This Form must be fully completed and placed under Tab No. 3 of the “hard copy” tabbed bid submittal.)

(1) Prime ____ Sub-contractor _____ (This form must be completed by and for each).

(2) Name of Firm:_____________________________ Telephone:_____________ Fax: ____________

(3) Street Address, City, State, Zip:______________________________________________________

(4) Please attach a brief biography/resume of the company, including the following information:

(a) Year Firm Established; (b) Year Firm Established in [JURISDICTION]; (c) Former Name and Year Established (if applicable); (d) Name of Parent Company and Date Acquired (if applicable).

(5) Identify Principals/Partners in Firm (submit under Tab No. 5 a brief professional resume for each):

NAME TITLE % OF OWNERSHIP

(6) Identify the individual(s) that will act as project manager and any other supervisory personnel that will work on project; please submit under Tab No. 5 a brief resume for each. (Do not duplicate any resumes required above):

NAME TITLE

(7) Bidder Diversity Statement: You must circle all of the following that apply to the ownership of this firm and enter where provided the correct percentage (%) of ownership of each:

� Caucasian � Public-Held � Government � Non-Profit

American (Male) Corporation Agency Organization

Resident- (RBE), Minority- (MBE), or Woman-Owned (WBE) Business Enterprise (Qualifies by virtue of 51% or more ownership and active management by one or more of the following:

�Resident- �African �**Native �Hispanic �Asian/Pacific �Hasidic �Asian/Indian Owned* American American American American Jew American

�Woman-Owned �Woman-Owned �Disabled �Other (Specify):

(MBE) (Caucasian) Veteran

WMBE Certification Number:______________________________________________________________ Certified by (Agency):____________________________________________________________________

(NOTE: A CERTIFICATION/NUMBER NOT REQUIRED TO BID – ENTER IF AVAILABLE)

Signature Date Printed Name Company

PROFILE OF FIRM FORM

(This Form must be fully completed and placed under Tab No. 3 of the “hard copy” tabbed bid submittal.)

(8) Federal Tax ID No.:__________________________________________________________________

(9) [APPROPRIATE JURISDICTION] Business License No.:______________________________________

(10) State of ______ License Type and No.:________________________________________________

(11)Worker’s Compensation Insurance Carrier:______________________________________________

Policy No.:__________________________________ Expiration Date:_______________________

(12) General Liability Insurance Carrier:___________________________________________________ Policy No. __________________________________ Expiration Date:_______________________

(13) Professional Liability Insurance Carrier: _______________________________________________ Policy No. __________________________________ Expiration Date:_______________________

(14) Debarred Statement: Has this firm, or any principal(s) ever been debarred from providing any services by the Federal Government, any state government, the State of California, or any local government agency within or without the State of California? Yes � No � If "Yes," please attach a full detailed explanation, including dates, circumstances and current status.

(15) Disclosure Statement: Does this firm or any principals thereof have any current, past personal or professional relationship with any Commissioner or Officer of HACCC? Yes � No � If "Yes," please attach a full detailed explanation, including dates, circumstances and current status.

(16) Non-Collusive Affidavit: The undersigned party submitting this bid hereby certifies that such bid is genuine and not collusive and that said bidder entity has not colluded, conspired, connived or agreed, directly or indirectly, with any bidder or person, to put in a sham bid or to refrain from bidding, and has not in any manner, directly or indirectly sought by agreement or collusion, or communication or conference, with any person, to fix the bid price of affiant or of any other bidder, to fix overhead, profit or cost element of said bid price, or that of any other bidder or to secure any advantage against HACCC or any person interested in the proposed contract; and that all statements in said bid are true.

(17) Verification Statement: The undersigned bidder hereby states that by completing and submitting this form he/she is verifying that all information provided herein is, to the best of his/her knowledge, true and accurate, and agrees that if HACCC discovers that any information entered herein is false, that shall entitle HACCC to not consider nor make award or to cancel any award with the undersigned party.

Signature Date Printed Name Company

ATTACHMENT C

Instructions To Proposers & Contractors

HOUSING AUTHORITY OF CONTRA COSTA COUNTY (HACCC)

Instructions To Proposers & Contractors (ITPC)

Table of Contents Section Description Page

1.0 General Conditions 2

1.1 Applicability 2

1.2 Definitions 2

2.0 Conditions To Propose 4

2.1 Pre-qualification of Proposers 4

2.2 RFP Forms, Document Specifications and Drawings 4

2.3 Proposal Preparation, Submission and Receipt by HACCC 4

2.4 Exceptions to Specifications 6

2.5 Lump Sum Cost Breakdown (LSCB) 6

3.0 Proposal Evaluation 8

3.1 Proposal Opening Results 7

3.2 Award of Proposal(s) 7

3.3 Rejection of Proposals 8

3.4 Cancellation of Award 8

3.5 Mistake in Proposal Submitted 8

3.6 Irregular Proposal Submitted 8

3.7 Disqualification of Proposers 9

3.8 Burden of Proof 10

4.0 Right To Protest 10

4.1 Rights 10

4.2 Administrative Powers 10

4.3 Procedure to Protest 10

5.0 Disputed Billings (Charges) 12

5.1 Procedures 12

6.0 Additional Considerations 13

6.1 Right of Joinder Pursuant to NRS 332.195 13

6.2 Non-escalation 14

6.3 Funding…