COMMUNITY DEVELOPMENT AUTHORITY

OF THE CITY OF MADISON

REQUEST FOR PROPOSALS

Project Title: Green Physical Needs Assessment and Energy Audit

Solicitation #: 8939-0-2020-DR

Issue Date: 4/27/2020

Submission Deadline: 5/28/2020, 2:00 PM

TABLE OF CONTENTS

Green Physical Needs Assessment and Energy Audit

Request for Proposals No. 8939

I. INTRODUCTION

II. PROJECT OBJECTIVE

III. SCOPE OF SERVICES

IV. DELIVERABLES AND TIMEFRAME

V. REPORTS

VI. QUALIFICATIONS

VII. PROPOSAL SUBMISSION

VIII. EVALUATION AND SELECTION

IX. CONTRACT FORM AND OTHER RELEVANT INFORMATION

X. STATEMENTS & REQUIRED INFORMATION

XI. APPENDICES

Appendix 1: List of Properties Covered by the RFP

Appendix 2: Instructions to Offerors – Non-Construction (HUD 5369-B & C)

Appendix 3: Sample CDA Purchase of Service Contract

Appendix 4: General Conditions for Non-Construction Contracts, Section I (HUD 5370-C)

Appendix 5: Cost Proposal Form Appendix 6: Section 3 Certification

COMMUNITY DEVELOPMENT AUTHORITY OF THE CITY OF MADISON

Request for Proposals (RFP)

GREEN PHYSICAL NEEDS ASSESSMENT AND ENERGY AUDIT

Solicitation No. 8939

The Community Development Authority of the City of Madison (CDA) is seeking proposals from qualified service providers for a green physical needs assessment and energy audit. The CDA will accept proposals until 2:00 PM CST on

Thursday, May 28, 2020.

PROPOSAL SUBMITTAL

Proposals will be received at the following address by the proposal deadline stated above:

DEBORAH RAKOWSKI, DEPUTY DIRECTOR

MADISON COMMUNITY DEVELOPMENT AUTHORITY

215 Martin Luther King Jr Blvd Suite 161 Madison, WI 53703 cdapurchasing@cityofmadison.com

Proposals will be accepted in paper or electronic formats. The CDA office listed above is open from 8:00 AM through 4:30 PM, Monday – Thursday. Paper proposals must be submitted in a sealed package CDA and clearly marked with the words “RFP Response Documents.”

All responses submitted are subject to these instructions and the Instructions to the Offerors, Non-Construction form HUD 5369-B, contained in Appendix 2.

CDA reserves the right to reject any or all proposals for cause and to waive any informality in the submission process if it is in the public interest to do so.

During the period between issuance of this RFP and the proposed due date, no oral interpretation of the RFP’s requirements will be given to any prospective Offeror. Requests for interpretation (and other questions) must be made in writing at least 7 days before the submission due date and time to:

DEBORAH RAKOWSKI, DEPUTY DIRECTOR

MADISON COMMUNITY DEVELOPMENT AUTHORITY

215 Martin Luther King Jr Blvd Suite 161 Madison, WI 53703 cdapurchasing@cityofmadison.com

During the period of advertisement for this RFP, CDA may wish to amend, add to, or delete from the contents of this RFP. In such situations, CDA will issue an addendum to the RFP setting forth the nature of the modification. All addenda will be posted on the CDA Housing Agency Online Marketplace or distributed to the prospective vendors, if known, via email.

OBTAINING RFP DOCUMENTS

Print copies and electronic files of RFP documents may be obtained beginning 4/27/2020. RFP documents are available electronically via the CDA Housing Agency Marketplace website or on www.demandstar.com. Interested parties may view RFP information by creating an account for free through the CDA Housing Agency Marketplace website or by downloading electronic bid documents for a $5 fee to the recipient on DemandStar.com. Interested parties may also request an electronic or print RFP packet by submitting an email request to cdapurchasing@cityofmadison.com.

mailto:cdapurchasing@cityofmadison.com http://portal.hud.gov/hudportal/documents/huddoc?id=5369-b.pdf mailto:cdapurchasing@cityofmadison.com https://ha.internationaleprocurement.com/requests.html?company_id=49370&nocache=28024764 https://ha.internationaleprocurement.com/requests.html?company_id=49370&nocache=28024764 http://www.demandstar.com/ https://www.cityofmadison.com/dpced/housing/doing-business-with-the-cda/3246/

If the RFP is obtained from any source other than via email request to the email address listed above, the Prospective

Proposer should email the following information to cdapurchasing@cityofmadison.com in order to be added to the

Prospective Proposers List and receive addenda:

Primary Contact

Agency Name

Business Address

Telephone

Email

I. INTRODUCTION

1. Madison Community Development Authority Background

The Community Development Authority of the City of Madison (CDA) is a public housing authority created under the laws of the State of Wisconsin that provides affordable housing to nearly 3,000 households throughout the City of Madison. The CDA functions both as a redevelopment authority and a public housing authority (PHA) under Wis. Stat. Sec. 66.1335. Its mission is to provide decent, safe, and sanitary housing for low-income families. CDA receives funding from the U.S. Department of Housing and Urban Development (HUD) for the operation and modernization of low-income public housing owned by the CDA.

2. Project Overview The Madison CDA will accept competitive sealed proposals for a qualified firm to conduct a 20-year Green Physical Needs Assessment and Energy Audit for 904 public housing and multifamily housing units and other facilities as listed in Appendix 1. The Green Physical Needs Assessment will be conducted in accordance with the U.S. Department of Housing and Urban Development (HUD) required criteria per Notice PIH 2010-46, the GPNA User Guide, and The Public Housing and Modernization Standards Handbook 7485.2. The Energy Audits will be conducted in accordance with 24 CFR Part 905 and energy codes.

HUD regulations require public housing authorities (PHAs) such as the CDA to undertake a Physical Needs Assessment (PNA) and an Energy Audit (EA) once every five years. In the near future, HUD is expected to require PNAs be expanded to integrate the energy audit and the PNA will be required to be performed using HUD’s PNA tool software (PNA tool). The new PNA tool allows PHAs to access the needs of their public housing portfolio over a planning horizon of 20 years. The PNA tools collects energy audit data in order to allow PHAs to evaluate green improvements on a continuous basis.

HUD has available a user guide for the PNA tool, frequently asked questions, webinar/webcast trainings, a training guide, and other resources. The PNA tool and other resources are available at:

http://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/programs/ph/capfund/gpn atool.

This RFP requires that the selected contractor follow the GPNA protocol, use the PNA tool in the conduct of the

GPNA, prepare the data for submission to HUD by generation of the XML file in the tool and provide the CDA with a written report and the completed PNA tool. During setup of the tool, the selected contractor must work with the PHA to request and receive the PIC data import necessary to begin using the PNA tool.

HUD does not provide software for conducting the EA. Instead, the EA must be performed in a format of the contractor’s choosing, in accordance with the requirements listed at 24 CFR Part 965.302. This RFP allows the option for including the ASHRAE Level II audit as part of a combined solicitation. The results of the EA should be loaded into and included in the PNA in accordance with the HUD PNA user guide.

http://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/programs/ph/capfund/gpnatool http://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/programs/ph/capfund/gpnatool

II. PROJECT OBJECTIVE

The purpose of this solicitation is to select a qualified firm to perform a Green Physical Needs Assessment (GPNA) and

Energy Audit of all the properties owned and managed by the CDA. The GPNA and Energy Audits will consist of a physical inspection and sampling of all identified properties listed in Appendix 1. The selected Contractor will provide a full range of services including evaluating the existing conditions of the housing stock including a random selection of units, common areas, offices, and program areas. The assessment will identify energy conservation measures and the cost savings that results from implementing the measures and thereby reduce operating costs.

All identified physical improvements will meet or exceed the HUD mandatory standards, and those established by local health, safety, and building codes.

At a minimum, the goal of the GPNA is to identify and provide a description of all physical improvements that will be required to bring the property back to a level comparable with “as built”, to the degree reasonably possible based on available information necessary to ensure long term (20 years) physical viability and in a manner suitable for planning and budgeting purposes. Data shall be in a format suitable for HUD reporting requirements. The GPNA and Energy Audit will provide the foundation for updating the CDA’s Capital Fund Rolling Five Year Plan.

III. SCOPE OF SERVICES

Green Physical Needs Assessment (GPNA) Scope of Work:

1. Generally, identify deficient conditions, such as those that result from deferred maintenance, and building and life safety code noncompliance or obsolescence issues.

2. Perform interviews and review existing property documentation with knowledgeable CDA staff, including building plans, building histories, prior assessments and energy audits, maintenance records, and Real Estate Assessment Center (REAC) scores of each property.

3. Identify all development components that will be part of the assessment.

4. Establish a methodology that will sample common areas such as lobbies, corridors, and community facilities.

5. Establish a sampling methodology per development. The sample should include at least 1 of each apartment size in each building type. Units must be distributed so that a variety of conditions will be evaluated (top floor units, corner units, areas where weathering occurs, etc.). Within each development, a sampling of:

10% of dwelling units

20% of dwelling buildings

100% percent of non-dwelling units

100% percent of common areas Within the unit sampling, a minimum of 50% of Section 504 designated units will be inspected but must include samples from all developments that have 504 units.

6. Establish a plan to inspect 100% of site, all systems, paving and grading, building exteriors/envelope, finishes, program areas, offices, basements, utilities, laundry facilities, multi-purpose building(s), mechanical areas, sprinklers, emergency systems, security, crawl spaces, etc. Please note that if individual units have individual HVAC, basements, etc., then these will be prioritized as part of the 25% sample, except in cases where there may be a typical component which should be assessed individually.

7. Perform walkthrough assessment/inspections of each development and other CDA properties to ascertain the condition of the property; immediate critical and non-critical needs; general code compliance; expected repair, replacement, and major refurbishment needs; and total estimated cost to complete such items. The assessor will record the data on the HUD PNA approved data collection forms for the following: site, building exterior, building systems, unit, and common areas.

8. Identify work necessary to comply with federal, state, and local requirements and codes, such as elimination of asbestos/lead and new energy code compliance.

9. As part of the assessment, each individual component will receive an estimate Expected Useful Life (EUL) and the reports should give the Remaining Useful Life (RUL) of each component.

10. As part of the assessment, each individual component will be provided with a replacement cost and for a total of those components. (E.g., per window and per window times all similar windows)

11. Identify work items needed and costs for implementation to make selected units accessible and usable by the handicapped as required by Section 504 of the Rehabilitation Act of 1973. This will include costs to retrofit a specific number of dwelling units to meet Section 504 requirements for persons with disabilities. Each area that is designated as part of Section 504 or Americans with Disabilities Act (ADA) requirements will be inspected to ensure that the components are functioning according to their purpose. Note: A regulatory compliance review is not required for these units or areas; only a functionality and EUL assessment is needed.

12. Identify energy conservation measures and review energy audit reports to incorporate energy audit recommendations into the GPNA. Evaluate options for increased energy efficiency.

13. The intent of the assessment is to perform a full evaluation based on visual observation of accessible areas. The assessor is not expected to perform destructive or forensic testing (opening wall cavities, cutting pipes, etc.) or to enter confined spaces. No destructive testing is to take place without prior written approval of the housing authority.

14. Any deficiencies identified that could have an impact on health and safety will be brought to the attention of the

CDA immediately by written and verbal notification as a matter of ensuring the safety of residents and housing authority personnel.

15. The selected Contractor will develop a Comprehensive Costing Library. Professional/certified cost estimating utilizing “R.S. Means” construction costing is preferred. Building a comprehensive cost and EUL component library is vital to using the HUD PNA Tool. The comprehensive cost and EUL component library must contain descriptions and reference information.

16. Provide a detailed report for the CDA that details the assessment data. The selected Contractor will detail quantity and cost estimates to accomplish each work item, a total for each project, and a grand total to accomplish all needed physical improvements. General work category (e.g., Kitchens, Bedrooms) costing without specific work item costing is unacceptable. Provide individual cost tables and digital photographs to document notable conditions at each property. The Contractor shall show a line-item prioritization. The work shall include a review of any prior plans, recommendations, and a detailed report on items completed in the interim. The major part of the work consists of a thorough assessment of noted property, leading to a prioritized list of recommended improvements, plus a detailed physical database. Included is the identification of work that may be recommended to improve long-term viability, such as change in physical configurations, comprehensive revitalization with total demolition, and/or disposition. All data will be entered into the HUD PNA tool, sufficient to produce a 20-year cost projection of needs for each capital component. All data fields in the PNA tool must be collected and input by Contractor into the PNA tool. Missing or incomplete data is unacceptable. Contractor will train CDA staff on how to enter/change information in the PNA tool.

The PNA will require the use of a HUD tool that can be found at the following HUD website address:

http://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/programs/ph/capfund/gpn atool.

A. Phases of Work: Work shall consist of three phases:

1. Pre-Assessment—focuses primarily on preparing for the assessment, as well as collecting and recording development data and utilizing architectural plan measurements and count data.

2. Assessment—focuses on helping you to identify all building components, including quantities of each present component; establish remaining useful life (RUL); and determine eligibility and cost of component refurbishment or replacement.

3. Post-Assessment—focuses on establishing industry-standard parallels through collection, review, data input, and report production.

B. Steps of Work: The steps involved include, but are not limited to:

1. Develop a detailed survey scope and survey methodology, pertinent to the collection of all assessment data and the information required to develop the database.

2. Survey existing physical conditions at the development, including but not limited to: the roofs, envelopes, windows, landscaping, streets/parking areas, sidewalks, etc.; the building interiors, including all finishes, fixtures, materials, and equipment; all common areas, including halls, lobbies, stairwells, etc.; crawl spaces, utility tunnels, etc.; and all mechanical, electrical, plumbing, and air conditioning systems, etc.

3. Interview resident representatives and maintenance and management staff; collect and record all relevant data.

4. Based on information gathered in the steps above, analyze the condition of all systems and components at the development and identify all capital improvements or modernization necessary.

5. Provide cost estimates for each item of recommended improvement, including units and unit prices where applicable.

6. Employ quantitative units in building the database wherever possible.

7. Review the CDA most recently available PNA to verify which items were completed and which items remain to be completed.

8. Prioritize each work item. There should be at least five (5) categories of priority, ranging from emergency, through urgent, to long-range.

9. To allow for future updates and modifications by the housing authority, the Contractor shall provide the entire plan in an electronic database format to facilitate the future updating of the facilities condition evaluations.

C. GPNA Report

Upon completion of the inspections, the selected Contractor will provide a report to the CDA in narrative and spreadsheet forms that meets the CDA requirements, in both paper and electronic format. This requirement also includes the XML report to be generated from the GPNA tool for submission to HUD. The draft report will contain the GPNA results, including ECMs from energy audits, and will be submitted to CDA for review and comments.

The report shall include the following:

http://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/programs/ph/capfund/gpnatool http://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/programs/ph/capfund/gpnatool

1. Any repair items that represent an immediate threat to health and safety.

2. A separate HUD Form 52828, Physical Needs Assessment, for each asset management property/development assessed. Attach to each report color photographs and a detailed narrative describing the property’s exterior and interior physical elements and condition, including architectural and structural components and mechanical systems. Include a section for the development that gives general information and descriptions of the development.

3. A listing of each issue of deficiency, by priority, giving at a minimum the system (HVAC, site, unit interior, etc.), a brief description of the problem, a brief recommendation, and a cost estimate.

4. An attachment that includes an overall listing of the recommended work items by priority, a copy of the survey form, and a listing of all the systems, components and subcomponents, and entry codes used in the database.

5. An Executive Summary summarizing major findings and recommendations plus any other major issues;

regulatory compliance issues such as relocation planning, asbestos-containing materials, lead-based paint, and environmental issues; or systematic problems. Also describe any Section 504 work items, energy conservation measures, and any environmental hazard (asbestos/lead-based paint) items.

Energy Audit Scope of Work The objectives of the audits are to identify energy conservation measures (ECMs), to determine costs to implement each ECM, and to calculate the cost-savings that result from implementing the measures. Additionally, the audit should identify any compliance, health, or safety issues related to energy improvements. Each development will require conduct of a non-investment-grade energy audit and a report. The Contractor shall perform an energy audit comparable to the standard established by the American Society of Heating, Refrigerating, and Air-Conditioning Engineers (ASHRAE) Level II.

A. Data Collection

The selected contractor shall conduct an energy audit for each measure. The following items are specifically included:

1. Prior energy audit reports (if available) and physical needs assessments (if available).

2. Energy consumption and cost information from utility bills (electric, gas, water, sewer) provided by the PHA for the three (3) most recent years for CDA paid utilities as well as tenant held accounts, if available. The analysis shall identify trends of consumption against a benchmark(s) to support the Contractor’s prioritization recommendations for actions such as implementing ECMs, maintenance activities, and/or resident education.

3. Walk-through inspections of reasonable sample of each type of dwelling units in each housing development.

Sample will be 10% of all residential units in all developments. However, all sites and building and unit types must be surveyed by a certified HERS Rater, state certified energy auditor, or other professional approved by HUD. The energy walkthrough survey must include Core ECMs, which have a proven track record at reducing energy and water consumption. The Core ECMs include items related to building envelopes (e.g., insulation);

heating, cooling, and other mechanical systems; water conservation; power, lighting systems, and controls (e.g., CFL); and appliances (e.g., ENERGY STAR). Advanced ECMs, which include advance, experimental, or difficult improvement items such as fuel conversion, conservation technologies (energy management systems), energy-generating technologies, and renewable energy systems (solar, geothermal), may be considered. Advanced ECM recommendations must be cost effective per HUD requirements.

4. Review of all available building plans, specifications, product literature, and test and balance data to quantify building and equipment design criteria, parameters, and sizes. The review should also include architectural, mechanical, and electrical drawings and specifications for housing developments, administrative offices, and other buildings and identify whether any energy conservation measures or energy-saving equipment is in use.

5. Collection of climatological data for the local area, to correlate energy usage to weather conditions.

6. Interviews of selected property, maintenance, and modernization personnel and residents to determine problem areas and concerns.

7. The Contractor will conduct blower door/duct leakage testing on a sampling Dwelling Unit at each development to determine air sealing requirements. The tester must be HERS Energy Rater certified or equivalent. Equipment must be calibrated within 12 months of blower door test. Evidence of calibrated equipment may be requested.

8. Conduct carbon monoxide and gas leak detection on all units inspected which have natural gas or propane appliances/equipment.

9. Contractor may conduct thermal imaging tests on problem areas which are not accessible with visual inspection.

B. Report Documentation or Report Preparation: The Contractor shall develop a comprehensive Energy Audit Report for each housing development and submit to the CDA. This report shall contain:

1. A summary of energy conservation measures studied and those recommended for implementation, by development.

2. A detailed description of each energy conservation measure, the cost to implement, the estimated annual savings that must result, and the average simple payback.

3. All energy-savings opportunities ranked according to their payback, by project, starting with the quickest and ending with the longest payback.

4. Recommendations as to the order in which the recommended energy-savings opportunities should be implemented in order to provide the CDA with a master plan of action.

5. Presentation of the interrelationships of the various energy conservation measures in a project so that the CDA understands the impact that implementing each measure has upon the other proposed measures.

6. All backup engineering calculations, so that the Energy Audit Report can be readily updated each year to reflect changes in the cost of energy or the cost to implement the energy-savings measures.

IV. DELIVERABLES AND TIMEFRAME

The contractor shall deliver the following, not later than 120 days from the effective date of the contract:

1. Hard copy and 1 electronic copy shall be submitted by the Contractor in a “flash or thumb drive” or compact disk

(CD) of the Draft Report of the Green Physical Needs Assessment Results and the Energy Audits.

2. Hard copy and 1 electronic copy shall be submitted by the Contractor in a “flash or thumb drive” or compact disk (CD) of the Final Report of the Green Physical Needs Assessment Results and the Energy Audits.

3. The Contractor will provide the CDA with a copy of the HUD’s Green Physical Needs Assessment Tool (GPNA) with all CDA PIC Data, GPNA Inspections, Comprehensive Cost Library, Replacement Needs, Refurbishment Needs, Sustainability Needs, Accessibility Needs, and Marketability Needs installed, if necessary.

These documents/devices shall be the sole property of the CDA. The Contractor shall not provide the documents produced for CDA under this contract to any other party unless approved in writing by the Contracting Officer.

Time Completion Plan/Schedule (TCP/S): Offerors shall establish in the TCP/S the schedules/milestones shown below for the deliverables identified. In developing the schedule of milestones, the Contractor shall provide for thirty (30) calendar days for the CDA to review, coordinate, and comment on draft deliverables.

Deliverables Timeframes/Milestones

Physical Needs Assessment (PNA) – Draft Version

Within ninety (90) days after the effective date of the Notice To Proceed (NTP)

Energy Audit – Draft Version Within ninety (90) days after the effective date of the NTP

Physical Needs Assessment (PNA) – Final Version

Within thirty (30) days after receipt of comments on the “Draft Version” of the PNA

Energy Audit – Final Version Within thirty (30) days after receipt of comments on the “Draft Version” of the Energy Audit

V. REPORTS

All reports are to be sent to:

Madison Community Development Authority Attn: Deborah Rakowski, Deputy Director 215 Martin Luther King Jr Blvd Suite 161 Madison, WI 53703 E: drakowski@cityofmadison.com

VI. QUALIFICATIONS

In order to be considered qualified to perform the services under the Scope of Services, contractors performing the PNA/EA must have the following qualifications:

1. One year experience working for or contracting with a Public Housing Authority (PHA) and/or related housing or government agencies. Must have experience in conducing physical needs assessments, energy audit/utilities studies, multi-family building codes inspections, the Capital Fund Program, and/or other public housing programs.

2. Minimum of 2 references with telephone numbers of housing agencies or multi-family properties where similar work has been performed.

GPNA:

3. At least 5 years:

Experience conducting inspections of building systems including roofs, structural components, living spaces, plumbing, electrical, HVAC, building envelope, emergency systems, elevators, community spaces, offices, and grounds or other amenities;

Demonstrated knowledge of local and state building codes and ordinances;

Demonstrated knowledge of energy-efficiency practices;

Working knowledge of commonly used computer technology (MS Excel, Access, etc.);

Experience with cost estimating; and

Knowledge of Section 504 and American with Disabilities Act.

mailto:drakowski@cityofmadison.com

Energy Audit:

4. Certification (“energy auditor,” “certified energy auditor,” “certified energy manager,” “HERS Rater”) from a state or national energy auditing certifying agency. Acceptable certifications include those provided by the American Association of Energy Auditors (AEE), the Building Performance Institute (BPI), and the Residential Energy Services Network (RESNET).

VII. PROPOSAL SUBMISSION

Proposals should be submitted using the format listed below.

1. Letter of Transmittal. A transmittal letter signed by the contractor authorized to submit the proposal and to make commitments on behalf of the company.

2. Table of Contents. A table of contents shall be provided that lists each section of the proposal as required by Part IV of this RFP.

3. Organization History. Give a brief description of the firm and its history.

4. Qualifications. A description of the firm’s qualifications to perform the PNA and/or EA.

5. Experience. Provide a list of the organizations for which the contractor has performed relevant work, going back at least 5 years. Particular emphasis should be on contracts with public housing agencies and performance of physical needs assessments and energy audits for properties of similar character to those of the subject PHA.

6. Staffing. Provide a list of staff members who will work on this contract, including principals and staff-level personnel, along with qualifications of each.

7. Evaluation Criteria. Provide information addressing each of the evaluation criteria.

8. Pricing. Provide pricing separately for the PNA, the EA, and Total Costs for providing the services covered by this RFP. Show each staff member, hours proposed, and hourly rates (fully loaded). Also show material and other costs, including travel, general, administrative, overhead, and profit.

9. References. Provide a list of clients, including the organization name, contact person, telephone number, and address as well as brief descriptions of the scope of work. (No fewer than two references and no more than five).

10. Other. Evidence of coverage as required under Part III and any other information the contractor or CDA deems relevant and would like CDA to consider.

VIII. EVALUATION AND SELECTION

Basis for award. The contract will be awarded to the firm whose proposal is determined by CDA to be the most advantageous to the CDA, with price and other technical factors considered.

Technical factors include:

1. Experience. Firm’s experience in performing physical needs assessments and/or energy audits. Emphasis should be placed on experience with public housing agencies, performing physical needs assessments and energy audits.

2. Qualifications. Identify the qualifications of the principals and staff performing work. Staff members performing the PNA or the EA must meet the qualifications listed under Part VI.

3. Approach/Work Plan. Firms must identify how they plan to undertake the activities under the Scope of Services provided in Part III, and the proposed timeline.

4. Section 3 and Small, Minority- and Women-Owned Businesses.

Firms must provide documentation regarding their status as either a Section 3 business concern or a small, minority- or woman-owned business concern.

Firms must submit separate plans as to how they intend to meet the individual requirements of 24 CFR 135 to provide economic opportunities for low-income persons in the jurisdiction of CDA and 24 CFR 200 for small, minority- and women-owned business enterprises.

Relative weight of technical evaluation factors:

Factors Points

1. Experience. 30

2. Qualifications. 20

3. Approach/Work Plan. 20

4. Section 3/MBE. 10

5. Pricing. 20

Total Points 100

Price will be considered in conjunction with technical factors by the CDA to determine the proposal that is most advantageous and offers the best value to CDA.

IX. CONTRACT FORM, OTHER RELEVANT INFORMATION

The contract executed pursuant to this RFP will include:

1. The specific contract document provided by CDA. CDA will use a service contract substantially in the form provided in Appendix 3. Please review Appendix 3. All proposers must be prepared to agree to all of the terms of the sample contract in Appendix 3. Please note especially section 12, Nondiscrimination, section 13, Affirmative Action, section 26, Indemnification, and Section 27, Insurance.

2. This RFP in its entirety, except any duplicative sections.

3. Required HUD forms:

Form HUD-5369-B, Instructions to Offerors − Non-Construction, is included in Appendix 2 and is part of this RFP. It is the Contractor's responsibility to carefully review the provisions.

Form HUD-5370-C, General Conditions for Non-Construction Contracts, Section I, is deemed to be a part of this RFP and the contract awarded under this RFP. The Contractor is expected to fully comply with this contract form.

The contractor is expected to provide all labor and materials necessary to accomplish the Scope of Services contained in Part III of this RFP.

The contractor will be paid upon completion of the contract and satisfaction of all contract and deliverable requirements contained in Part IV of this RFP.

X. STATEMENTS & REQUIRED INFORMATION

1. Clarifications and Addenda

Proposers are cautioned not to make any assumptions as to the implied meaning or intent of any part of the

RFP. Proposers should request clarification or additional information concerning the RFP in writing as soon as possible, but in no event will such requests be received by the Community Development Authority later than

Thursday, May 21, 2020 at 2:00 PM. If, in CDA’s opinion, additional information or interpretation is necessary, such information will be supplied in the form of an addendum that will be emailed to all individuals, businesses, etc., on the Prospective Proposers List. Such addenda shall have the same binding effect as though contained in the main body of the RFP. Corrections or clarifications made in any manner other than by written addendum addressed to all Proposers will not be binding on CDA and Proposers shall not rely thereon.

2. Clarification of Proposals

CDA reserves the right to seek clarification of written Proposals. Proposers will provide additional clarifying information in a timely manner.

3. References

CDA reserves the right to investigate references. Investigation may include past performance of the Proposer with respect to the successful performance of similar projects, compliance with specifications and contractual obligations, completion or delivery of a project on schedule or on budget, and lawful payment of subcontractors, employees, and workers.

4. Withdrawal or Revision of Proposals

Proposers may, without prejudice, withdraw Proposals submitted prior to the date and time specified for receipt of Proposals by requesting such withdrawal before the due time and date of the submission of Proposals. After the due date of submission of Proposals, no Proposals may be withdrawn for a period of 90 days or as otherwise specified or provided by law. Proposers may modify their Proposals at any time prior to opening of Proposals.

5. Acceptance/Rejection of Proposals

The CDA reserves the right to accept or reject any or all proposals submitted, in whole or in part, and to waive any informalities or technicalities, which at the CDA’s discretion is determined to be in the best interests of the

CDA. Further, the CDA makes no representations that a contract will be awarded to any proposer responding to this request. The CDA expressly reserves the right to reject any and all proposals responding to this invitation without indicating any reasons for such rejection(s).

The CDA reserves the right to postpone due dates and openings for its own convenience and to withdraw this solicitation at any time without prior notice.

6. Public Records

Proposers are hereby notified that all information submitted in response to this RFP may be made available for public inspection according to the Public Records Law of the State of Wisconsin or other applicable public records laws. Information qualifying as a “trade secret” – defined in State of Wisconsin Statutes – may be held confidential.

Proposers shall seal separately and clearly identify all information they deem to be “trade secrets,” as defined in the State of Wisconsin Statutes. Do not duplicate or co-mingle information, deemed confidential and sealed, elsewhere in your response.

S. 19.36(5)

(5) TRADE SECRETS. An authority may withhold access to any record or portion of a record containing information qualifying as a trade secret as defined in s. 134.90(1)(c).

s. 134.90(1)(c)

(c) “Trade secret” means information, including a formula, pattern, compilation, program, device, method, technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

The CDA cannot ensure that information will not be subject to release if a request is made under applicable public records laws. The CDA cannot consider the following confidential: a bid in its entirety, price bid information, or the entire contents of any resulting contract. The CDA will not provide advance notice to

Proposers prior to release of any requested record.

To the extent permitted by such laws, it is the intention of the CDA to withhold the contents of Proposals from public viewuntil such times as competitive or bargaining reasons no longer require non-disclosure, in the

CDA’s opinion. At that time, all Proposals will be available for review in accordance with such laws.

7. Tax Exempt

The Community Development Authority is exempt from payment of federal excise taxes and State of Wisconsin taxes. Federal Tax ID #39-6006968. A completed Wisconsin Department of Revenue Form S-211 (R.2-00) can be found on the City of Madison website. Our tax-exempt number is ES 42916.

8. Proposers Responsibility

Proposers shall examine this RFP and shall exercise their judgment as to the nature and scope of the work required. No plea of ignorance concerning conditions or difficulties that exist or may hereafter arise in the execution of the work under the resulting contract, as a consequence of failure to make necessary examinations and investigations, shall be accepted as an excuse for any failure or omission on the part of the Proposers to fulfill the requirements of the resulting contract.

XI. APPENDICIES

Appendix 1: List of Properties

Appendix 2: Instructions to Offerors – Non-Construction (HUD 5369-B)

Appendix 3: Sample CDA Purchase of Services Contract

Appendix 4: General Conditions for Non-Construction Contracts, Section I (HUD 5370-C)

Appendix 5: Cost Proposal

Appendix 6: Section 3 Certification

Appendix 1: List of Properties

Madison CDA

List of Properties

Address Development AMP Building Type Buildings Dwelling

Units

504 Units Construction

Date

Non-Dwelling

Unis

Common

Areas

Wright Street Townhomes WIS 3-1, A Site 200 Townhomes 10 28 1965

Webb Rethke Aparments WIS 3-1, B Site 200 Townhomes 11 35 1965 1

Gay Braxton Apartments WIS 3-1, C Site 400 Townhomes 6 60 1965

Baird Fisher Apartments WIS 3-1, D Site 300 Townhomes 10 28 1965

Romnes Apartments WIS 3-4 300 Multifamily Residential - 3 stories 1 166 1968 3 Yes

Tenney Park Apartments WIS 3-5 200 Multifamily Residential - 2 stories 4 41 1968 Yes

Brittingham Apartments WIS 3-6 400 High Rise - 10 stories 1 162 11 1976 2 Yes

2022–2036 Greenway Cross WIS 3-7 300 Townhomes 1 8 1981

2944-2946 & 2961-2967 Turbot Drive WIS 3-7 300 Duplex, Townhomes 2 6 1981

2916–2922 Harvey Street WIS 3-7 300 Fourplex 1 4 2 1981

4541-4543 Stein Avenue WIS 3-7 200 Duplex 1 2 1981

2292-2294 S Thompson Drive WIS 3-7 200 Duplex 1 2 1981

2918–2920 & 2926–2928 Traceway Drive WIS 3-7 300 Duplex 2 4 1981

2402, 2406, 2410 Catalpa Road WIS 3-7 300 Single Family Home 3 3 1981

1005 Sequoia Trail WIS 3-7 300 Single Family Home 1 1 1981

Truax Park Apartments - Straubel Court WIS 3-8 200 Multifamily Residential - 3 stories 4 46 1948 3 Yes

5301 & 5305 Shaw Court WIS 3-9 300 Single Family Home 2 2 1983

Williamson Street Apartments WIS 3-9 200 Townhomes 2 9 1 1983

7005-7015 & 7006-7024 Chester Drive WIS 3-9 300 Townhomes 5 16 1 1983

2506-2516 & 2518-2528 Frazier Ave WIS 3-9 300 Townhomes 4 12 1 1983

4338-4360 Britta Parkway WIS 3-9 300 Townhomes 3 12 1983

222 & 302 N Blackhawk Avenue WIS 3-13 300 Single Family Home 2 2 1991

4273 & 4309 Doncaster Drive WIS 3-13 300 Single Family Home 2 2 1991

5601 Elder Place WIS 3-13 300 Single Family Home 1 1 1991

1302 Tempkin Avenue WIS 3-13 300 Single Family Home 1 1 1991

6401-6403 Hamersley Road WIS 3-13 300 Duplex 1 2 1991

6405-6407 Raymond Road WIS 3-13 300 Duplex 1 2 1991

1309-1311 & 1401-1403 Theresa Terrace WIS 3-13 300 Duplex 2 4 1991

5122-5124 Manitowoc Parkway WIS 3-13 300 Duplex (Historical) 1 2 1991

5838 Russet Road WIS 3-13 300 Fourplex 1 4 1991

1647 & 1651 Capital Avenue WIS 3-13 300 Fourplex 2 8 1991

1810 S Whitney Way WIS 3-13 300 Fourplex 1 4 1991

Truax Phase 1 Amp 500 500 Multifamily Residential - 3 stories 6 71 2 2011 Yes

Truax Phase 2 Amp 600 600 Multifamily Residential - 2 stories 2 40 2015 1 Yes

Karabis Apartments Karabis Multifamily Residential - 1 story 1 20 20 1977 Yes

Parkside Townhomes Parkside Townhomes 3 12 2 1978

Parkside Apartments Parkside High Rise - 8 stories 1 82 7 1978 Yes

Total 103 904 47 10

Portfolio Unit Size Composition

Development Efficiency Bdrm

Bdrm

Bdrm

Bdrm

Bdrm Total

3-1A: Wright Street Townhomes 8 16 4 28

3-1B: Webb Rethke Townhomes 7 16 12 35

3-1C: Gay Braxton Townhomes 32 24 4 60

3-1D: Baird Fisher Townhomes 4 2 16 4 2 28

3-4: Romnes Apartments 165 1 166

3-5: Tenney Park Apartments 41 41

3-6: Brittingham Apartments 162 162

3-7: Scattered Sites 16 13 1 30

3-8: Truax Park Apartments - Straubel Court 46 46

3-9: Scattered Sites 50 1 51

3-13: West Scattered Sites 3 25 4 32

Amp 500: Truax Phase 1 70 1 71

Amp 600: Truax Phase 2 16 16 4 4 40

Karabis Apartments 2 16 2 20

Parkside Apartments 82 8 4 94

Total 32 504 223 109 25 11 904

For a map of Madison CDA properties, visit: https://www.cityofmadison.com/dpced/housing/map/ https://www.cityofmadison.com/dpced/housing/map/

Appendix 2: Instructions to Offerors – Non-Construction (HUD 5369B) form HUD-5369-C (8/93) ref. Handbook 7460.8Previous edition is obsolete page 1 of 2

1. Contingent Fee Representation and Agreement

(a) The bidder/offeror represents and certifies as part of its bid/ offer that, except for full-time bona fide employees working solely for the bidder/offeror, the bidder/offeror:

(1) [ ] has, [ ] has not employed or retained any person or company to solicit or obtain this contract; and

(2) [ ] has, [ ] has not paid or agreed to pay to any person or company employed or retained to solicit or obtain this contract any commission, percentage, brokerage, or other fee contingent upon or resulting from the award of this contract.

(b) If the answer to either (a)(1) or (a) (2) above is affirmative, the bidder/offeror shall make an immediate and full written disclosure to the PHA Contracting Officer.

(c) Any misrepresentation by the bidder/offeror shall give the PHA the right to (1) terminate the resultant contract; (2) at its discretion, to deduct from contract payments the amount of any commission, percentage, brokerage, or other contingent fee; or

(3) take other remedy pursuant to the contract.

2. Small, Minority, Women-Owned Business Concern Rep-resentation

The bidder/offeror represents and certifies as part of its bid/ offer that it:

(a) [ ] is, [ ] is not a small business concern. “Small business concern,” as used in this provision, means a concern, includ-ing its affiliates, that is independently owned and operated, not dominant in the field of operation in which it is bidding, and qualified as a small business under the criteria and size standards in 13 CFR 121.

(b) [ ] is, [ ] is not a women-owned small business concern.

“Women-owned,” as used in this provision, means a small business that is at least 51 percent owned by a woman or women who are U.S. citizens and who also control and operate the business.

(c) [ ] is, [ ] is not a minority enterprise which, pursuant to Executive Order 11625, is defined as a business which is at least 51 percent owned by one or more minority group members or, in the case of a publicly owned business, at least 51 percent of its voting stock is owned by one or more minority group members, and whose management and daily operations are controlled by one or more such individuals.

For the purpose of this definition, minority group members are:

(Check the block applicable to you)

[ ] Black Americans [ ] Asian Pacific Americans

[ ] Hispanic Americans [ ] Asian Indian Americans

[ ] Native Americans [ ] Hasidic Jewish Americans

3. Certificate of Independent Price Determination

(a) The bidder/offeror certifies that—

(1) The prices in this bid/offer have been arrived at indepen-dently, without, for the purpose of restricting competi-tion, any consultation, communication, or agreement with any other bidder/offeror or competitor relating to (i) those prices, (ii) the intention to submit a bid/offer, or

(iii) the methods or factors used to calculate the prices offered;

(2) The prices in this bid/offer have not been and will not be knowingly disclosed by the bidder/offeror, directly or indirectly, to any other bidder/offeror or competitor be-fore bid opening (in the case of a sealed bid solicitation) or contract award (in the case of a negotiated solicitation) unless otherwise required by law; and

(3) No attempt has been made or will be made by the bidder/ offeror to induce any other concern to submit or not to submit a bid/offer for the purpose of restricting competition.

(b) Each signature on the bid/offer is considered to be a certifi-cation by the signatory that the signatory:

(1) Is the person in the bidder/offeror’s organization respon-sible for determining the prices being offered in this bid or proposal, and that the signatory has not participated and will not participate in any action contrary to subpara-graphs (a)(l) through (a)(3) above; or

(2) (i) Has been authorized, in writing, to act as agent for the following principals in certifying that those principals have not participated, and will not participate in any action contrary to subparagraphs (a)(l) through (a)(3) above (insert full name of person(s) in the bidder/offeror’s organization responsible for determining the prices of-fered in this bid or proposal, and the title of his or her position in the bidder/offeror’s organization);

(ii) As an authorized agent, does certify that the princi-pals named in subdivision (b)(2)(i) above have not par-ticipated, and will not participate, in any action contrary to subparagraphs (a)(l) through (a)(3) above; and

U.S. Department of Housing and Urban Development Office of Public and Indian Housing

Certifications and Representations of Offerors Non-Construction Contract

Public reporting burden for this collection of information is estimated to average 5 minutes per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information.

This form includes clauses required by OMB’s common rule on bidding/offering procedures, implemented by HUD in 24 CFR 85.36, and those requirements set forth in Executive Order 11625 for small, minority, women-owned businesses, and certifications for independent price determination, and conflict of interest.

The form is required for nonconstruction contracts awarded by Housing Agencies (HAs). The form is used by bidders/offerors to certify to the HA's Contracting Officer for contract compliance. If the form were not used, HAs would be unable to enforce their contracts. Responses to the collection of information are required to obtain a benefit or to retain a benefit. The information requested does not lend itself to confidentiality.

form HUD-5369-C (8/93) ref. Handbook 7460.8Previous edition is obsolete page 2 of 2

(iii) As an agent, has not personally participated, and will not participate in any action contrary to subparagraphs (a)(l) through (a)(3) above.

(c) If the bidder/offeror deletes or modifies subparagraph (a)2 above, the bidder/offeror must furnish with its bid/offer a signed statement setting forth in detail the circumstances of the disclosure.

4. Organizational Conflicts of Interest Certification

(a) The Contractor warrants that to the best of its knowledge and belief and except as otherwise disclosed, it does not have any organizational conflict of interest which is defined as a situation in which the nature of work under a proposed contract and a prospective contractor’s organizational, fi-nancial, contractual or other interest are such that:

(i) Award of the contract may result in an unfair competi-tive advantage;

(ii) The Contractor’s objectivity in performing the con-tract work may be impaired; or

(iii) That the Contractor has disclosed all relevant infor-mation and requested the HA to make a determination with respect to this Contract.

(b) The Contractor agrees that if after award he or she discovers an organizational conflict of interest with respect to this contract, he or she shall make an immediate and full disclo-sure in writing to the HA which shall include a description of the action which the Contractor has taken or intends to eliminate or neutralize the conflict. The HA may, however, terminate the Contract for the convenience of HA if it would be in the best interest of HA.

(c) In the event the Contractor was aware of an organizational conflict of interest before the award of this Contract and intentionally did not disclose the conflict to the HA, the HA may terminate the Contract for default.

(d) The Contractor shall require a disclosure or representation from subcontractors and consultants who may be in a position to influence the advice or assistance rendered to the HA and shall include any necessary provisions to eliminate or neutralize conflicts of interest in consultant agreements or subcontracts involving performance or work under this Contract.

5. Authorized Negotiators (RFPs only)

The offeror represents that the following persons are authorized to negotiate on its behalf with the PHA in connection with this request for proposals: (list names, titles, and telephone numbers of the authorized negotiators):

6. Conflict of Interest

I…