REQUEST FOR PROPOSAL

RFQ-2024-01

RFQ FOR ARCHITECTURAL/ENGINEERING SERVICES

Marin Housing Authority

4020 Civic Center Drive

San Rafael, CA 94903

RELEASE DATE: October 23, 2024

DEADLINE FOR QUESTIONS: November 22, 2024

RESPONSE DEADLINE: November 27, 2024, 11:59 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/marinhousing https://secure.procurenow.com/portal/%7bproject.government.code%7d

Marin Housing Authority

REQUEST FOR PROPOSAL

RFQ for Architectural/Engineering Services

I. Introduction II. Scope of Work/Service

III. Rules and Regulations IV. Evaluation Factors V. Vendor Questionnaire

VI. Submission Requirements

Attachments:

A - 1.0 RFQ 2024-01 A&E Services

B - 2.0 Form of Proposal

C - 3.0 HUD Form 5369 B

D - 4.0 Profile of Firm Form

E - 5.0 Agency Supplemental Instructions to Proposers Contractors (SIPC)

F - 6.0 Long Form Contract DRAFT TEMPLATE

G - 6.1 HUD Form 5370 II

H - 6.2 Sample Appendix HUD Form 92010

I - 6.3 HUD-50071

J - 6.4 HUD Form SF-LLL

K - 6.5 Standard Form 330

Request For Proposal #RFQ-2024-01 Title: RFQ for Architectural/Engineering Services

1. Introduction

1.1. Summary

Currently, MHA owns and/or manages and/or is in partnership for: ten developments of

HUD public housing (including one in the National Register of Historic Places and the

California Register of Historical Resources), four non-HUD funded public housing properties, 100 Tax Credit Units, and over 3,200 Section 8 Tenant Housing Vouchers.

MHA has two operations offices with approximately 54 employees.

MHA intends to award a contract to a firm or firms to provide "as needed" architectural and engineering services (A/E) for various general construction and rehabilitation projects as described in Section 5.0 Scope of Work/Technical Specifications.

Currently, MHA has an immediate and urgent need for exterior lighting infrastructure energy efficiency upgrades throughout MHA’s Golden Gate Village complex (the NRHP - Registered property). The project would replace 524 existing, inefficient and outdated exterior light fixtures (original to the complex’s

1960 construction) with new, energy efficient LED systems. The fixtures light the parking lot, pathways, and exterior parking canopies of the complex.

In addition, MHA has an immediate and urgent need for comprehensive mapping and evaluation of existing irrigation systems; identify and document issues;

provide detailed assessment reports with recommendations; and perform necessary repairs and updates based on the assessments.

1.2. Background

It is the intent of this RFQ to establish a term contract or contracts for the listed services for an initial award of two (2) years; three (3) extension options may be extended for a contract or contracts not to exceed a cumulative total length of five (5) years, with a vendor or multiple vendors.

Please RSVP for the optional "Pre-bid Meeting" (conducted via Microsoft Teams) at the top of this page:

1.3. Contact Information

Project Contact:

Chris Barta

Manager of Contracts and Procurement

4020 Civic Center Drive

San Rafael, CA 94903

Email: cbarta@marinhousing.org

Phone: (415) 491-2525

Procurement Contact:

Chris Barta

Manager of Contracts and Procurement

4020 Civic Center Drive

San Rafael, CA 94903

Email: cbarta@marinhousing.org

Phone: (415) 491-2525

Department:

Maintenance

1.4. Timeline

Posting Date October 23, 2024

Pre-Proposal Meeting (Non-

Mandatory)

November 20, 2024, 1:00pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWI2NGIxN2EtMmU0

OC00NzE3LTliNjQtZWI0NThlNDI0NmU0%

40thread.v2/0?context=%7b%22Tid%22%

3a%2258190e1e-cb10-4f58-8f67-

03c426b16cce%22%2c%22Oid%22%3a%

22d2fd88f2-4163-4a8f-93a7-eb4abaeb9ccb%22%7d

Meeting ID: 241 571 332 615

Passcode: X4cVC9

Question Submission Deadline November 22, 2024, 11:59pm

Proposal Submission Deadline November 27, 2024, 11:59pm mailto:cbarta@marinhousing.org tel:(415)491-2525 mailto:cbarta@marinhousing.org tel:(415)491-2525 https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWI2NGIxN2EtMmU0OC00NzE3LTliNjQtZWI0NThlNDI0NmU0%40thread.v2/0?context=%7b%22Tid%22%3a%2258190e1e-cb10-4f58-8f67-03c426b16cce%22%2c%22Oid%22%3a%22d2fd88f2-4163-4a8f-93a7-eb4abaeb9ccb%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWI2NGIxN2EtMmU0OC00NzE3LTliNjQtZWI0NThlNDI0NmU0%40thread.v2/0?context=%7b%22Tid%22%3a%2258190e1e-cb10-4f58-8f67-03c426b16cce%22%2c%22Oid%22%3a%22d2fd88f2-4163-4a8f-93a7-eb4abaeb9ccb%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWI2NGIxN2EtMmU0OC00NzE3LTliNjQtZWI0NThlNDI0NmU0%40thread.v2/0?context=%7b%22Tid%22%3a%2258190e1e-cb10-4f58-8f67-03c426b16cce%22%2c%22Oid%22%3a%22d2fd88f2-4163-4a8f-93a7-eb4abaeb9ccb%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWI2NGIxN2EtMmU0OC00NzE3LTliNjQtZWI0NThlNDI0NmU0%40thread.v2/0?context=%7b%22Tid%22%3a%2258190e1e-cb10-4f58-8f67-03c426b16cce%22%2c%22Oid%22%3a%22d2fd88f2-4163-4a8f-93a7-eb4abaeb9ccb%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWI2NGIxN2EtMmU0OC00NzE3LTliNjQtZWI0NThlNDI0NmU0%40thread.v2/0?context=%7b%22Tid%22%3a%2258190e1e-cb10-4f58-8f67-03c426b16cce%22%2c%22Oid%22%3a%22d2fd88f2-4163-4a8f-93a7-eb4abaeb9ccb%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWI2NGIxN2EtMmU0OC00NzE3LTliNjQtZWI0NThlNDI0NmU0%40thread.v2/0?context=%7b%22Tid%22%3a%2258190e1e-cb10-4f58-8f67-03c426b16cce%22%2c%22Oid%22%3a%22d2fd88f2-4163-4a8f-93a7-eb4abaeb9ccb%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWI2NGIxN2EtMmU0OC00NzE3LTliNjQtZWI0NThlNDI0NmU0%40thread.v2/0?context=%7b%22Tid%22%3a%2258190e1e-cb10-4f58-8f67-03c426b16cce%22%2c%22Oid%22%3a%22d2fd88f2-4163-4a8f-93a7-eb4abaeb9ccb%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWI2NGIxN2EtMmU0OC00NzE3LTliNjQtZWI0NThlNDI0NmU0%40thread.v2/0?context=%7b%22Tid%22%3a%2258190e1e-cb10-4f58-8f67-03c426b16cce%22%2c%22Oid%22%3a%22d2fd88f2-4163-4a8f-93a7-eb4abaeb9ccb%22%7d

2. Scope of Work/Service

2.1. REQUEST FOR PROPOSALS RFP 2024-012 For LANDSCAPING SERVICES FOR MARIN HOUSING AUTHORITY “AMP2,” and “Quad”/HEADQUARTERS

PROPERTIES.

See, Attachment 1.0 for Scope of Work/Services

3. Rules and Regulations

Reservation of Rights

3.1. Rules and Regulations/Reservation of Rights

(A) The issuance of this RFP does not constitute an agreement that any contract will be entered into by MHA. MHA expressly reserves the right at any time to:

• (1): Waive or correct any defect or informality in any response, submittal, or submittal procedure.

• (2): Reject any or all responses.

• (2): Award an agreement for all or a portion of the Scope of Services

• (4): Award agreements to multiple providers.

• (5) Re-issue this RFP or change deadline dates.

• (6): Modify all/any portion of the selection procedures, prior to the submission deadline, including deadlines for accepting responses, the specifications or requirements for any materials, equipment, or services to be provided under this

RFP, or the requirements for contents or format of the responses.

• (7): During the evaluation process, request additional information which MHA deems necessary to determine the proposer’s ability to perform the required services. If information is requested, the proposer will have three (3) business days to submit the information.

(B) All responses are public records. If a respondent claims portions of its response are exempt from disclosure, the respondent must clearly identify those portions with the word "Confidential" printed on the lower right-hand corner of the page. MHA will consider a respondent's request for non-disclosure but will make a decision based upon applicable laws. Assertions by a respondent that the entire submittal or large portions are exempt from disclosure will not be honored. All responses to this RFP shall become

MHA’s property and will be retained or disposed of accordingly.

(C) All data and information furnished by MHA or referred to in this RFP are furnished for the respondent's convenience. MHA does not guarantee that such data and information are accurate and assumes no responsibility whatsoever as to its accuracy or interpretation. Respondents shall satisfy themselves as to the accuracy or interpretation of all such information and data.

(D) By submitting a response to this RFP, the respondent waives all rights to seek any legal remedies regarding any aspect of this RFP, MHA’s selection of a consultant, and/or the rejection of any/all responses.

(E) MHA also reserves the right to negotiate any price or provisions and accept any part, or all parts of any or all responses, whichever is in MHA’s best interest.

(F) All respondents submit their statements with the understanding that the final approval of any agreement is contingent upon and subject to review and final approval by the MHA Board or Executive Director when appropriate.

3.2. Duration of Proposal; Cancellation of Awards; Time of the Essence

All proposals will remain in effect and be legally binding for at least ninety (90) days. Unless otherwise authorized by MHA, the selected consultant must execute an agreement for the services requested within twenty (20) days of the MHA notice of intent to award. If agreement on terms and conditions acceptable to MHA cannot be achieved within that timeframe, or if, after reasonable attempts to negotiate such terms and conditions, it appears that an agreement will not be possible, as determined at

MHA’s sole discretion, MHA reserves the right to retract any notice of intent to award and proceed with awards to other consultants, or not award at all.

3.3. Withdrawal and Submission of Modified Proposal

A proposer may withdraw a proposal at any time prior to the submission deadline by submitting a written notification of withdrawal signed by the proposer or his/her authorized agent. Another proposal may be submitted prior to the deadline. A proposal may not be changed after the designated deadline for submission of proposals.

3.4. Protest Process

All protests regarding the procurement action must be in writing and must comply with the timelines and procedures set forth below. Any party aggrieved and directly affected by the solicitation or award of a contract may file a written protest regarding the procurement action with:

Marin Housing Authority

ATTN: Chris Barta

4020 Civic Center Drive

San Rafael, CA 94903

Protests must be filed within seven calendar days from the date MHA issues the notice of intent to award. Failure to file a timely protest constitutes a waiver of any right to protest. Untimely protests will not be accepted or considered. Any protest shall:

• State in detail each ground asserted for the protest, citing to the law, rule, local ordinance, procedure or bid provision on which the protest is based; and

• Identify the remedy sought.

4. Evaluation Factors

N o

Evaluation Criteria Sc ori ng

Me th od

We igh t

(P oin ts)

The proposer’s DEMONSTRATED UNDERSTANDING of MHA’S REQUIREMENTS. Poi nts

Ba se d

(25 of

Tot al)

The APPROPRIATENESS of the TECHNICAL APPROACH and the QUALITY of the SERVICES

PROPOSED.

Poi nts

Ba se d

(10 of

Tot al)

TECHNICAL CAPABILITIES (in terms of personnel) and the MANAGEMENT PLAN (including the ability to provide the services detailed herein).

Poi nts

Ba se d

(25 of

Tot al)

DEMONSTRATED EXPERIENCE in performing similar work and the proposer’s

DEMONSTRATED SUCCESSFUL PAST PERFORMANCE

The proposer’s DEMONSTRATED EXPERIENCE in performing similar work and the proposer’s DEMONSTRATED SUCCESSFUL PAST PERFORMANCE (including meeting costs, schedules, and performance requirements) of contract work substantially similar to that required by this solicitation as verified by reference checks or other means. NOTE: The Agency will place particular emphasis on the proposer’s above described EXPERIENCE and PAST PERFORMANCE with HUD agencies and providing services of this type.

Poi nts

Ba se d

(30 of

Tot al)

The OVERALL QUALITY and PROFESSIONAL APPEARANCE OF THE PROPOSAL SUBMITTED, based upon the opinion of the evaluators.

Poi nts

Ba se d

(10 of

Tot al)

5. Vendor Questionnaire

5.1. Proposal Requirements*

Did you read through and confirm that you met all of the proposal requirements including the sections:

A. Scope

B. Submission Requirements

C. Evaluation

D. Rules & Regulations

☐ Yes

☐ No

*Response required

5.2. Letter of Introduction*

A Letter of Introduction, including the name and contact information of the person(s) authorized to represent your firm. This letter should be signed by an officer authorized to bind the firm to all commitments made in the response.

*Response required

5.3. Proposal (without Cost Proposal)*

Please Upload your TECHNICAL Proposal here. Upload fee proposal separately in the next step.

*Response required

5.4. Additional Information

Please provide any additional information you would like to have MHA consider in evaluating your proposal

6. Submission Requirements

Important Instructions for Electronic Submittal

In order to submit an SOQ, you must register with OpenGov Procurement at https://procurement.opengov.com/signup (registration is free). Once you have registered with OpenGov, return here and follow the instructions to submit your SOQ.

MHA will only consider responses received both electronically and by the deadline. Late proposals will not be considered. Please make sure your proposal has been successfully uploaded prior to the deadline. If you have technical issues with

OpenGov.com, please contact OpenGov support at procurement-support@opengov.com or Chris Barta (MHA) at (415) 491-2559.

https://procurement.opengov.com/signup mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com