RFQ_HRRP Construction Services Feb 2024 Pre_q.pdf

CITY OF KINGSLAND, GEORGIA

ECONOMIC DEVELOPMENT

COMMUNITY DEVELOPMENT BLOCK GRANT-

DISASTER RECOVERY

REQUEST TO PREQUALIFY CONTRACTORS FOR

RESIDENTIAL CONSTRUCTION SERVICES FOR

31548 HURRICANE IRMA HOMEOWNER REHABILITATION AND

RECONSTRUCTION PROGRAM (HRRP)

(Rehabilitation Construction, Home Reconstruction, New Home Construction and Home Elevation Construction)

Request for Prequalification Applications RFPQ #COK 24-021

Date of Issue: February 2, 2024

Application Due Date: March 4, 2024 at 2:00 PM ET

ISSUING AGENCY: City of Kingsland

Fed Ex and UPS Deliveries: U.S. Postal Service:

Kingsland City Hall Kingsland City Hall

Attn: Lee Spell, CDBG-DR Attn: Lee Spell, CDBG-DR

107 S Lee St P.O. Box 250

Kingsland, GA 31548 Kingsland, GA 31548

Direct all inquiries concerning this Request for Prequalification to:

Lee Spell

CDBG-DR Program Manager lspell@kingslandgeorgia.com

Source of Funding: U.S. Housing & Urban Development Community Development Block Grant-Disaster

Recovery

*NOTE: Applications received before the Opening Date will be processed.

SEND A HARD COPY CONTRACTOR PREQUALIFICATION APPLICATION DIRECTLY TO THE ISSUING

AGENCY ADDRESS SHOWN ABOVE AND EMAIL AN ELECTRONIC VERSION WITH READ RECEIPT

REQUESTED TO lspell@kingslandgeorgia.com

IMPORTANT NOTE: On the front of the sealed package, indicate Contractor’s name, the Request for

Prequalification (RFPQ) number, and the date for receipt of application specified above. The email subject line should have the Contractor’s name and RFPQ-#.

Any changes to the RFPQ and a summary of all questions submitted, and answers will be posted on the city’s website at https://www.kingslandgeorgia.com/bids.aspx as an Addendum, located under the RFPQ # listed above.

It is the Contractor’s responsibility to assure that all addenda have been reviewed and, if need be, signed and returned.

All applications for prequalification shall be delivered by email AND by hard copy to the Issuing Agency physical office location listed above on or before the proposal deadline in order to be considered timely, regardless of the method of delivery. This is an absolute requirement. All risk of late arrival due to unanticipated delay—whether delivered by hand, U.S. Postal Service, courier or other delivery service - is entirely on the Contractor. It is the sole responsibility of the Contractor to have the proposal physically in the advertised Office by the dates specified in this RFPQ. The time of delivery will be marked on each application when received, and any application received after the proposal submission deadline will be rejected.

Contractors are cautioned that proposals sent via U.S. Mail, including Express Mail, may not be delivered to the Issuing Agency’s office on the due date in time to meet the proposal deadline. All Contractors are urged to take the possibility of delay into account when submitting a proposal.

The City of Kingsland will respond to questions received regarding RFQ 17 days after publishing. Questions should be submitted via email to:

Lee Spell

CDBG-DR Program Manager lspell@kingslandgeorgia.com

Email Subject Line: City of Kingsland HRRP Construction Services mailto:jgeedy@kingslandgeorgia.com https://www.kingslandgeorgia.com/bids.aspx mailto:jgeedy@kingslandgeorgia.com

CITY OF KINGSLAND, GEORGIA

Request for Prequalification RFPQ #COK 24-21

Please provide your company’s Federal Employer Identification Number or alternate identification number

(e.g. Social Security Number). Pursuant to Georgia Code O.C.G.A. 10-1-393.8 (2010) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection.

Contractor’s ID Number:

Federal ID Number or Social Security Number

Contractor Name

This page is to be filled out and returned with your application.

Failure to do so may subject your application to rejection.

The City of Kingsland (ISSUING AGENCY) will receive sealed proposals at the addresses listed above until

March 4, 2024 for Prequalification for Community Development Block Grant-Disaster Recovery (CDBG-DR)

Homeowner Rehabilitation and Reconstruction Professional Services.

City of Kingsland strongly encourages Small Business firms to participate in this RFPQ. All Corporations should provide corporate seal, a copy of the Secretary of State’s Certificate of Incorporation, and a listing of the principals of the corporation with their response. Firms that wish to join in a consortium must designate one firm as the principal or lead firm. Consortiums will be evaluated according to the same requirements as a single firm.

Any interested and qualified firm and/or party is requested to make a response to accomplish the Scope of

Services described herein. The response is to be signed by a duly authorized official of the firm and must be submitted in the time, manner and form prescribed. No reimbursement will be made by the City for any costs incurred prior to a formal notice to proceed should an award of contract result from this solicitation.

City of Kingsland reserves the right to reject any and all responses and to waive technicalities as deemed to be in the best interest of the City. City of Kingsland reserves the right to request additional information from a respondent(s) as deemed necessary to analyze responses.

EXECUTION

In compliance with this Request for Prequalification, and subject to all the conditions and Attachments C, D, E and F herein, the undersigned Contractor certifies that its application is submitted competitively and without collusion in agreement with the following statement:

“I certify that this bid, offer, or proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a bid, offer, or proposal for the same materials, supplies, services, or equipment and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this bid, offer, or proposal and certify that I am authorized to sign this bid, offer, or proposal for the bidder or offeror" (O.C.G.A. 50-5-67), that none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 5 of the General Statutes, the

Securities Act of 1933, or the Securities Exchange Act of 1934 (§10-5-50), and that it is not an ineligible

Contractor as set forth in O.C.G.A §50-5-82. False certification is a Class I felony. Furthermore, by executing this application, the undersigned certifies to the best of Contractor’s knowledge and belief, that it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or City department or agency. As required by O.C.G.A.

§36-60-6, the undersigned Contractor certifies that it, and each of its sub- contractors for any Contract awarded as a result of this Request for Prequalification, complies with the requirements of Georgia Code Title 36, including the requirement for each employer with more than 10 employees in Georgia to verify the work authorization of its employees. O.C.G.A. 45-1-6 prohibits the offer to, or acceptance by, any City Employee associated with the preparing plans, specifications or estimates for public Contract; or awarding or administering public Contracts; or inspecting or supervising delivery of the public Contract of any gift from anyone with a

Contract with the City, or from any person seeking to do business with the City. By execution of any response in this Request for Prequalification, you attest, for your entire organization and its employees or agents, that you are not aware that any such gift has been offered, accepted, or promised by any employees of your organization.

IMMEDIATE AND CRITICAL NEED TO PRE-QUALIFY CONTRACTORS: There is a critical need to retain construction contractors as soon as possible to perform disaster recovery services. The solicitation end date is March 4, 2024. The City will review and provide decisions within 15 business days after bid opening.

The overall intent of this timing and review process is to secure qualified vendors as soon as possible and ensure there is adequate contractor capacity to address up to 50 construction work orders.

Failure to execute/sign application prior to submittal shall render this application invalid and it WILL

BE REJECTED.

CONTRACTOR

STREET ADDRESS: P.O. BOX: ZIP:

CITY, STATE & ZIP: TELEPHONE

NUMBER:

TOLL FREE TEL. NO:

PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF

CONTRACTOR:

FAX NUMBER:

CONTRACTOR’S AUTHORIZED

SIGNATURE:

DATE: EMAIL:

A contractor prequalified to receive contracts shall remain eligible to receive contracts based on the terms and conditions of this solicitation for 24 months or until all City and County disaster recovery efforts have been completed, or the contractor requests to be removed from the list of prequalified contractors, or the contractor is removed from the list of prequalified contractors because of performance issues.

ACCEPTANCE OF APPLICATION

If any or all parts of this application are accepted by the City of Kingsland, an authorized representative shall affix his/her signature hereto and this document and all provisions of this Request for Prequalification along with the Contractor response and the written results of any negotiations shall then constitute the written agreement between the parties. A copy of this acceptance will be forwarded to the successful Contractor(s).

FOR CITY USE ONLY: Proposal accepted this day of , 2021, as indicated on the attached certification, by

(Authorized Representative of City of Kingsland), and Contractor is prequalified to enter into contracts authorized under CDBG-DR Program.

Table of Contents

1.0 PURPOSE

2.0 GENERAL INFORMATION

2.1 REQUEST FOR PREQUALIFICATION APPLICATION

2.2 E-PROCUREMENT SOLICITATION

2.3 E-MAILING/FAX INSTRUCTIONS

2.4 REQUEST FOR PREQUALIFICATION SCHEDULE

2.5 QUESTIONS ABOUT PREQUALIFICATION

2.6 PREQUALIFICATION APPLICATION CONTENTS

2.7 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

2.8 NOTICE TO CONTRACTORS REGARDING TERMS AND CONDITIONS

3.0 METHOD OF AWARD AND PREQUALIFICATION EVALUATION PROCESS

3.1 CONFIDENTIALITY DURING PROCESS

3.2 INTERPRETATION OF TERMS AND PHRASES

4.0 REQUIREMENTS

4.1 APPROVED PRICING CHARGES AND COSTS

4.2 INVOICES

4.3 FINANCIAL STABILITY

4.4 CONTRACTOR EXPERIENCE

4.5 REFERENCES

4.6 BACKGROUND CHECKS

4.7 CONTRACTOR’S REPRESENTATIONS

5.0 SCOPE OF PREQUALIFICATION

5.1 SCOPE OF SERVICES

5.2 DESCRIPTION OF SERVICES AND REQUIREMENTS

5.3 REHABILITATION SCOPE OF WORK

5.4 RECONSTRUCTION AND NEW CONSTRUCTION SCOPE OF WORK

5.5 ELEVATION/MITIGATION SCOPE OF WORK

5.6 ADDITIONAL REQUIREMENTS

5.7 PREQUALIFICATION TERM

5.8 NO GUARANTEE OF VOLUME OR USAGE

5.9 WORK ORDER AUTHORIZATION & COMPENSATION

ATTACHMENT A: CONSTRUCTION ZONES MAPS

ATTACHMENT B: LOCATION OF WORKERS UTILIZED BY CONTRACTOR

ATTACHMENT C: INSTRUCTIONS TO CONTRACTORS

ATTACHMENT D: GENERAL TERMS & CONDITIONS

PREQUALIFICATION APPROVAL

CONSTRUCTION MANAGEMENT & CONSTRUCTION GENERAL CONDITIONS

ATTACHMENT E: CDBG-DR RULES & REGULATIONS

ATTACHMENT F: PREQUALIFICATION FORM & POLICY…………..……………………………………………………55

ATTACHMENT G: CITY OF KINGSLAND PROCUREMENT POLICY…………………………………………………….64

1.0 PURPOSE

The City is seeking to qualify highly skilled prime construction contractors to perform, or cause to be performed, rehabilitation, reconstruction, mitigation, elevation and new construction of single-family residential structures that have been damaged by 2017 Hurricane Irma, or future disasters that may occur while they remain qualified under this engagement, and remain in good standing with their performance with the City. Funding supporting these construction services are supported by grants to the state of Georgia from the HUD Community Development Block Grant Disaster Recovery (“CDBG- DR”) program or other state, Federal and local funding sources.

2.0 GENERAL INFORMATION

2.1 REQUEST FOR PREQUALIFICATION APPLICATION

The Request for Prequalification is comprised of this RFPQ document, any attachments, and any addenda released before Contractors have been prequalified. All attachments and addenda released for this RFPQ in advance of any Contract award are incorporated herein by reference. Contractor may attach its application to this RFPQ for submission; however, any and all additional, modified or conflicting terms and conditions submitted on or with Contractor’s Application shall be disregarded and shall not be considered a part of any contract arising from this RFPQ. Any attempt to delete or avoid the force of the previous sentence shall render

Contractor’s Application invalid, and it shall not be considered.

2.2 E-PROCUREMENT SOLICITATION: This is NOT an E-Procurement solicitation.

2.3 SUBMISSION INSTRUCTIONS

Instructions: Applications must be submitted in hardcopy via mail or hand delivery, in response to this

Request for Prequalification And emailed. Submission by any means shall include this RFPQ, as provided in section 2.5. Applications shall be submitted by March 4, 2024 at 2 p.m. EDT. Decisions will be made within 15 business days after bid opening.

2.4 REQUEST FOR PREQUALIFICATION SCHEDULE

Event Responsibility Date

Issue Request for Prequalification City of Kingsland January 9, 2023

Submit Written Questions Contractor January 17, 2023

Provide Responses to questions City of Kingsland January 20, 2023

Submit Applications Contractor January 24, 2023

Prequalification Awards City of Kingsland Decisions on Applications will be made within 15 business days

2.5 QUESTIONS ABOUT PREQUALIFICATION

Purpose: Upon review of the RFPQ documents, Contractors may have questions to clarify or interpret the

RFPQ in order to submit the best application possible. To accommodate the Prequalification Questions process, Contractors shall submit any such questions by the above due date.

Instructions: Written questions shall be emailed to lspell@kingslandgeorgia.com by the date and time specified above. Contractors should enter “Request for Prequalification # RFPQ-COK 24-021 Questions” as the subject for the email. Questions submittals should include a reference to the applicable RFPQ section & page # and be submitted in a format shown below:

Reference Contractor Question

RFPQ Section, Page

Number

Contractor question…?

Questions received prior to the submission deadline date, the City’s response, and any additional terms deemed necessary by the City will be posted in the form of an addendum, available on the City’s websitehttps://www.kingslandgeorgia.com/bids.aspx, and shall become an Addendum to this RFPQ. No information, instruction or advice provided orally or informally by any City personnel, whether made in response to a question or otherwise in connection with this RFPQ, shall be considered authoritative or binding.

Contractors shall be entitled to rely only on written material contained in an Addendum to this RFPQ.

2.6 PREQUALIFICATION APPLICATION CONTENTS

The below items are required to be submitted by the Contractor in order to be prequalified. Contractor shall populate all attachments of this RFPQ that require the Contractor to provide information and include an authorized signature where requested, as outlined below. Contractor Responses shall include the following items and they should be arranged in the following order (unless specifically excluded):

a) Completed and signed version of EXECUTION PAGE (page 3 of this RFPQ), along with the body of the RFPQ (pages 5-21). Applicants should acknowledge that they have read, understood and will be bound by all provisions and requirements set forth in Attachments C, D, E and G. in lieu of attaching those Attachments to their applications.

b) SECTION 4.5 (REFERENCES) of this RFPQ.

c) Signed receipt pages of any addenda released in conjunction with this RFPQ.

d) ATTACHMENT B: LOCATION OF WORKERS UTILIZED BY CONTRACTOR

e) ATTACHMENT F: PREQUALIFICATION FORM AND POLICY

2.7 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

A. ADDENDUM / ADDENDA: When the terms, conditions, specifications, responses to inquiries from

Contractors, and/or scope(s) of work are changed, removed and/or added prior to the public opening of the Applications, an addendum addressing the nature of such change(s) will be issued in writing. When required, Contractors must sign and include an addendum and include it in the proposal and the failure to sign and return this type of addendum will, in most cases, result in the rejection of the proposal.

B. AHJ: Authority Having Jurisdiction

C. APPLICATION: This Request for Prequalification and Contractor’s Application.

D. AUDIT: The contract(s) awarded pursuant to this RFPQ are subject to audits by City, State and federal agencies and/or their authorized independent auditors. The auditors may conduct contract performance, financial and/or forensic/fraud audits.

E. BUYER: The City Agency employee or such other persons the City Agency shall delegate and authorize to: place a work order with a Prequalified Contractor to implement an HRRP program for a specific home, and that order will also require the Contractor designated by the City Agency and/or designated for a geographical area under the contract to provide the City Agency with construction management services required by this RFPQ during the HRRP construction of the specified home;

request services during the Prequalification period; or request work on behalf of an eligible local governmental entity.

F. CDBG-DR: The Community Development Block Grant – Disaster Recovery. This is a federal grant award issued to support Hurricane Irma recovery efforts, and related disaster events in Georgia authorized and funded by the U.S. Department of Housing and Urban Development.

G. CITY: The City of Kingsland, Georgia

H. CONSTRUCTION MANAGER or CM: A Georgia licensed general contractor with construction management experience awarded a contract by CITY pursuant to RFQ RFPQ #COK 23-011 (and any future awards for construction management issued by the CITY) that will provide construction management services that will include management of the Contractor’s HRRP construction of a home.

I. CONSULTANT: City agencies will hire one or more consultants to assist in the determination of

CDBG-DR eligibility of homeowners who have submitted applications under the HRRP and, as part of the eligibility process, the consultants will perform damage and environmental assessments for each home. After a home is determined to be eligible for HRRP and the program determined (rehabilitation, reconstruction, elevation and/or new construction), the City will issue a construction contract to a prequalified Contractor and the Construction Manager will coordinate the work performed under the contract with the City, homeowner, Contractor and Consultant to make sure the work performed under the contract complies with CDBG-DR requirements (including reporting and CDBG-DR case management by Consultant) and construction work and any environment radiation/abatement completed in a timely manner with the specified quality and workmanship.

J. CONTRACT LEAD: Representative of the City who corresponds with potential Contractors in order to identify and contract with that Contractor providing the greatest benefit to the City and who will administer this contract for the City.

K. CONTRACTOR or CONTRACTORS: The contractors prequalified pursuant to this Request for

Prequalification to construct HRRP homes consisting of rehabilitation, reconstruction, elevation and new construction.

L. DCA: Georgia Department of Community Affairs, which is the administrating State agency of the

CDBG-DR program and funding. DCA is assigned a primary role in CDBG-DR contract management for CDBG-DR funded services during the course of multi-year grant awards from the US Department of Housing and Urban Development.

M. DPS: Georgia Department of Public Safety.

N. Grant Eligibility Determination: Consultants will assist in making final CDBG-DR (HRRP) determinations that will include damage and environmental assessments, which will assist CM and

Contractor determine the scope of work for the grant eligible home, the corresponding services and goods, and the contract between the homeowner and Contractor.

O. HRRP: City of Kingsland CDBG-DR Homeowner Rehabilitation and Reconstruction Program

P. PE: Professional Engineer.

Q. RA: Registered Architect.

R. CITY: The City of Kingsland, including any of its sub-units and subdivisions recognized under

Georgia law.

S. CITY AGENCY: For purposes of this RFPQ, any sub-unit within the executive branch of the City or

City Officials that may have statutory, managerial or regulatory duties arising from or related to this

RFPQ, HRRP, CDBG-DR, City Disaster Recovery Acts of 2016, 2017 and 2018, and subsequent acts, and/or Hazard Mitigation Grant Program (HMGP).

T. WORK ORDER: Specific, written authorization to perform the task(s) listed therein.

U. ZONES: Contractor must be able to perform services in the 31548 zip code.

2.8 NOTICE TO CONTRACTORS REGARDING TERMS AND CONDITIONS

It shall be the Contractor’s responsibility to read the Instructions, the City’s terms and conditions, all relevant exhibits and attachments, and any other components made a part of this RFPQ, and to comply with all requirements and specifications herein. Contractors also are responsible for obtaining and complying with all

Addenda and other changes that may be issued in connection with this RFPQ.

If Contractors have questions, issues, or exceptions regarding any term, condition, instruction or other component within this RFPQ, those shall be submitted as questions to the Agency prior to submission of an

Application and before the stated deadline. If the City determines that any changes will be made as a result of the points raised, then such decisions will be communicated in the form of an addendum. Other than through this process, and subject to the provisions of section 2.1, the City rejects and shall not be required to evaluate or consider any additional or modified terms and conditions or Instructions to Contractor submitted with

Contractor’s application. This applies to any language appearing in or attached to the application as part of the

Contractor’s application that purports to vary any terms and conditions or CDBG-DR rules, requirements, standards, HRRP requirements and/or the City’s instructions herein or to render the prequalification designation as non-binding or subject to further negotiation. Contractor’s application to this RFPQ shall constitute a firm offer to perform HRRP contracts assigned to Contractor or awarded to Contractor after competitive bidding. By execution and delivery of a response to this RFPQ, Contractor agrees that any additional or modified terms and conditions, including Instructions to Contractors, whether submitted purposely or inadvertently, or any purported condition to the offer shall have no force or effect and will be disregarded. Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Contractor’s Application.

3.0 METHOD OF AWARD AND APPLICATION EVALUATION PROCESS

There is no limit on the number of Contractors to be prequalified. Pursuant to CBDG-DR rules, the City’s prequalification will be open, in that, it may be re-advertised if necessary to allow additional Contractors to become prequalified to perform HRRP work. the City may re-advertise prequalification within a shorter time period as the City may have need.

The City shall review the applications to this RFPQ to confirm that they meet the specifications and requirements. The City reserves the right to waive any minor informality or technicality in any application.

The City may request additional formal responses or submissions from any or all Contractors for the purpose of clarification or to amplify the materials presented in any part of the Application. Contractors are cautioned, however, that the City is not required to request clarification, and often does not. Therefore, all Applications should be complete and reflect the most favorable terms available from the Contractor. Prices quoted cannot be altered or modified as part of a clarification.

In addition to the requirements below, Contractors shall complete the Prequalification Form in Attachment F.

Contractors’ qualifications to perform HRRP contracts will be scored and evaluated as reflected in the

Prequalification Form, the policy attached thereto, and the scoring matrix. The minimum scoring for prequalification as to a Contractor’s ability to perform HRRP contracts shall be 70 out of 130.

All Contractors that receive a total combined score of 70 shall be prequalified for bidding on and/or being assigned HRRP contracts. Contractors not qualified will be informed of the reasons and scores that resulted in the decision to prequalify. Contractors shall follow the policy in Attachment F if they desire further review of the prequalification decision or want to protest the decision. Contractors denied prequalification shall be permitted to seek prequalification when the City re-advertises the request for prequalification.

3.1 CONFIDENTIALITY DURING PROCESS

During the evaluation period and prior to granting prequalification, all information concerning the Application and evaluation is confidential, and possession of the Application and accompanying information is limited to personnel of the issuing agency and any third parties involved in this procurement process, and to the committee responsible for participating in the evaluation. Any attempt on behalf of a Contractor to gain such confidential information, or to influence the evaluation process (e.g., contact anyone involved in the evaluation, criticize another Contractor, offer any benefit or information not contained in the Application) in any way is inadmissible under Georgia procurement law, Article 8, para. 4, and shall constitute sufficient grounds for disqualification of Contractor’s application from further evaluation or consideration at the discretion of the City.

3.2 INTERPRETATION OF TERMS AND PHRASES

This Request for Prequalification serves two functions: (1) to advise potential Contractors of the parameters of the solution being sought by the City; and (2) to provide (together with other specified documents) the terms of the contract(s) that may result from subsequent bidding or assignment as a result of this procurement. As such, all terms in the Request for Prequalification shall be enforceable as contract terms in accordance with the General Contract Terms and Conditions when a Prequalified Contractor is awarded or assigned an HRRP contract. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract terms and conditions. In determining whether Applications should be evaluated or rejected, the City will take into consideration the degree to which Contractors have proposed or failed to propose experience and/or qualification that will satisfy the City’s needs as described in the Request for Prequalification. Except as specifically stated herein, no one requirement shall automatically disqualify a Contractor from consideration. However, failure to comply with any material requirement pertaining to scope of work and/or qualifications may result in the City exercising its discretion to reject an Application in its entirety.

4.0 REQUIREMENTS

This Section lists the requirements related to this RFPQ. By submitting an Application, the Contractor agrees to meet all stated requirements in this Section as well as any other specifications, requirements and terms and conditions stated in this RFPQ. If Contractor is unclear or has any question about the specifications, requirements and terms and conditions herein, it is urged and cautioned to contact the issuing agency Contract Lead as specified in this RFPQ.

4.1 APPROVED PRICING CHARGES AND COSTS

City of Kingsland staff will determine rehabilitation or reconstruction costs. A standardized overhead and profit on top of Xactimate standardized pricing will be utilized to generate final task order values.

Contractor shall not invoice for any amounts not specifically allowed for in this RFPQ, that is, Contractors may not bill the City or any other City agency for any costs in putting together the requested application.

4.2 INVOICES

In general, Prequalified Contractors may only submit payment applications to the City after an award or assignment of a HRRP Contract and only in accordance with the terms of that Contract and the Georgia

Standard Contract Terms and Conditions (Attachment D).

However, the City may request certain Prequalified Contractors to provide cost estimating, copies of proposed home plans and specifications, pre-mobilization (e.g., provide architectural, engineering, land surveying, retention of subcontractors, and/or consultation on environmental remediation, etc.) or such other services beneficial to the City’s implementation of HRRP that Prequalified Contractors may submit invoices to the City for payment whether or not the fees, expenses and/or costs are allowable CDBG-DR. The City shall request pre-contract services from Prequalified Contractors through Work Orders. The standard format for invoicing shall be Single Invoices meaning that the Contractor shall provide the Buyer with an invoice for each Work

Order. Invoices shall include detailed information, supporting documentation and/or deliverables requested in a Work Order to allow the City or their designee to verify fees, costs and/or expenses. At a minimum, the following fields shall be included on all invoices:

Contractor’s Billing Address, Customer Account Number, Contract Number, Work Order Date, Buyers

Order Number, Manufacturer Part Numbers, Contractor Part Numbers, Item Descriptions, Price, Quantity, and Unit of Measure.

4.3 FINANCIAL STABILITY

Each Contractor shall submit the following financial documentation with its Proposal: most recent annual balance sheet, income statement/statement of retained earnings and cash flow statement, or most recent statement of financial condition by an independent auditor. Financial information, statements and/or documents submitted with a proposal shall be evaluated to determine: whether the Contractor has sufficient ability to perform the contract; whether the Contractor is able to meet its short term obligations, debts, liabilities, payroll, and expenses; whether Contractor has provided complete, reliable and accurate financial information regarding its business operation; whether the Contractor is financially solvent; and whether

Contractor has sufficient cash flow and/or available financing from a financial institution to perform the proposed contract for 60 days without receiving payment from the City. Financial information of non-public entities may be marked as confidential in accordance with paragraph 14 (CONFIDENTIAL INFORMATION) of ATTACHMENT C: INSTRUCTIONS TO CONTRACTORS.

4.4 CONTRACTOR EXPERIENCE

In its Application, Contractors shall demonstrate experience with residential rehabilitation, reconstruction, environmental mitigation (e.g., abatement of lead, Contractor’s experience with local, Federal, and City statutory requirements for grants especially U.S. Housing and Urban Development CDBG-DR, Federal

Emergency Management Administration grants programs, City or local government disaster recovery programs and/or experience with HUD public housing programs. Lack of disaster recovery experience, experience with certain types of environmental mitigation, or certain types of construction (elevating homes) will not, by themselves or in combination, preclude Contractors from being prequalified. However, lack of experience will be used by the City and/or its CM(s) in assigning HRRP contracts and/or allowing contractors to competitively bid on certain types of HRRP Contracts. Contractors should represent their experience (e.g., a Contractor that has only repaired and renovated homes should not represent experience in new home construction or reconstruction; a Contractor that has not elevated a home or has not abated asbestos should not represent experience in performing such work because of the safety health risks involved in not properly performing that work, etc.) Contractors are further warned that misrepresenting experience may result in violations state and federal False Claim violations. Contractor shall provide information as to the qualifications and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person.

4.5 REFERENCES

Contractor shall provide at least three (3) references for which your company has provided Services of similar size and scope to that proposed herein (these may be the same projects reported in the Prequalification Form).

The City may contact these references users to determine the Services provided are substantially similar in scope to those proposed herein and Contractor’s performance has been satisfactory as part of the evaluation of the Application and/or prior to the award or assignment of an HRRP contract to a Prequalified Contractor.

Note: positive written references from owners, designers and/or construction managers for the projects listed below will be scored if provided with a Contractor’s Application.

COMPANY NAME CONTACT NAME

TELEPHONE NUMBER &

EMAIL ADDRESS

4.6 BACKGROUND CHECKS

The City or CDBG-DR administrating agency (Georgia DCA) may require the Contractor, its executive officers, its senior management personnel, and/or subcontractors to be assigned to any HRRP contract to provide or undergo background checks at Contractor’s expense prior to beginning work or at any time during the performance of an HRRP contract. When requested, as part of a requested background check, the Contractor must provide the City and/or DCA with information for:

a) Any criminal felony conviction, or conviction of any crime involving moral turpitude, including, but not limited to fraud, misappropriation or deception, of Contractor, its officers or directors, or any of its employees or other personnel to provide services on this project, of which Contractor has knowledge or a statement that it is aware of none;

b) Any criminal investigation for any offense involving moral turpitude, including, but not limited to fraud, misappropriation, falsification or deception pending against Contractor of which it has knowledge or a statement it is aware of none;

c) Any regulatory sanctions levied against Contractor or any of its officers, directors or its professional employees expected to provide services on this project by any City or federal regulatory agencies within the past three years or a statement that there are none. As used herein, the term “regulatory sanctions” includes the revocation or suspension of any license or certification, the levying of any monetary penalties or fines, and the issuance of any written warnings;

d) Any regulatory investigations pending against Contractor or any of its officers, directors or its professional employees expected to provide services on this project by any City or federal regulatory agencies of which Contractor has knowledge or a statement that there are none.

e) Any civil litigation, arbitration, proceeding, or judgments pending against Contractor during the three (3) years preceding submission of its proposal herein or a statement that there are none.

Contractor’s responses to these requests shall be considered to be continuing representations, and Contractor’s failure to notify the City within thirty (30) days of any criminal litigation, investigation or proceeding involving

Contractor or its then current officers, directors or persons providing services under this contract during its term shall constitute a material breach of contract. The provisions of this paragraph shall also apply to any subcontractor utilized by Contractor to perform services under this contract.

4.7 CONTRACTOR’S REPRESENTATIONS

a) Contractor warrants that qualified personnel shall provide Services under this Contract in a professional manner. “Professional manner” means that the personnel performing the Services will possess the skill and competence consistent with the prevailing business standards in the industry. Contractor agrees that it will not enter any agreement with a third party that may abridge any rights of the City under this Contract.

Contractor will serve as the prime contractor under this Contract and shall be responsible for the performance and payment of all subcontractor(s) that may be approved by the City. Names of any third-party vendors or subcontractors of Contractor may appear for purposes of convenience in Contract documents; and shall not limit Contractor’s obligations hereunder. Contractor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s).

b) If any Services, deliverables, functions, or responsibilities not specifically described in this Contract are required for Contractor’s proper performance, provision and delivery of the service and deliverables under this Contract, or are an inherent part of or necessary sub-task included within such service, they will be deemed to be implied by and included within the scope of the contract to the same extent and in the same manner as if specifically described in the contract. Unless otherwise expressly provided herein, Contractor will furnish all its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Contractor to provide and deliver the Services and Deliverables.

c) Contractor warrants that it has the financial capacity to perform and to continue to perform its obligations under the contract; that Contractor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Contractor that could materially adversely affect performance of this

Contract; and that entering into this Contract is not prohibited by any contract, or order by any court of competent jurisdiction.

5.0 SCOPE OF PREQUALIFICATION

5.1 SCOPE OF SERVICES

The City is seeking to qualify skilled prime construction contractors to perform, or cause to be performed, reconstruction and elevation of single-family residential structures in compliance with local, Federal, and City statutory requirements for grants under HUD CDBG-DR program for the 2017 Hurricane Irma event, other applicable disaster events, and future CDBG-DR allocations within HUD’s contract period. Prequalified contractors may also be selected for: (1) other federal grant funded programs such as buyouts/acquisitions (i.e., demolition work and decommissioning wells and septic systems); and repairs, reconstruction or new construction of modular homes/manufactured homes; (2) contracts for the City’s CDBG-HRRP projects to perform disaster recovery related housing repairs and construction services; (3) contract with the City for

Federal Emergency Management Administration’s Hazard Mitigation Grant Program Projects (reconstruction, elevation and/or acquisition projects); and (4) City projects or work orders involving residential construction.

Based on the foregoing, contractors are encouraged to list all construction experience relevant to single-family construction projects.

The City will work with the prequalified contractor to satisfy all contracting requirements for these other disaster recovery programs. Priority of assignment/deployment will be given to the implementation of the

City’s CDBG-DR Program when HRRP projects become available after grant eligibility determinations have been made with completed damage and environment assessments.

The City’s prequalification of Contractors is intended to create an “on-call” Contractor list to assign HRRP projects based on the work areas requested by the Contractors, work/project capacity, experience with certain types of construction, experience with certain type of environmental abatements, pricing and such other considerations that may be identified in grant eligibility determinations and CDBG-DR rules/standards and/or federal, state and local best practices and/or financial controls. The prequalification and subsequent contracting process may be compared to a multiple Indefinite Delivery/Indefinite Quantity (IDIQ) contracting process.

Notwithstanding the above comparisons, Contractor(s) shall be prequalified to be assigned HRRP construction projects (all types) based upon capacity, capability, and performance directly, through a local unit of government, or through a third-party grant administrator. Assignment of HRRP projects will be the preferred method but the City reserves the right to use competitive bidding if doing so is in the best interest of the HRRP

The City will develop a policy/procedure to fairly assign HRRP construction projects to prequalified contractors based on the work/project capacities indicated in their prequalified contractors’ proposals.

Prequalified contractors’ performance will also be considered in assigning projects as HRRP projects are completed.

Contractor(s) must demonstrate the ability to provide services in the designated work zone. The geographic area of the projects for this RFPQ is the 31548-zip code located within City of Kingsland. Proposers may consult FEMA’s Individual Assistance data for the disaster at:

https://www.fema.gov/disaster/4294, or https://www.fema.gov/disaster/429 or https:// www.fema.gov/disaster/4338. For general information related to the Georgia CDBG-DR

Program, proposers may also consult the State of Georgia CDBG-DR Action Plan at: https:// www.dca.ga.gov/node/5737

Additionally, Contractor(s) must demonstrate the ability to mobilize within 30 days of award (which shall include obtaining homeowner approval of construction documents and consent to perform the work, design, permitting, surveying, temporary utilities, etc.) and complete assigned construction projects within the contracted time (subject to environmental remediation, construction in most cases should not to exceed 120 days for rehabilitation, 150 days for reconstruction projects and 150 days for elevation projects) to reduce potential hazards to public welfare and safety.

Contractor(s) will be bound to specific terms and conditions which are subject to change prior to the execution of any contract that may result from this Solicitation (Attachment D). However, it is the intent and goal of the

City and the state of Georgia to make every HRRP home project successful, so prequalified contractors are encouraged to work proactively with the City, its construction manager(s) and grant eligibility contractor(s) to identify and resolve all issues and problems immediately to minimize delays in completing HRRP projects.

5.2 DESCRIPTION OF SERVICES AND REQUIREMENTS

Contractors must be familiar with Georgia, local, and/or regional Housing Guidelines, if applicable. Each local/regional program will be nuanced depending on local construction requirements, community recovery needs, program goals, and other applicable locally approved program requirements. The HRRP Housing

Guidelines are posted in the federal register notice at https://www.govinfo.gov/content/pkg/FR-2020-01-27/pdf/2020-01204.pdf https://www.fema.gov/disaster/4294 https://www.fema.gov/disaster/429 http://www.fema.gov/disaster/4338 https://www.naspo.org/research-innovation/state-preference-repository/ https://www.naspo.org/research-innovation/state-preference-repository/ https://www.govinfo.gov/content/pkg/FR-2020-01-27/pdf/2020-01204.pdf and in the HRRP manual at https://www.dca.ga.gov/node/7340. Prequalified contractors that have new home construction plans that comply with HUD CDBG-DR resilient construction standards and City of Kingsland

Building Codes, or have new home plans that they are willing to make compliant to HUD’s resilient construction standards and City of Kingsland Building Code may be used in the award/assignment of HRRP home projects.

Prequalified contractors and/or their design teams can negotiate reasonable cost and fees for the aforementioned design services. Contractor prequalification applicants shall not submit Contractor-developed plans with the

Application. Contractor-developed plans may be submitted to the City after receipt of notice that the contractor’s application for prequalification has been approved along with any requests for fees and costs associated with any prequalified contractor’s development of the aforementioned single-family home plans.

5.3 REHABILITATION SCOPE OF WORK

It is anticipated that homes eligible for rehabilitation will require an array of repairs ranging from minor to major. The scope of work for each repaired structure will vary, but may include, although not be limited to, the following:

a) Development of a thorough scope of necessary repairs using a City prescribed form;

b) Obtaining all necessary City and/or County permits and approvals prior to the commencement of the work for each structure;

c) Providing architectural and house plan renderings;

d) Demolition of damaged interior and exterior materials;

e) Foundation leveling, repair, and/or elevation;

f) Structural damage repair;

g) Building envelope repair, including:

• Roof repair or replacement and attendant damage

• Door and window replacement

• Siding /veneer repair or replacement

• Mechanical (HVAC), electrical, and plumbing systems repair or replacement

• Drywall repair or replacement

• Rough and trim carpentry;

h) Surface preparation and painting;

i) Flooring repair or replacement;

j) Cabinet and appliance replacement;

k) Lead-based paint mitigation;

l) Specialty construction elements associated with historic properties, including coordination with the State Historic Preservation Office (SHPO), as well as other local historic districts and stakeholders in other jurisdictions;

m) Wind mitigation and retrofitting measures;

n) Specialty construction elements associated with Green Building Construction techniques as required by HUD;

o) Addressing special needs accessibility requirements; and

p) Conducting close-outs for each project, which may include obtaining certificate(s) of https://www.dca.ga.gov/node/7340 occupancy from applicable City authorities.

5.4 RECONSTRUCTION AND NEW CONSTRUCTION SCOPE OF WORK

In certain cases, a property owner may only be eligible for the complete reconstruction of his/her home, either substantially within the same footprint as the prior home (reconstruction) or new construction on a different footprint. The scope of work for each reconstructed or newly constructed structure will vary but may include, although not be limited to, the following:

a) Coordination with the property owner and his/her family from assignment to obtaining a certificate of occupancy for closing;

b) Utility disconnection and deactivation;

c) Demolition of existing structure;

d) Debris removal in accordance with all federal, state, and local requirements, including the disposal of potential asbestos containing materials;

e) Providing architectural and house plan renderings;

f) Site preparation;

g) Construction of new residential structures including 2, 3, and 4-bedroom floor plans in accordance with all applicable local and state codes and standards; and

i) Accessibility and design of projects to comply with the American with Disabilities Act of 1990

(if applicable) known as ADA requirements with HUD exceptions.

5.5 ELEVATION/MITIGATION SCOPE OF WORK

Elevation Process

Each home elevation will consist of steps to produce the construction documents for the local authority having jurisdiction approval. These steps will require multiple site visits by various professionals to develop the necessary documents needed for complete construction documents.

Contractor and Contractor’s PE/RA will schedule or provide services as follows:

1. Site Survey

All homes that are deemed to need elevations by Contractor (or another service provider) will require a land survey and elevation certificate. The site survey will be scheduled by Contractor to visit the home to conduct a survey. The survey should include property lines, existing setback measurements, the footprint of existing home, elevation heights, and grade heights. When the survey has completed a copy of the land survey will be submitted to the PE/RA for review then submitted to the Contractor.

2. Geotechnical Soil Borings

Geotechnical soil borings will be needed for clarification on soil types at properties where home elevation is required. The Contractor will schedule land survey visit with geotechnical soil boring visit. Two soil borings are required per property and test results will be submitted to the PE/RA office for review. The PE/RA could deem the soil test is not required if testing results are already supplied for adjacent homes, this will be the decision of the PE/RA who will then notify to the

Contractor.

3. Architectural Consultation Process

Homeowner will review pre-developed design concepts of the PE/RA and, at the time homeowner agrees to the elevation process, the PE/RA will conduct a survey of pre-existing conditions. When the consultation is completed the PE/RA can proceed with completing the construction documents for the Contractor.

4. Homeowner Construction Document Presentation

Once the construction documents are completed by the Contractors’ PE/RA, and approved and signed by the homeowner, a new construction or alterations permit will be secured by the

Contractor and construction may begin.

5.6 ADDITIONAL REQUIREMENTS

a) Provide professional labor, equipment, and materials adequate to perform the work in accordance with the scope of work issued for each eligible applicant’s residential structure while ensuring that all applicable housing standards and codes are met;