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IFQ #20-003 Grant Writing Services

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Invitation for Quote (IFQ) #20-003
Grant Writing Services

September 9, 2020

The Housing Authority of the City of St. Petersburg (also referred to as the St. Petersburg Housing Authority or SPHA) is seeking Quotes from qualified firms or individuals to perform grant writing services for the current U.S. Department of Housing and Urban Development (HUD) Resident Opportunities and Self-Sufficiency (ROSS) grant.

Quotes must be received no later than 5:00 p.m. EST on Monday, September 14, 2020. Please submit the proposed Quote via email with return receipt . Email subject line MUST have respondent's "COMPANY NAME - Grant Writing Services".

Timeframe for completion of an application is the grant deadline for submissions of November 19, 2020.

The St. Petersburg Housing Authority intends to enter into a contract with a qualified firm or individual for the requested services for a specific engagement.

Respondents are solely and entirely responsible for ensuring that submissions are received before the stated due date and time. Proposed Quotes will not be accepted after the date and time stated above. Incomplete Quotes that do not conform to the requirements specified herein will not be considered. Issuance of this solicitation does not obligate the SPHA to award a contract, nor is the SPHA liable for any costs incurred by the Contractor in preparation and submittal of proposals for the subject work.

SPHA's jurisdiction is the City of St. Petersburg and 10 miles beyond city boundaries. SPHA owns and manages134 units of Public Housing in 6 properties (also known as AMP2). SPHA's wholly owned non-profit, RISE Development Corporation, owns Jordan Park Apartments, 206 units of public housing (also known as AMP3). Jordan Park is managed by SPHA. SPHA administers approximately 3,600 Housing Choice Vouchers.

SCOPE OF SERVICES

Completion and submission of one or more applications, as eligible for a FY2020 Resident Opportunities and Self-Sufficiency (ROSS)-Service Coordinator Grant, within the deadline of November 19, 2020.

QUOTE REQUIREMENTS

Quote should be prepared in a straightforward manner to satisfy the requirements of the Scope of Services. Emphasis should be on completeness and clarity of content.

Summary/Cover Letter: Describe the firm's interest in the work and commitment of personnel to the work, general qualifications of staff whom have been involved in successful grant submissions.

Methodology: List all tools and data sources required for the successful completion of an application.

Qualifications: Include an overview of your firm's experience in grant writing for HUD-related grants and other federal, state or local grant applications. Include list of applications submitted within the last two (2) years and the result of each application (awarded or not awarded).

References: Include at least three (3) client references which include a description of comparable services provided, including the contract dates of the work performed.

Availability: Explain the amount of assistance required by Authority staff in the preparation of applications and other required documents.

Deliverables: Describe the process, tasks, and timeline. List deliverables clearly.

Quote: Provide a Quote for the Scope of Services, hereinabove. Quote should include estimated hours of work and out-of-pocket reimbursable costs for all work described herein.

 

ADDITIONAL REQUIREMENTS

Contract
Contractor understands and agrees that this is a requirements price contract and that the SPHA shall have no obligation to Contractor if no services are required. Any quantities that are included in the scope of work reflect the current expectations of the SPHA for the period of the contract.

The SPHA will procure the applicable goods or services by issuance of an Agreement (which shall have the same meaning as a "contract"). By submitting a bid, the successful bidder thereby agrees to confirm receipt of the Agreement in the manner directed by the SPHA.

Failure to complete and submit all required information, or to add any additional requirements not acceptable to the SPHA, may invalidate the bid submitted. Furthermore, the SPHA shall reserve the right to reject, without consideration, alternate bids, meaning those that do not meet the requirements of this Quote.

Non-Escalation
By submitting a bid, and whereas the bid sum submitted is a firm-fixed bid, each bidder thereby agrees to "hold" or not increase the proposed bid prices during the term of the work.

Bid Costs
There shall be no obligation for the SPHA to compensate any bidder or prospective bidder for any costs that he/she may incur in responding to this QUOTE.

Shipping Costs
Each bid sum submitted shall include completion of the specified services at the SPHA site or location, as specified within this QUOTE or on any Agreement issued.

Assignment of Personnel
The SPHA shall retain the right to demand and receive a change in personnel assigned by the successful bidder to provide services to the SPHA if the SPHA believes that such change is in the best interest of the SPHA and the completion of the work or provision of the items.

MBE/SBE/WBE
Consistent with Presidential Executive Orders 11625, 12138, 12432 and Section 3 of the HUD Act of 1968, all efforts shall be made to ensure that small and Minority-Owned Businesses, Women's Business Enterprises, Disadvantaged Business Enterprises and individuals or firms located in or owned in substantial part by persons residing in the area of a SPHA project are used when possible.

Section 3
Contractor must describe proposed compliance with Section 3 of the Housing Act of 1968, as amended, regarding the provision of training and employment opportunities for low-income persons, with priority to residents of St. Petersburg., Florida.

SPHA encourages the hiring of residents by the Contractor for any employment opportunities available as a result of its contracts. The Contractor will be asked to make every effort to hire residents and to post job opportunities in the Management Office of the communities where the work is to be performed. The Contractor will be asked to report the hiring of any residents to assist SPHA in monitoring resident participation in the performance of work under its contracts, progress toward achieving established goals and in the development of future resident participation programs.

Insurance
Do not include copies of insurance certificates with the Quote. SPHA will garner the necessary certificates from the successful Contractor prior to Contract execution.

The successful Contractor shall be required to furnish original Certificates of Insurance evidencing the required coverage to be in force on the date of the Contract, and Renewal Certificates of Insurance, or a copy of the policy, if the coverage has expiration or renewal date occurring during the term of this Contract or extensions thereof. The receipt of any certificates does not constitute agreement by SPHA that the insurance requirements in the Contract have been fully met or that the insurance policies indicated on the certificates comply with all Contract requirements. The insurance policies shall provide for thirty (30) days prior written notice to be given to SPHA in the event coverage is substantially changed, canceled, or non-renewed.

The Contractor agrees that insurers shall waive their rights of Subrogation against the St. Petersburg Housing Authority. Contractor expressly understands and agrees that any insurance or self-insurance programs maintained by the St. Petersburg Housing Authority shall apply in excess of and not contribute with insurance provided by the successful Contractor under the Contract.

Approval, disapproval or failure to act by SPHA regarding any insurance supplied by Contractor shall not relieve proposer of full responsibility or liability for damages and accident as set forth in the contract documents. Neither shall the bankruptcy, insolvency or denial of liability by the insurance company exonerate contractor from liability.

  • Commercial General Liability Policy - minimum of $500,000
  • Workers' Compensation Policy - Florida Statutory Limit
  • Automobile Liability - minimum of $500,000 each vehicle
  • SPHA must be listed as an additional insured

All work performed pursuant to the Request must conform and comply with all applicable local, state and federal codes, statutes, laws and regulations.

E-Verify
U.S. Law requires companies to employ only individuals who may legally work in the United States - either U.S. citizens, or foreign citizens who have the necessary authorization. The Contractor must certify compliance with E-verify, in that the Contractor is registered, uses, and will continue to use the E-Verify, Federal Work Authorization Program throughout the contract period. The 1-page form (attached) must be fully completed, executed where provided thereon and will be a part of the contract.

Unauthorized Sub-Contracting Prohibited
The successful bidder shall not assign any right, nor delegate any duty for the work proposed pursuant to this QUOTE (including, but not limited to, selling or transferring the ensuing PO or contract) without the prior written consent of the CO. Any purported assignment of interest or delegation of duty, without the prior written consent of the CO shall be void and may result in the cancellation of the PO or the contract with the SPHA.

Licensing Requirements
By submitting a bid the successful bidder certifies that he/she possess and will, prior to issuance of a Purchase Order (PO) or execution of a contract, present to SPHA, proof and/or certification of the

the bidder's business license allowing that entity to provide such services.

Liability-Indemnity-Remedies
In the course of performing the services under this Agreement, Contractor shall assume full liability for any and all claims and demands for injury and property damage caused by its employees, agents, or equipment. To the extent any such claim is made or determined payable against SPHA, Contractor further shall indemnify and hold SPHA harmless, therefore. This shall include any and all claims arising from the implementation of this Agreement and arising from the work and performance of services undertaken by Contractor, its employees, agents, or subcontractors and arising out of any other operation no matter by whom performed for and on behalf of Contractor, whether or not due in whole or in part to conditions, acts, or omissions done, or permitted by Contractor or SPHA.

To the full extent authorized by law, Contractor agrees to indemnify, hold harmless and defend SPHA, its commissioners, employees, and agents from and against any and all liabilities, claims, damages, losses, suits, penalties, forfeitures, actions, decrees, judgments, attorneys' fees, court costs, and other costs and expenses incidental thereto (including but not limited to the cost of defense, settlement, judgment, and reasonable attorneys' fees) which SPHA, its officers, commissioners, employees, or agents may suffer or which may be sought against, recovered from, or obtainable against SPHA, its commissioners, employees, or agents, as a result of, by reason of, arising out of, on account of, or in consequence of any act or failure to act on the part of Contractor, its subcontractors or agents, or anyone directly or indirectly employed by any such subcontractors or agent, in the fulfillment or performance of the terms, conditions, or covenants that are contained in this Agreement, and which said act or failure to act is contrary to or is not authorized by this Agreement or is otherwise negligent, wanton, willful, or contrary to any applicable law, regulation, or recognized standard of practice or performance. The covenants and obligations set forth in the preceding sentence shall exist and remain in full effect notwithstanding the fact that the occurrence which gave rise to such claim, damage, loss, liability, suit, action, judgment, or expense was caused in part by the negligence or other wrongful act of any party indemnified hereunder. Nothing contained herein shall waive any rights, privileges, immunities, or limitations of liability to which SPHA is entitled under §768.28 of the Florida Statues (which limits recovery for damages against a governmental entity) or under any other present or future statute or rule of law which limits any liability of SPHA in any manner.

SPHA reserves the right to reject any or all proposals if such action is in the best interest of the housing authority and to waive any and all informalities and minor irregularities, at its sole discretion.  SPHA reserves the right to cancel this solicitation for any reason it deems is in the best interest of the agency.

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

HUD Contract Documents That Apply To This IFQ
All the terms and requirements listed within each of the following documents are hereby included by reference as a part of this Quote request. The respondent thereby agrees to abide by all such terms and requirements. The respondent must inform SPHA in writing if he/she wishes to receive a copy of any of these documents: form HUD-­5369-B; form HUD-5369-C; form HUD-5370-C, Sections I and II; form HUD-5369; form HUD-5369-A; form HUD-5370; form HUD-5370-EZ; Form HUD 92010; Table 5.1 of HUD Procurement Handbook 7460.8 REV 2; and the contract clauses contained within 24 CFR 85.36(i).

A copy of 24 CFR 135, commonly known as Section 3 (included by reference; a copy will be delivered by the SPHA to any firm upon submission to the CO of a written request for such). The successful respondent hereby agrees to comply with all requirements of the HUD Section 3 Program as detailed therein. If a bidder chooses to certify as a Section 3 respondent, he/she shall receive the preference noted therein. In any case, the successful respondent shall be required to, as detailed therein, "to the greatest extent feasible . . . provide economic opportunities to low- and very-low income persons," meaning, if the successful respondent must hire anyone to help with the work, he/she must submit a work plan showing how he/she will give first preference to such jobs to Section 3 persons.

Attachments:
HUD Table 5.1


TABLE 5.1 of HUD Procurement Handbook 7460.8 REV 2 MANDATORY CONTRACT CLAUSES FOR SMALL PURCHASES OTHER THAN CONSTRUCTION

The following contract clauses are required in contracts pursuant to 24 CFR 85.36(i) and Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. HUD is permitted to require changes, remedies, changed conditions, access and records retention, suspension of work, and other clauses approved by the Office of Federal Procurement Policy. The PHA and contractor is also subject to other Federal laws including the U.S. Housing Act of 1937, as amended, Federal regulations, and state law and regulations.

Examination of Retention of Contractor's Records. The PHA, HUD, or Comptroller General of the United States, or any of their duly authorized representatives shall, until three years after final payment under this contract, have access to and the right to examine any of the Contractor's directly pertinent books, documents, papers, or other records involving transactions related to this contract for the purpose of making audit, examination, excerpts, and transactions.

Right in Data and Patent Rights (Ownership of Proprietary Interest). The PHA shall have exclusive ownership of, all proprietary interest in, and the right to full and exclusive possession of all information, materials, and documents discovered or produced by Contractor pursuant to the terms of this Contract, including, but not limited to, reports, memoranda or letters concerning the research and reporting tasks of the Contract.

Energy Efficiency. The Contactors shall comply with all mandatory standards and policies relating to energy efficiency which are contained in the energy conservation plan issued in compliance with the Energy Policy and Conservation Act (Pub. L. 94-163) for the State in which the work under this contract is performed.

Procurement of Recovered Materials

(a) In accordance with Section 6002 of the Solid waste Disposal Act, as amended by the Resource Conservation and Recovery Act, the contractor shall procure items designated in guidelines of the Environmental Protection Agency (EPA) at 40 CFR Part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition. The Contractor shall procure items designated in the EPA guidelines that contain the highest percentage of recovered materials practicable unless the Contractor determines that such items: (1) are not reasonable available in a reasonable period of time; (2) fail to meet reasonable performance standards, which shall be determined on the basis of the guidelines of the National Institute of Standards and Technology, if applicable to the item; or (3) are only available at an unreasonable price.

(b) Paragraph (a) of this clause shall apply to items purchased under this contract where: (1) the contractor purchases in excess of $10,000 of item under this contract; or (2) during the preceding Federal fiscal year, the Contractor: (i) purchased any amount of the items for use under a contract that was funded with Federal appropriations and was with a Federal agency or a State agency or agency of a political subdivision of a State; and (ii) purchased a total of in excess of $10,000 of the item both under and outside that contract.

Termination for Cause and for Convenience (contracts of $10,000 or more).

(a) The PHA may terminate this contract in whole, in from time to time in part, for the PHA's convenience or the failure of the Contractor to fulfill the contract obligations (cause/default). The PHA shall terminate by delivering to the Contractor a written Notice of Termination specifying the nature, extent, and effective date of the termination. Upon receipt of the notice, the Contractor shall: (1) immediately discontinue all services affected (unless the notice directs otherwise), and (2) deliver to the PHA all information, reports, papers, and other materials accumulated or generated in performing the contract, whether completed or in process.

(b) If the termination is for the convenience of the PHA, the PHA shall be liable only for payment for services rendered before the effective date of the termination.

(c) If the termination is due to the failure of the Contractor to fulfill its obligations under the contract (cause/default), the PHA may (1) require the Contractor to deliver to it, in the manner and to the extent directed by the PHA, any work described in the Notice of Termination; (2) take over the work and prosecute the same to completion by contract of otherwise, and the Contactor shall be liable for any additional cost incurred by the PHA; and (3) withhold any payments to the Contractor for the purpose of set-off or partial payment, as the case may be, of amounts owned by the PHA by the Contactor. In the event of termination for cause/default, the PHA shall be liable to the Contractor for reasonable costs incurred by the Contractor before the effective date of the termination. Any dispute shall be decided by the Contracting Officer.