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RFP 20-008 Real Estate Broker Services

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RFP # 20-008
October 26, 2020

Date: October 26, 2020
Project Title: Real Estate Broker Services
Delivery Date/Time: November 17, 2020
TO: Qualified Firms
SUBJECT: Request for Proposals (RFP) # 20-008

The St. Petersburg Housing Authority ('SPHA' or 'Authority'), St. Petersburg, Florida, is seeking proposals from qualified responsible Offerors (the 'Contractor' or 'Proposer') to provide as-needed commercial & residential real estate brokerage services for real property located in Pinellas County, Florida.

To encourage contactless delivery and practice CDC guidelines, each Proposer may submit their Electronic Proposal by email per Submission Requirements in Section I of the RFP, attention: Pamela Hobbs, Procurement Officer. Proposers do have the option of submitting their Proposal via mail and, if so, should submit one (1) unbound original and one (1) USB of its Proposal per Submission Requirements in Section H of the RFP to the St. Petersburg Housing Authority, attention: Pamela Hobbs, Procurement Officer, 2001 Gandy Blvd, St. Petersburg, FL 33702. Proposals will be accepted until 11:00 a.m., Tuesday, November 17, 2020.

Proposals must be clearly identified in the email subject line, or marked on the outside of the envelope or any carrier's envelope as - "Request for Proposals #20-008 Real Estate Broker Services".

Any Proposal received after the specified time and date will not be considered. All Proposals must be received and time-date stamped by an SPHA employee, at the address listed above, on or before the above specified time and date. If you choose to mail in your Proposal, it must be mailed return receipt requested and arrive by the specified time, regardless of the postmark date. THERE WILL BE NO EXCEPTIONS.

By submission of a Proposal the Offeror agrees, if its Proposal is accepted, to enter into a Contract with the Housing Authority to complete all work as specified or indicated in the Contract documents for the Contract price and within the Contract time indicated in the attached RFP #20-008. Proposer further accepts all of the terms and conditions of the RFP.

Proposals should be prepared in accordance with instructions contained within the RFP and will remain valid for 90 days. SPHA will not be liable for any costs incurred in the preparation of proposals. Proposals shall be evaluated by SPHA as stated in the evaluation factors noted in the RFP. Oral presentations, if deemed necessary by SPHA, will be scheduled at a mutually agreeable date and time. SPHA reserves the right to request additional information concerning any and/or all Proposals submitted. A request for additional information may be e-mailed or faxed within 48 hours of the stated deadline for submission of additional information. NOTE: 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.

Questions regarding the attached RFP should be directed to Pamela Hobbs at (727) 323-3171 ext. 222.

Sincerely,
Michael Lundy, Chief Executive Officer


ADVERTISEMENT

REQUEST FOR PROPOSAL
RFP # 20-008
Real Estate Broker Services

The St. Petersburg Housing Authority (SPHA), St. Petersburg, Florida, is seeking proposals from qualified responsible Offerors (the 'Contractor' or 'Proposer') to provide as-needed commercial & residential real estate brokerage services for real property located in Pinellas County, Florida in accordance with the requirements of the U.S. Department of Housing and Urban Development (HUD).

PROPOSED SCHEDULE

  • October 25, 2020 - Advertise Request for Proposals
  • November 4, 2020
  • October 26, 2020 - Request for Proposal Documents Available
  • November 5, 2020 - Deadline to Submit Questions, 11:00 a.m. EST
  • November 17, 2020 - Proposals are due by 11:00 a.m. EST

SPHA reserves the right to request additional information concerning any and/or all proposals submitted.

Proposals may be downloaded from our website at www.stpeteha.org. See "Doing Business" tab.

Proposals should be prepared in accordance with instructions contained within the RFP and will remain valid for 90 days. 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. SPHA reserves the right to cancel this solicitation for any reason it deems is in the best interest of the Agency.

Michael Lundy, Chief Executive Officer

The Authority is an Equal Employment Opportunity Employer


TABLE OF CONTENTS

INTRODUCTION: NOTICE OF INTENT

SECTION A: TERM OF CONTRACT
SECTION B: SCOPE OF WORK
SECTION C: PROPOSAL EVALUATION
SECTION D: DUE DATE OF PROPOSAL & CONTRACT AWARD
SECTION E: INSTRUCTIONS TO PROPOSERS
SECTION F: REQUIRED CERTIFICATIONS
SECTION G: MANDATORY CLAUSES
SECTION H: INSURANCE
SECTION I: SUBMISSION REQUIREMENTS
SECTION J: MBE/WBE/SBE PARTICIPATION
SECTION K: LIST OF ATTACHMENTS


EXHIBITS
All Exhibits listed below will need to be completed with your submission. Click here to go to the Additional Forms page, for all the Exhibit forms.

  1. HUD Form 5369-B (8/93), Instructions to Offerors Non-Construction
  2. HUD Form 5369-C (8/93), Certifications and Representations of Offerors Non-Construction Contract
  3. Supplemental Instructions to Proposers & Contractors (SIPC)
  4. HUD Form 5370-C (01/2014), General Conditions for Non-Construction Contracts Section I (With or without Maintenance Work)
  5. Non-Construction Contractor's Certification of Record of Previous Participation in Federal, State or Local Government Funded Contracts
  6. Certification of Authorization to Execute Contract
  7. Non-Collusive Affidavit of Contractor/Subcontractor
  8. Conflicts of Interest
  9. Sworn Statement Pursuant to Section 287.133(3)(a), Florida Statutes, on Public Entity Crime
  10. Diversity Statement
  11. MBE/WBE/SBE Certificate (provided by proposer)
  12. MBE/WBE/SBE Utilization Summary
  13. Proposer's Information Form

REQUEST FOR PROPOSAL
RFP # 20-008
Real Estate Broker Services

NOTICE OF INTENT TO RECEIVE PROPOSALS

In accordance with the U.S. Department of Housing and Urban Development (HUD) Handbook 7460.8 REV-2, Florida Statutes and with other applicable laws, the St. Petersburg Housing Authority (SPHA) formally seeks to obtain competitive proposals for as-needed real estate brokerage services from qualified responsible Offerors.


SECTION A

A-1      Term of Contract

The SPHA plans to award one or more contracts for 1 (one) base year and 4 (four) subsequent one-year options at the discretion of SPHA, for a maximum contract period of 5 (five) years. Per the Annual Contributions Contract (ACC) between SPHA and HUD, SPHA may determine the term as it deems reasonable. SPHA reserves the right not to exercise the option year(s).


SECTION B

B-1      Background

The Housing Authority of the City of St. Petersburg, Florida (also known as the St. Petersburg Housing Authority)

The St. Petersburg Housing Authority, Florida, was created pursuant to Chapter 421, Florida Statutes for the purpose of providing decent, safe and sanitary housing to low-income residents of the City of St. Petersburg. Currently, SPHA owns and manages a variety of low-income and affordable housing units and administers Section 8 Housing Choice Vouchers, along with supportive service programs for its residents. Together, these programs provide quality and sustainable housing opportunities for approximately 4,000 qualifying households.

A seven-person Board of Commissioners, authorized by the laws of the State of Florida, appointed by the Mayor, is responsible for the development of housing policy and the authorization of expenditures. SPHA's jurisdiction includes the City of St. Petersburg and extends in a ten-mile radius outside the City limits.

Founded in 1937, the St. Petersburg Housing Authority is one of the oldest housing authorities in the nation and is continually rated by the U.S. Department of Housing and Urban Development (HUD) as a "High Performing" agency.

Michael Lundy serves as the agency's Chief Executive Officer and Secretary of the Housing Authority's Board of Commissioners.

Several years ago, SPHA embarked on a plan to reposition its Public Housing portfolio and expand affordable housing units throughout St. Petersburg. Repositioning strategies include the disposition of former Public Housing communities; acquisition and development of new mixed income communities; and conversion of all remaining Public Housing to Project Based Rental Assistance.

B-2      Scope of Services

The contractor shall provide real estate services for a variety of transactions. SPHA seeks proposals that demonstrate experience in providing both commercial and residential real estate broker services. SPHA real estate includes developed and undeveloped land, residential properties (single, multi-family and apartment buildings) and office buildings.

SPHA's jurisdiction is the City of St. Petersburg and 10 miles beyond city boundaries.   SPHA owns and manages 134 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.

These Scope of Services include, but are not limited to:

  1. Main Services: Under the resulting contract, the successful Offeror will provide the following services as they relate to residential and commercial real estate services:
    • Perform market analysis; including identifying rents, types and numbers of affordable and market rate units, unit mix and amenities
    • Purchase property: commercial, industrial, multi-family, residential, retail, including vacant land;
    • Develop strategies for sale of properties (i.e., social media marketing, event announcements, and video promotions, etc);
    • Perform all aspects of purchases/sales of commercial and residential properties;
    • Manage negotiations with sellers/buyers;
    • Coordinate real estate appraisals;
    • Coordinate real estate transaction closings with Title company and SPHA real estate attorneys;
    • Handle all customary activities and services associated with real estate transactions;
    • Provide guidance and advice on commercial real estate legal issues and related laws.
    Services will include consultations with SPHA staff relating to the purchase/sale of commercial and residential real estate, and presentations at public meetings, as applicable.
  2. Related Services: under the resulting contract, the successful Offeror will provide the following services as they relate to all categories, broker actions, processes and deliverables:
    • Represent SPHA as the Direct Buyer of properties in St. Petersburg and other locations, as requested;
    • Price properties/appraise correctly;
    • Communicate with SPHA;
    • Vet buyer's qualifications;
    • Negotiate Best Terms (i.e., adjustment to contingency dates or closing times);
    • Attend Home Inspection to represent SPHA;
    • Attend Home Appraisal (if not performed by Contractor);
    • Design/print materials (i.e. flyers or brochures);
    • Submission to RSS feeds (i.e. Facebook, Twitter, LinkedIn and other applicable social media);
    • Locate properties in the following categories, including but not limited to: Open Listing, Exclusive Agency Listing, Exclusive Right-to-Sell Listing, For Sale by Owner, and MLS;
    • Perform other broker services and tasks as requested
  3. Consultation Services: in the event SPHA has special interests that fall outside of the acquisition or disposition of a property (e.g. investments or recommendations on developments), the Offeror will provide a fixed-fee hourly rate for consultation services.
  4. Appraisal Services: IF Offeror provides appraisal services, please provide a fixed rate for appraisal services.

B-3      Commission

  1. The proposed commission shall be the only compensation (direct or indirect) that will be received by the individual/firm from transactions contemplated under this RFP. In the event that no transaction occurs as a result of this engagement, contractor shall not be entitled to compensation or reimbursement.
  2. The commission for commercial and/or residential leasing shall be a firm fixed price inclusive of all elements required to deliver the services, including but not limited to: employee costs and benefits; clerical support; supplies; materials; licensing; insurance; advertising; etc. Please note that such cost is inclusive of all elements required to provide these services as specified herein and each fee proposed shall be fully "burdened" with profit and overhead costs.
  3. SPHA will pay broker the commission set forth in Offeror's fee submission based on a percentage of the total gross fixed or base rent amount to be received by SPHA during the first year of the lease, which shall be paid at the time SPHA and a Lessee enter into a lease. No fee shall be paid to broker for reimbursements to SPHA of common area maintenance, real estate taxes or insurance.
  4. The proposed commission will be the total commission paid by SPHA and will include any commission due to the tenant's broker or agent pursuant to a commission split agreement between vendor and the tenant's broker. SPHA would expect contractor to cooperate with outside brokers in accordance with standard market practice.

B-4      Qualifications

Your firm, including personnel, subcontractors and/or joint ventures, must demonstrate that it meets the following minimum requirements:

  1. Prior Experience and Minimum Requirements: your firm, including personnel, subcontractors, and/or joint ventures must demonstrate that it meets the following minimum requirements:
    • Must be licensed and in good standing in the State of Florida (Florida broker licensure in accordance with FREC (Florida Real Estate Commission) guidelines);
    • At least one broker proposed by the Offeror must have at least five years of experience in the active practice of real estate. Contractor must provide evidence in the form of a resume that clearly shows the requisite experience is met for each proposed personnel.
  2. Experience and Qualifications: in determining responsibility, SPHA reserves the right to request supplementary information to assure prospective Offerors have a satisfactory record of performance, and are qualified legally to contract in the State of Florida. Additionally, SPHA reserves the right to require prospective Offerors to demonstrate they have the necessary financing, equipment, facilities, expertise and personnel.
    • Experience in assisting low and moderate income citizens in selling and acquiring single family houses;
    • Experience in assisting first time home buyers
  3. General Specifications - the following provisions apply:
    • Timeliness of response and accessibility to firm and all staff assigned to the contract (e.g. Lead and support) is of the utmost importance. Accessibility includes the ability to be readily available, sometimes on short notice, to attend meetings in person or via electronic means, as well as be reached promptly by phone or email.
    • Service response is also of high importance. When SPHA requests broker services, the contractor is required to provide an estimated time of completion of any project/matter and keep SPHA appraised of any delays or special considerations.
    • The awarded firms will not assign any interest in this contract and will not transfer any interest in the same without he prior written consent of SPHA
    • The firm will not accept any client or project that places it in a conflict of interest with its representation of SPHA. If such a conflict of interest is subsequently discovered, SPHA must be notified immediately. Failure to disclose this conflict will cause SPHA to determine the awarded firm in default and cancel the contract.

B-5      Assignment of Work - Task Order (TO)

SPHA will retain the right to contract with any of the Offerors as a result of this RFP.

  1. Assignment of Work Task Orders (TO): the specific scope of work assignment that describes the work the contractor shall perform. This TO shall include the specific scope, contractor's cost and time for completion for the particular scope of services. The TO will include by reference all terms and conditions described in the Contract and the RFQ. Multiple task order assignments may be made under the single Contract. For known quantity of work regarding specific project, a TO shall be generated as a firm-fixed fee (lump sum/not-to-exceed contract amount) for that specific task.
    • Assignments will be based on individual tasks matched to the most suitable service provider under contract. A firm's performance on the assigned task will dictate whether or not they receive another Task Order.
    • The Task Order request must indicate the scope of work for the particular task/ the total cost for the work in the particular task will be summarized in the required formats that meet the needs of the SPHA.
    • The cost and scope of every task order will, as a standard, a "not-to-exceed" (firm fixed) price with the contractor prior to authorization.
    • The TO will include time for completion, agreed upon Notice to Proceed (NTP) date and will be signed by the SPHA representative and the Contractor. Contractor may begin work on the date (and time) as indicated.
    • The Contractor shall be required to commence work under the TO on the date of the NTP, but no later than 10 (ten) calendar days of receipt of the task order. The Contractor shall execute the work diligently. The contractor shall not be responsible for unreasonable delays caused by others that may cause a delay in the work. If such a delay occurs, the contractor shall inform the SPHA immediately in writing of the anticipated delay and the TO agreement completion time will be adjusted with the SPHA.
    • SPHA makes no representations on the minimum number of TOs assigned to a particular contractor or the amount of money beyond the minimum order guarantee set forth in the RFP; nor is SPHA obligated to distribute the work evenly to all Proposers.
  2. The contractor agrees to utilize, in the performance of task orders, those key personnel and sub consultants proposed and accepted by the SPHA prior to award of the Contract. If changes become necessary, the contractor shall submit for approval by the CEO or other assigned SPHA representative the names of proposed replacement with their records of qualifications and experience. The Contractor agrees to utilize personnel who are qualified to perform the services rendered pursuant to each executed task order. If SPHA determines that any of the Contractor's personnel are not qualified or are otherwise unsatisfactory, the contractor shall, at the direction of SPHA, assign a replacement acceptable to SPHA at no additional cost to the Agency.

SECTION C

C-1      Evaluation Criteria

The evaluation of professional qualifications of the proposals will be based on the qualifications of the Offeror's firm, technical criteria, references and proposal evaluation scoring. Specific evaluation criteria to evaluate the technical qualifications of each Offeror and their degree of importance and/or relative weight are numbered as Evaluation Factors 1 - 4, with a possible 100 points possible, excluding any bonus, and are as follows:

Factor Type/Description

Evaluation Factor 1, Max point value 35.
Subjective
The proposer's EXPERIENCE & QUALIFICATIONS, as outlined in Section B-2, Scope of Services and B-4 Qualifications. Resumes and qualifications of key personnel. Identify the lead broker who will direct and coordinate the assigned tasks to completion. Provide a summary of the organization, including brief history, organization chart, size and structure of the firm. Provide three client references. Provide the firm's portfolio with examples of residential & commercial transactions. Indicate areas of specialty, including low and moderate income experience. Identify any experience representing non-profits, government funded or tribal organizations.

Evaluation Factor 2, Max point value 35.
Subjective
DEMONSTRATE RESPONSIVENESS OF THE PROPOSAL by highlighting the Offeror's approach/methodology describing how vendor will deliver tasks and deliverables described in the SOW. Specify roles, real estate experience and the availability and resources that will be mobilized to accomplish the scope of work. Showcase firm's knowledge and experience with St. Petersburg real estate, specifically what limitations, if any, are faced in the market, and what foreseeable conditions may affect SPHA's purchase and/or disposition of property. Describe research capabilities, with specific emphasis on specialized organizational contacts. Briefly describe the steps that will be taken to ensure the best possible real estate outcomes in a timely manner.

Evaluation Factor 3, Max point value 10.
Subjective
Provide certifications, awards, letters of achievement and accomplishments that firm and/or broker has received that can further demonstrate Offeror's experience, expertise and excellent reputation in the real estate community. Include statement indicating whether the firm has been the subject of any disciplinary action during the past three (3) years; and whether the firm has been suspended or debarred from providing services to government funded agencies, or other government activity.

Evaluation Factor 4, Max point value 20.
Objective
The PROPOSED COSTS submitted by the proposer. Contract will be based on commission rate for buying/selling properties in all situations. Fee must include all direct and indirect costs in the pricing provided (i.e. Commission Rate for Selling) and remain firm for the duration of the contract. Fee proposal should indicate estimated hours of work for various real estate tasks.

Total Points (other than preference points & Interview), 100 Points

NOTE:   Points will be awarded for each Factor by each of the appointed evaluation committee members based on his/her opinion after a thorough review of the information submitted by each proposer within his/her proposal.

RE: Objective Cost (20 points):

Cost (fees = all items on price proposal), weighted, based on lowest price at 20 points.

Ex: Score equals "lowest proposer's price" Divided by "proposer's price" Multiplied by 20.

All Contractors who are awarded Contracts by SPHA must comply with SPHA's Section 3 Policy, as applicable. Per HUD's Section 3 Final Rule 9/29/20, non-construction services that require an advanced degree or professional licensing are excluded from Section 3.

Preference Evaluation Factor.  The following factor will be utilized by the CO to evaluate each proposal submittal received:

Factor Type/Description

Evaluation Factor 5, Max point value 5 (Subtotal 5,3).
MBE/WBE/SBE Participation: Minority Business Enterprise (MBE), Women's Business Enterprise (WBE), and Small Business Enterprise (SBE) designation*, participation and/or joint venture.

  1. M/WBE or SBE designated firm - submit copy of state or local certification, OR
  2. Joint venture or subcontract with a M/WBE or SBE firm - submit copy of state or local certification of joint venture partners or subcontractors and M/WBE & SBE Utilization Form showing percentage of ownership or participation.

Maximum Available Preference Points: 5 Points
Total Possible Points: 15

*MBE/WBE/SBE as certified by the City of St. Petersburg, Pinellas County, the State of Florida and/or any other governmental certification entity.

C-2         Evaluation Method

  1. Responsiveness.   Each proposal received will first be evaluated for responsiveness (i.e. meets the minimum of the requirements).
  2. Evaluation Packet. An evaluation packet will be prepared for each evaluator, including the following documents: Instructions to Evaluators; Proposal Tabulation Form; Written Narrative Form for each proposer; Recap of each proposer's responsiveness; Copy of all pertinent RFP documents.
  3. Evaluation Committee. The Agency anticipates that it will select a minimum of a three-person committee to evaluate each of the responsive "hard copy" proposals submitted in response to this RFP.  PLEASE NOTE: No proposer shall be informed at any time during or after the RFP process as to the identity of any evaluation committee member. If, by chance, a proposer does become aware of the identity of such person(s), he/she SHALL NOT make any attempt to contact or discuss with such person anything related to this RFP. As detailed within Section D of this document, the designated CO or representative is the only person at the Agency that the proposers shall contact pertaining to this RFP. Failure to abide by this requirement may (and most likely will) cause such proposer(s) to be eliminated from consideration for award.
  4. Evaluation. The CO or representative will evaluate and award points pertaining to Evaluation Factors No. 4 and No. 5. The appointed evaluation committee, independent of the CO or any other person at the Agency, shall evaluate the responsive proposals submitted and award points pertaining to Evaluation Factors No. 1, 2 and 3. Upon final completion of the proposal evaluation process, the evaluation committee will forward the completed evaluations to the CO.

    Points Awarded Range.   Pertaining to the Factors 1, 2, and 3 please note the following range of points awarded (points pertaining to this RFP are shaded-please also see the Evaluation Factors detailed within the preceding Section):

    Points Awarded Range
    Classification*

    Excellent (Acceptable*) 95%+, 10/10, 14-15/15, 19-20/20, 29-30/30, 34-35/35, 95-100/100**

    Very Good (Acceptable*) 90%+, 9/10, 13/15, 17-18/20, 28/30, 32-33/35, 90-94/100**

    Good (Potentially Acceptable*) 80%+, 8/10, 11-12/15, 16/20, 25-27/30, 29-31/35, 80-89/100**

    Average (Potentially Acceptable*) 70%+, 7/10, 9-10/15, 13-15/20, 22-24/30, 26-28/35, 70-79/100**

    Poor (Unacceptable*) <70%, 0-6/10, 0-8/15, 0-12/20, 0-21/30, 0-25/35, 0-69/100*

    *Pursuant to Section 7.2.N.3 of HUD Procurement Handbook 7460.8 REV 2
    ** Total available points to be awarded, including cost points, minus preference points.

  5. Potential "Competitive Range" or "Best and Finals" Negotiations. The Agency reserves the right to, as detailed within Section 7.2.N through Section 7.2.R of HUD Procurement Handbook 7460.8 REV 2, conduct a "Best and Finals" Negotiation, which may include oral interviews, with all firms deemed to be in the competitive range. Any firm deemed not to be in the competitive range shall be notified of such in writing by the Agency in as timely a manner as possible, but in any case within no longer than 10 days after the beginning of such negotiations with the firms deemed to be in the competitive range.
  6. Determination of Top-ranked Proposer. Typically, the subjective points awarded by the evaluation committee will be combined with the objective points awarded by the CO to determine the final rankings, which is typically forwarded by the CO to the ED/CEO for approval. If the evaluation was performed to the satisfaction of the ED/CEO, the final rankings may be forwarded to the Housing Authority Board of Commissioners (BOC) at a scheduled meeting for approval.  Contract negotiations may, at the Agency's option, be conducted prior to or after the BOC approval.
    1. Minimum Evaluation Results. To be considered to receive an award a proposer must receive a total calculated average of at least 70 points (of the 110 total possible points detailed within Section C herein).
    2. Ties. In the case of a tie in points awarded, the award shall be decided as detailed within Section 6.12.C of HUD Procurement Handbook 7460.8 REV 2, by "drawing lots or other random means of selection."
  7. Notice of Results of Evaluation. If an award is completed, all proposers will receive by e-mail a Notice of Results of Evaluation. Such notice shall inform all proposers of:
    1. Which proposer received the award
    2. Where each proposer placed in the process as a result of the evaluation of the proposals received
    3. The cost or financial offers received from each proposer
    4. Each proposer's right to a debriefing and to protest.
  8. Restrictions. All persons having familial (including in-laws) and/or employment relationships (past or current) with principals and/or employees of a proposer entity will be excluded from participation on the Agency evaluation committee. Similarly, all persons having ownership interest in and/or Contract with a proposer entity will be excluded from participation on the Agency evaluation committee.

SECTION D

D-1      Due Date of Proposal

Proposals are due at the St. Petersburg Housing Authority Central Office, 2001 Gandy Blvd North, St. Petersburg, FL 33702 by 11:00 a.m. on Tuesday, November 17, 2020

Emailed to the attention of: Pamela Hobbs, Procurement Officer

OR

Mailed to the attention of:
Pamela Hobbs, Procurement Officer
St. Petersburg Housing Authority
2001 Gandy Blvd North
St. Petersburg, FL   3702

No pre-proposal conference will be held. Any questions regarding this RFP must be in writing and may be directed to Ms. Pamela Hobbs, by email prior to the posted deadline for written requests for information.

D-2    Contract Award

A Contract shall be awarded in accordance with the terms of Form HUD 5369, Instructions to Proposers for Contracts, Public and Indian Housing Programs, attached hereto as Exhibit A, and its Procurement Policy.  The Chief Executive Officer shall make a final recommendation to the Board of Commissioners. The Board of Commissioners will make the final selection of the firm to be awarded the Contract. Contract will be awarded to the Proposer whose proposal best meets the needs and requirements of SPHA for the best value. Failure to meet the threshold requirements may result in rejection of the proposal. SPHA reserves the right to reject any and all proposals, to award one or more Contracts or no Contract. 

By completing, executing and submitting a proposal, the proposer is thereby agreeing to abide by all terms and conditions pertaining to this RFP as issued by the Agency, including the Contract clauses specified, each attached hereto.  Accordingly, the Agency has no responsibility to conduct after the submittal deadline any negotiations pertaining to the Contract clauses already published. 

  1.    The Authority does not guarantee any minimum or maximum amount of work as a result of any award ensuing from this RFP, but will reserve the right to award work on an as-needed basis.
    1. Guaranteed Contract Minimum Amount and Not-to-Exceed Maximum Amount: As may be further detailed herein, as the ensuing contract will be an Indefinite Delivery Indefinite Quantities Contract, which, pursuant to HUD regulation, requires the Authority to award the responsive and responsible contractor(s) a Guaranteed Contract Minimum Amount (GCMA) and Not-to-Exceed Maximum Amount (NMCA) of work, those required minimum and maximum contract levels are (a) GCMA: $100; and (b) NMCA: $50,000 per awardee over the contract period. The SPHA reserves the right to adjust these amounts, if in its best interest to do so, prior to contract approval. There is no guarantee on the number of task orders that the successful contractor will receive or the amount of money beyond the minimum order guarantee set forth in the RFP.

SECTION E

E-1      Instructions to Proposers

See Exhibit A, HUD Form 5369-B, Instructions to Offerors Non-Construction. SPHA hereby excludes Item 5, Late Submissions, Modifications, and Withdrawal of Proposals, of HUD Form 5369. Please see item F-2 herein below for SPHA's requirements for the acceptance of proposals.


SECTION F

F-1       Required Certifications

See Exhibit B, Form HUD 5369-C, Certifications, and Representations of Offerors Non-Construction Contract.

F-2       Acceptance of Proposals

Proposal must be signed, sealed and received in completed form at the St. Petersburg Housing Authority located at 2001 Gandy Blvd North, St. Petersburg, FL 33702, no later than the proposal submission time and date stated herein. Proposals submitted after the designated date and hour will not be accepted for any reason.

SPHA reserves the right to accept or reject any or all Proposals, to take exception to these RFP specifications or to waive any irregularities and/or informalities. Proposer may be excluded from further consideration for failure to comply fully with the specifications of this REQUEST FOR PROPOSAL.

SPHA also reserves the right to reject the Proposal of any Proposer who has previously failed to perform properly, or to complete on time, Contract(s) of a similar nature; who is not in a position to perform the Contract, or who habitually and without just cause neglected the payment of bills or otherwise disregarded its obligations to subcontractors, providers of materials, or employees.

F-3       Confidential Material

Any material submitted by a Proposer that is to be considered as confidential must be clearly marked as such.

F-4       Financial Statements

The Proposer may be requested to submit current financial statements. Furthermore, the Proposer shall disclose any past or current litigation to which it is a party and the amount in controversy or potential liability.

F-5       Withdrawal of Proposals

Proposal may be withdrawn on a written or telegraphic (faxed) request dispatched by the Proposer in time for delivery in the normal course of business prior to the time specified herein for proposal receipt, provided that written confirmation of any telegraphic withdrawal with the signature of the Proposer is placed in the mail and postmarked prior to the time specified herein for proposal receipt. Negligence on the part of the Proposer in preparing its Proposal confers no right of withdrawal or modification of its proposal after the due date and time specified herein.

F-6       Incurring Costs

SPHA is not liable for any costs incurred by any Proposer prior to issuance of a Notice to Proceed. In general, no pre-Contract costs will be paid to the successful Proposer.

All costs incurred in the preparation and presentation of Proposal shall be wholly borne by each Proposer.  All supporting documentation and manuals submitted with each Proposal will become the property of SPHA unless otherwise indicated by the Proposer at the time of submission.

SPHA agrees to provide to the successful Proposer, upon request, no more than three sets of drawings and specifications for building permits.

F-7       Third Party Claims on Services or Software

If the proposed services include the use of products or services of another company, SPHA will hold the Proposer responsible for the proposed services. In addition, the Proposer shall hold SPHA harmless from any third party legal claims involving the use by SPHA of any software product or technique provided.

F-8       Ineligible Contractors

SPHA is prohibited from making any awards to Contractors or accepting as subcontractors any individuals or firms that are on the GSA List of Parties Excluded from Federal Procurement and Non-procurement Programs.

F-9       Award of Contracts

A Contract shall be awarded according to the criteria specified herein, provided the proposal is in the best interest of SPHA. The Proposer to whom an award is made will be notified at the earliest practical date. An award may be subject to HUD approval.

F-10     Price Escalation

Pertaining to the ensuing Contract, there shall be no escalation of any of the proposed unit costs allowed at any time during the awarded Contract periods.

F-11     Consultant or Additional Services that May Be Required by the Agency

Basically, if the Agency requires any Additional Services, the hourly fee proposed will, during the ensuing Contract period(s), become the basis of negotiation for any such additional work that the Agency may require that is not already being provided by the firm fixed hourly fees.

F-12   Negotiation of Costs Proposed

If negotiations are required, then negotiations shall be conducted with Offeror who submit proposals determined to have a reasonable chance of being selected for award, based on evaluation of qualifications, price, and other factors considered to be most advantageous to SPHA. Such Proposers shall be accorded fair and equal treatment with respect to any opportunity for negotiation and revision of proposals. The purpose of negotiations shall be to seek clarification with regard to and advise Contractor of the deficiencies in both the technical and price aspects of their proposals so as to assure full understanding of and conformance to the solicitation requirements. No Offeror shall be provided information about any other Offeror's proposal, and no Offeror shall be assisted in bringing its proposal up to the level of any other proposal. Proposer shall not be directed to reduce their proposed prices to a specific amount in order to be considered for award; however, best and final offers may be requested. SPHA reserves the right to request additional information concerning any and/or all proposals submitted. A common deadline shall be established for receipt of proposal revisions based on negotiations.

After evaluation of proposal revisions, if any, the Contract shall be awarded to the responsible firm whose qualifications, price and other factors considered, are the most advantageous to SPHA.


SECTION G

G-1    Mandatory Clauses

See Exhibit D- HUD Form 5370-C, General Conditions for Non-Construction Contracts.


SECTION H

H-1      Insurance

The successful Proposer 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 an 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 Proposer shall require all consultants (subcontractors) to carry the insurance required herein, or the Proposer may provide the coverage for any or all consultants, and, if so, the Certificate of Insurance or copy of the policy submitted shall so stipulate.

The Proposer and all consultants agree that insurers shall waive their rights of Subrogation against the St. Petersburg Housing Authority.

The Proposer 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 Proposer and subcontractors under the Contract.

SPHA is defined in this section as its Commissioners, officers, directors, employees, and volunteers.

Minimum Limits and Coverage Required

  1. Commercial General Liability Policy with the following minimum limits and coverage:
    1. Five Hundred Thousand dollars ($500,000.00) each occurrence (combined single limit for bodily injury and property damage);
    2. Five Hundred Thousand dollars ($500,000.00) for personal and advertising injury liability;
    3. Five Hundred Thousand dollars ($500,000.00) aggregate on products and completed operations;
    4. Five Hundred Thousand dollars ($500,000.00) general aggregate;
    5. Additional Insured Endorsement: The St. Petersburg Housing Authority must be added as an Additional Insured, and any other party as may be required.
  2. Workers' Compensation and Employer's Liability with the following minimum limits and coverage:
    1. Workers' Compensation Policy - Minimum employer's liability limits
      By Accident - Florida Statutory Limit
      By Disease - Florida Statutory Limit
      A Waiver of subrogation in favor of SPHA must be endorsed to the policy.

      "Florida," must appear in item 3A of the Worker's Compensation coverage declarations page, or item 3C must contain the following: "All States except those in listed in Item 3A and the States of NV, ND, OH, WA, WV, and WY."
    2. Employer's Liability
      1. 500,000 each accident for bodily injury by accident
      2. $500,000 each employee for bodily injury by disease
      3. $500,000 policy limit for bodily injury by disease
  3. Automobile Liability
    1. Five Hundred Thousand dollars ($500,000.00) combined single limit each accident.
    2. Coverage shall be for any auto (including owned, hired, and non-owned autos).
    3. Additional Insured Endorsement: The St. Petersburg Housing Authority must be added as an Additional Insured, and any other party as may be required.
  4. Professional Liability / Errors & Omissions
    1. P/E&O insurance in the amount of not less than Five Hundred Thousand dollars ($500,000.00) per claim, unless otherwise required by the Agency.
  5. Other Insurance as may be required by SPHA.

Approval, disapproval or failure to act by SPHA regarding any insurance supplied by Proposer shall not relieve Proposer of full responsibility or liability for damages and accidents as set forth in the Contract documents. Neither shall the bankruptcy, insolvency or denial of liability by the insurance company exonerate Proposer from liability. See Exhibit D, HUD Form 5370-C, General Conditions for Non-Construction Contracts.

H-2      Rules, Regulations, and Licensing Requirements

Each Proposer and its staff must possess all of the required State of Florida licenses, as well as all other licenses required by St. Petersburg to perform in accordance with the Contract scope of services herein. In addition, the Proposer shall comply with all laws, ordinances and regulations applicable to the scope of services contemplated herein. The successful Proposer is presumed to be familiar with all Federal, State and local laws, ordinances, codes, rules and regulations.

H-3      Assignment

The successful Proposer shall not enter into any subcontracts, retain consultants, or assign, transfer, convey, sublet, or otherwise delegate its obligations under the Contract resulting from this RFP, or any or all of its rights, title or interest therein, or its power to execute such Contract to any person, company or corporation without the prior written consent and approval of SPHA.


SECTION I

I-1        SUBMISSION REQUIREMENTS

An email with read receipt requested or 1 (one) original and 1 (one) USB/Jump drive of the Proposal must be submitted and received by the housing authority no later than the proposal submission time and date. Proposals should provide a straightforward, concise description of Contractor's ability to fulfill the requirements of this solicitation.

The Agency intends to retain the Contractor pursuant to a "Best Value" basis, not a "Low Bid" basis ("Best Value," in that the Agency will, as detailed within Section C herein, consider factors other than just cost in making the award decision). Therefore, so that the Agency can properly evaluate the offers received, all proposals submitted in response to this RFP must be formatted in accordance as noted below.

None of the proposed services may conflict with any requirement the Agency has published herein or has issued by addendum.

The response, however submitted (binders, notebooks, clipped, etc.), shall be indexed with tabs electronically or physically and organized as listed below.

  1. Organization of Response: The response shall be submitted in a three-ring loose leaf binder style, whether electronic or mailed, indexed with tabs electronically or mailed, and organized as follows:
    • Cover Letter
    • Table of Contents
    • Applicant's Experience & Qualifications (Factor 1)
    • Applicant's Methodology (Factor 2)
    • Applicant's Reputation (Factor 3)
    • Supplemental Information
    • HUD and SPHA Forms
    • Fee Proposal (Factor 4)
  2. Cover Letter: A transmittal letter prepared on the Offeror's business stationery must accompany each response. An individual authorized to bind the firm to all statements, including services contained in the response, must sign the letter. Indicate availability for interviews of firm immediately following proposal submission.
  3. Table of Contents: The proposal shall have a Table of Contents that conforms to the organization set forth in Section I.
  4. Firm Information: One page should include firm's name, principal place of business, phone number, email, and contact person, and summary as indicated in Evaluation Factors. Include Proposer's Information Form in this section.
    1. Organizational Chart: should include the entire assigned team.
    2. Personnel: provide resumes or CVs for personnel who will be representing the Firm and who have provided technical skills on projects similar to that required in this Request.
      Include any specialized skills, training or credentials that are relevant to the required services.
      SPHA reserves the right to review the background of any or all personnel assigned to work under the resulting contract, including any assignments thereto, and based on such investigations, to reject the use of any persons within SPHA's discretion.
    3. References: provide three (3) current references from PHA's of comparable size, or from governmental/non-profit sector work, and the scope of the work completed by firm within the last two years.
    4. Firm's Legal Information: provide Applicant's W-9 and Federal ID number and applicable licenses.
    5. Debarment: provide notarized statement that firm and its principles are not and have not been suspended or debarred from providing services to government funded agencies, or for other government activity.
    6. Claims, Lawsuits or Defaults: provide a list of & explanation regarding any outstanding claims, lawsuits, defaults, or suspensions on the part of the Respondent or any of its subsidiaries.
    7. Proof of Insurance: prior to award (but not as a part of the proposal submission) the chosen Firm will be required to provide insurance certifications per Section H of the RFP. For the proposal submission, simply indicate that Firm has or has ability to secure required insurance.
    8. Licenses: provide proof of State of Florida business licenses; and St. Petersburg business licenses as applicable; and any other licenses respondent wishes SPHA to consider.
  5. Applicant's Experience: Highlight the firm's knowledge and experience in the local real estate market, including agility to respond to micro & geographic changes; knowledge regarding low and moderate income transactions; ability to forecast trends; firm's capability to handle staff turnover and meet client expectations.
    1. Staff Availability: indicate the availability of staff; demonstrate that firm has the adequate resources to perform the work in the time allotted. What is the availability of key personnel relative to other work currently under contract? How much, and what, assistance Respondent's firm will expect from SPHA staff.
    2. Innovation: short summary of the Proposer's experiences and attributes that set it apart from other candidates.
  6. Methodology: Executive narrative of the rationale behind Proposer's approach to the tasks and deliverables. Detail the firm's strategy, processes, strengths and understanding of real estate law and regulations.
  7. Fee Proposal: Respondent will outline its commission structure and/or rates clearly and completely. Clarity of the proposed fees, reasonableness of cost and the relationship of cost to completed services/deliverables are important elements in the evaluation of the Respondent's Fee Proposal.
    Fees proposed must include complete cost and price information for specified services. Submissions must include a schedule of costs/prices. All costs and expenses not clearly identified as part of the Respondent's submission will not be considered at a later date.
    Offeror shall ensure that the proposed rate offered is the lowest discounted (government) rate offered to similar clients. Respondent warrants the prices quoted are not in excess of those charged non-governmental clients for the same services performed by the same individuals.
    If available, contractor may provide a list of optional services and the associated fees that will aid SPHA in meeting the goals of the SOW. Make sure this list, if applicable, clearly indicates the services are optional. SPHA may wish to consider these optional services based on the availability, associated costs, and value add to the overall initiative.
    1. Consulting Fee: if applicable, provide a fixed-fee hourly rate, separate from the commission.
    2. Appraisal: if applicable, provide a fixed rate cost for an appraisal, separate from the commission.
      Cost proposals are subject to negotiation, and will be based upon the Statement of Work described in Section B herein.
  8. Supplemental Information: This section may be used for the presentation of supporting materials and information to the proposal. These materials should be kept to a reasonable minimum and provided only if they are in direct support of the Respondent's proposal. If no information is to be placed under this tab, please place there a statement such as "This Tab Left Intentionally Blank."
  9. HUD and SPHA Required Forms (completed, signed & returned):
    • HUD Form 5369-C, Certifications and Representations of Offerors Non-Construction Contract.
    • Non-Construction Contractor's Certification of Record of Previous Participation in Federal, State or Local Government Funded Contracts
    • Contractor's Certification of Authorization to Execute Proposal/Contract on Behalf of Company
    • Non-Collusive Affidavit of Contractor/Subcontractor
    • Conflicts of Interest
    • Sworn Statement Pursuant to Sections 287.133(3)(a) Florida Statutes, on Public Entity Crimes
    • Diversity Statement
    • Small Disadvantaged, Minority and Women Owned Business Certificate(s) (if applicable)
    • MBE/WBE/SBE Utilization Summary
    • Proposer's Information Form

Alterations to the proposal, or the terms and conditions in this RFP shall be grounds for rejecting the entire bid proposal. Late proposals shall not be accepted for ANY reason.


SECTION J

J-1       MBE/WBE/SBE Participation

In accordance with regulations developed by the Secretary of the Department of Housing and Urban Development (HUD) and promulgated in 2 CFR 200.321, and within HUD Handbook 7460.8 REV 2, Sections 15.5.A and 15.5.B, and The National Affordable Act 42 U.S.C. 12703, it is SPHA's policy that Minority, Women and Small Business Enterprises (MBE/WBE/SBE) shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with federal funds and that bidders, proposers or contractors and their subcontractors or suppliers shall take all necessary and reasonable steps to ensure that MBE/WBE/SBEs shall have the maximum opportunities to compete for and perform contracts financed in whole or in part by federal funds.

MBE/WBE/SBE economic participation shall be implemented via an MBE/WBE/SBE Utilization Plan (Exhibit L, hereto) that is submitted by entities seeking to do business with the Agency or its partners who utilize federal funding in whole or in part. Accordingly, businesses intending to respond to this RFP shall agree to expend no less than 15% of the total contract price, inclusive of all modifications and amendments through work with certified MBEs and WBEs and/or proposed some lesser percentage participation coupled with good faith efforts to include MBE/WBE/SBE firms and thereby demonstrate the non-feasibility of the aspirational percentage published herein.

Firms that are included on an MBE/WBE/SBE Utilization Plan must be either certified by a support agency that is recognized by SPHA to do so, or must at least be able to show that it is currently undergoing an application process to become certified. Firms with pending certification will be approved for contract award purposes but will not count towards actual MBE/WBE/SBE participation without a final approval of certification.


SECTION K

K-1      List of Attachments

The following attachments (located on our additional forms page) are required and/or included as part of this Request For Proposal and shall be incorporated into the Proposer's proposal/contract:

  1. HUD Form 5369-B (8/93), Instructions to Offerors Non-Construction
  2. HUD Form 5369-C (8/93), Certifications and Representations of Offerors Non-Construction Contract
  3. Supplemental Instructions to Proposers & Contractors (SIPC)
  4. HUD Form 5370-C (01/2014), General Conditions for Non-Construction Contracts Section I (With or without Maintenance Work)
  5. Non-Construction Contractor's Certification of Record of Previous Participation in Federal, State or Local Government Funded Contracts
  6. Certification of Authorization to Execute Contract
  7. Non-Collusive Affidavit of Contractor/Subcontractor
  8. Conflicts of Interest
  9. Sworn Statement Pursuant to Section 287.133(3)(a), Florida Statutes, on Public Entity Crime
  10. Diversity Statement
  11. MBE/WBE/SBE Certificate (provided by proposer)
  12. MBE/WBE/SBE Utilization Summary
  13. Proposer's Information Form

End of RFP Document