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RFQ 20-005 Architectural & Engineering Services

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RFQ # 20-005
October 5, 2020

Date: October 5, 2020
Project Title: A/E Services
Delivery Date/Time: November 2, 2020
TO: Qualified Firms
SUBJECT: Request for Proposals (RFQ) # 20-005

The St. Petersburg Housing Authority ('SPHA' or 'Authority'), St. Petersburg, Florida, is seeking competitive proposals from qualified responsible applicants (the 'Contractor' or 'Proposer') for contracts to provide services in full service architectural services; mechanical and/or electrical engineering; civil engineering and/or land surveying; and, landscape architectural services.  SPHA will select one or more contracts for one or more scope areas in accordance with the requirements of the SPHA and the U.S. Department of Housing and Urban Development (HUD).

No Pre-Proposal conference shall be held.

To encourage contact-less delivery and practice CDC guidelines, each Proposer may submit their Electronic Proposal by email per Submission Requirements in Section I of the RFQ, 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 I of the RFQ 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., Monday, November 2, 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 Qualifications #20-005 A/E 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 Applicant 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 RFQ #20-005. Proposer further accepts all of the terms and conditions of the RFQ.

Proposals should be prepared in accordance with instructions contained within the RFQ 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 RFQ. 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 RFQ should be directed to Pamela Hobbs at (727) 323-3171 ext. 222.

Sincerely,

Michael Lundy, Chief Executive Officer


ADVERTISEMENT

REQUEST FOR PROPOSAL
RFQ # 20-005
A/E Services

The St. Petersburg Housing Authority (SPHA), St. Petersburg, Florida, is seeking competitive proposals from qualified responsible applicants (the 'Contractor' or 'Proposer') for contracts to provide services in full service architectural services; mechanical and/or electrical engineering; civil engineering and/or land surveying; and, landscape architectural services.  SPHA will select one or more contracts for one or more scope areas in accordance with the requirements of the SPHA and the U.S. Department of Housing and Urban Development (HUD).

PROPOSED SCHEDULE

  • October 4, 2020 - Advertise Request for Qualifications
  • October 11, 2020
  • October 5, 2020 - Request for Qualifications Document Available
  • October 14, 2020 - Deadline to Submit Questions, 11:00 a.m. EST
  • November 2, 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 RFQ 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: TYPE OF CONTRACT
SECTION B: SCOPE OF WORK
SECTION C: PROPOSAL EVALUATION
SECTION D: DUE DATE OF PROPOSAL
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: SECTION 3 REQUIREMENTS
SECTION L: 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. HUD Form 51915, Model Form of Agreement Between Owner and Design Professional
  4. Supplemental Conditions, HUD Form 51915-A
  5. Standard Form 330 (3/2013), Architect-Engineer Qualifications
  6. Non-Construction Contractor's Certification of Record of Previous Participation in Federal, State or Local Government Funded Contracts
  7. Certification of Authorization to Execute Contract
  8. Non-Collusive Affidavit of Contractor/Subcontractor
  9. Conflicts of Interest
  10. Sworn Statement Pursuant to Section 287.133(3)(a), Florida Statutes, on Public Entity Crime
  11. Diversity Statement
  12. MBE/WBE/SBE Certificate (provided by proposer)
  13. MBE/WBE/SBE Utilization Summary
  14. Section 3 Contracting Forms

REQUEST FOR PROPOSAL
RFQ # 20-005
A/E 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 requests competitive proposals from experienced and qualified architectural and engineering firms for contracts to provide services in full service architectural services; mechanical and/or electrical engineering; civil engineering and/or land surveying; and, landscape architectural services. SPHA will select one or more contracts for one or more scope areas.


SECTION A
A-1      Type of Contract

The St. Petersburg Housing Authority intends to select multiple contractors and enter into an indefinite delivery indefinite quantity (IDIQ) contract for Architecture/Engineering (A/E) services on an as needed basis. The term of this contract shall be 1(one) base year period plus 4(four) one-option renewal periods for a maximum contract period of 5 (five) years. SPHA reserves the right not to exercise any option year(s). The minimum shall not be less than $1000 and shall not exceed $1,000,000 (one million dollars) for the total five-year term of each contract. This maximum is not being subdivided among the number of awardee, nor is it being multiplied by the number of awardees. There is no guarantee on the number of task orders that the successful contractors will receive or the amount of money beyond the minimum order guarantee set forth in the RFQ.


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

  1. The A/E shall perform some or all of the services described in this Scope of Services (including services required under exercised options, if any), in accordance with applicable requirements and provisions set forth in this RFQ. Architectural/engineering services will be provided on an as-needed basis. The firms chosen will be assigned tasks related to A/E services, which may include, but are not limited to, the following:
    • Architectural design, including associated Mechanical, Electrical, Plumbing design, and sustainable and LEED design.
    • Landscape architecture/design.
    • Design work may be in support of demolition, renovations of existing sites or new construction, both interior and exterior.  Building types could range from single family to hi-rise and community centers to small business development centers.
    • Design work may incorporate site design, site layout, site revitalization and urban planning services.
    • Standalone Mechanical, Electrical or Plumbing engineering services for existing or new structures or site infrastructure.
    • Civil engineering services.
    • Structural engineering and building evaluation services.
    • Services related to storm water system design, regulation and implementation.
    • Some site analysis and development.
    • Cost estimating, analysis and schedule planning in support of the above services.
    • Project Management and/or Resident Project Representative Services, alone or in conjunction with services indicated herein.
    • Site investigations, site surveys, environmental assessments
    • Pre-design studies, feasibility studies, program/project/development studies
    • Estimating services.
    • Procurement support, Construction support.
    • Constructability and technical design reviews.
  2. Phases of the A/E services shall consist of:
    • Preliminary Design / Feasibility study phase.
    • Schematic / Design Development phase.
    • Construction Document / Bid phase.
    • Bidding / Contract Award phase.
    • Construction phase.
    • Post Completion / Close-out / Guarantee / Warranty phase.
  3. Design Product: The design product shall meet all State of Florida requirements as well as all City or County Building Code requirements and shall conform with all applicable local codes, ordinances, regulations and standards, including HUD's Section 504 program; UFAS and ADA requirements. The design shall also include coordination for the abatement of asbestos-containing building materials as well as demolition of existing structures.
  4. 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 IDIQ Contract and the RFQ. Multiple task order assignments may be made under the single IDIQ contract. For known quantity of work at any specific location or building, 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.

    After award of the Contract, SPHA staff will contact the selected contractor and meet them to review pending scopes of work. 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.

    Though the presumed task order process will suffice for most design and construction administration work, there will be situations that require flexibility in order to identify and correct unusual or extensive work not specifically covered by the standard TO form. SPHA staff may authorize "discretionary additional work" to tasks as needed, subject to agreement with the A/E firm providing the services, or may, for administrative purposes authorize related work through separate, independently administered tasks. The cost and scope of every task order will, as a standard, be negotiated to 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. If constraints, such as coordination with occupied facilities or holiday work, cause additional direct or indirect expenses, fees and costs may be negotiated to address these issues.

    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, and complete the entire work ready for use not later than as stated in each task order. 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 anticipate delay and the TO agreement completion time and cost will be adjusted through negotiation with the SPHA. A task order amendment will be prepared by SPHA. Delivery or performance shall be made only as authorized by TOs issued in accordance with the Contract. SPHA makes no representations on the minimum number of TOs assigned to a particular contractor, nor is SPHA obligated to distribute the work evenly to all Proposers.

    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.

B-3         Payment

The Contractor shall submit any required supportive certified payrolls and field reports with the payment requisition. (Note: Certified Davis Bacon Wage Rate Act payrolls are not required on professional service contracts, but review of payrolls submitted by contractors doing work under construction tasks designed and administered by an A/E proposer may be required as part of the A/Es own scope of work.) On tasks exceeding $50,000, progress payments may be subject to 10% retainage until the work is 50% completed and 5% thereafter until all required closeout documents are filed with SPHA. For larger design tasks, the following correlation of fees to milestone completion may serve as initial guidelines for negotiated task order pricing:

  • Preliminary Design/Feasibility Study: 10% cumulative completion / percent of fee
  • Schematic/Design Development Phase: 20% cumulative completion / percent of fee
  • Construction Document/Bid Phase: 50% cumulative completion / percent of fee
  • Bidding/Contract Award Phase: 60% cumulative completion / percent of fee
  • Construction Phase: 90% cumulative completion / percent of fee
  • Post Completion/Close-out/Guarantee/Warranty: 100% cumulative completion / percent of fee

B-4     Minimum Qualifications

The Housing Authority will only consider architectural firms which possess the following qualifications/minimum threshold requirements:

  1. Licensed in the state of Florida.
  2. Have an established office in the State of Florida for at least two (2) years.
  3. Have minimum of five (years) experience with engineering services and/or architectural services.
  4. Have design experience related to the general housing industry.
  5. Have experience establishing scopes of work and accurate cost estimates.
  6. Proof of insurance for a minimum of $2 million in professional liability (errors and omissions) insurance plus comprehensive and automobile liability insurance.

SECTION C
C-1      Evaluation Criteria

The evaluation of professional qualifications of the proposals will be based on the qualifications of the Applicant's firm, technical criteria, references and proposal evaluation scoring. Specific evaluation criteria to evaluate the technical qualifications of each Applicant and their degree of importance and/or relative weight are numbered as Evaluation Factors 1 - 5, with a possible 100 points possible, excluding bonus, and are as follows:

Factor Type/Description

Evaluation Factor 1, Max point value 30.
SUBJECTIVE (Technical)
Evidence of proposer's ABILITY TO PERFORM THE WORK as indicated by profiles of the principals' and staffs' professional and technical competence/experience and facilities. Specific experience of the proposed assigned project manager will be considered.

Evaluation Factor 2, Max point value 15.
SUBJECTIVE (Technical)
Evidence of the proposer's CAPABILITY to provide professional services in a timely manner, including current and projected work load. Consideration will be given to the geographical location of the firm in relation to firm's proposed resources, offices and teams.

Evaluation Factor 3, Max point value 15.
SUBJECTIVE (Technical)
Evidence of the proposer's PAST PERFORMANCE in terms of cost control, cost estimating accuracy, quality of work and construction documents, demonstrated successful design solutions, and compliance with performance schedules.

Evaluation Factor 4, Max point value 30.
SUBJECTIVE (Technical)
The proposer's DEMONSTRATED KNOWLEDGE of local building codes and Federal building alterations requirements. Consideration will be given to LEED standards and processes as documented in the proposer's submission. Here highlight the Applicant's work plan/methodology describing how vendor will deliver tasks and deliverables described in the SOW. Address firm's customer service strategy. 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.

  1. Clear understanding of the scope of work (25)
  2. Professional product and clarity of written submittal, based upon the opinion of the Evaluators (5)

Evaluation Factor 5, Max point value 10.
SUBJECTIVE (Technical)
Specific examples of SPECIALIZED EXPERTISE associated with a particular project(s). Highlight innovative ideas or solutions, progressive energy efficient uses (such as solar), GPNA experience, or otherwise unique and particular mechanical, electrical, structural or other systems.

Evaluation Factor 6, Max point value Yes or No.
OBJECTIVE
Submit evidence, where design work is involved, that the A/E is currently registered in the State of Florida and carries ERRORS & OMISSIONS insurance.  This is a yes or no criterion. If no, the firm is disqualified.

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.

SPHA shall, to the greatest extent feasible, make every effort to ensure that small businesses, minority owned and women-owned businesses, and labor surplus area businesses, and other individuals or firms located in or owned in substantial part by persons residing in the area of SPHA-owned communities are used when possible in SPHA's contracting opportunities.

Contractor is encouraged to provide a contracting/employment opportunity plan, noting the potential jobs and subcontracting opportunities that will be made available by proposer for the services to be provided.

SPHA is committed to utilizing residents and other Section 3 eligible persons and businesses in contracts partially or wholly funded with funds from HUD. It is the responsibility of contractors, vendors and suppliers to implement progressive efforts to attain Section 3 compliance. The Contractor(s) will be required to submit with their proposal Section 3 certifications (see Section K and Exhibit N). All Contractors who are awarded contracts by SPHA must comply with the requirements of Section 3, as applicable.

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

Factor Type/Description

Evaluation Factor 7, Max point value 5 (Subtotal 5,3).
OBJECTIVE
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.

Evaluation Factor 8, Max point value 5
OBJECTIVE
SECTION 3 BUSINESS PREFERENCE PARTICIPATION.  A firm may qualify for Section 3 status as detailed below:

  1. (5 points or __) Section 3 Business Certification Preference (by priority) Maximum score is 5 points:
    Business Concern Preference #1 - a business concern that is 51% or more owned by residents of the public housing development in which the work is directed, or whose full-time, permanent employees include at least 30% residents of the public housing development in which the work is directed.
    Business Concern Preference #2 - a business that is majority owned by resident(s) of SPHA, but not the housing development in which the work is directed, or whose full-time, permanent employees include at least thirty percent (30%) residents of other developments owned by SPHA, but not the housing development in which the work is directed or Section 8 residents of SPHA.
    Business Concern Preference #3 - HUD Youthbuild programs that are being carried out in the Enterprise Zone in which the Section 3 covered assistance is expended.
    Business Concern Preference #4 - a business that is majority owned by a Section 3 resident who is not a public housing resident or whose permanent, full-time workforce includes no less than thirty percent (30%) Section 3 residents who are not public housing residents or that subcontract in excess of twenty-five percent (25%) of the total amount of subcontracts to Section 3 business concerns.
  2. (4 points or __) Section 3 hiring: proposer commits to hire qualified Section 3 residents as required in SPHA's Section 3 Plan. Position description(s) and salary MUST be included.
  3. (3 points or __) Joint venture or subcontract with a designated Section 3 Business Enterprise: proposer commits to hire, subcontract and/or joint venture with a SPHA certified Section 3 Business as required in SPHA's Section 3 Plan.
  4. (2 points or __) Training program: proposer commits to train residents utilizing their own training program. Program brochure or other documentation MUST be included.

Maximum Available Preference Points: 10 Points
Total Possible Points: 110

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 RFQ documents.
  3. Evaluation Committee. The Agency anticipates that it will select a minimum of a three-person committee to evaluate each of the responsive proposals submitted in response to this RFQ.  PLEASE NOTE: No proposer shall be informed at any time during or after the RFQ 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 RFQ. The designated CO or representative is the only person at the Agency that the proposers shall contact pertaining to this RFQ. 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. 6, No. 7 and No. 8. 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's 1 - 5.  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 - 5, please note the following range of points awarded (points pertaining to this RFQ 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, 24-25/25, 29-30/30, 34-35/35, 95-100/100**

    Very Good (Acceptable*) 90%+, 9/10, 13/15, 22-23/25, 28/30, 32-33/35, 90-94/100**

    Good (Potentially Acceptable*) 80%+, 8/10, 11-12/15, 19-21/25, 25-27/30, 29-31/35, 80-89/100**

    Average (Potentially Acceptable*) 70%+, 7/10, 9-10/15, 16-18/25, 22-24/30, 26-28/35, 70-79/100**

    Poor (Unacceptable*) <70%, 0-6/10, 0-8/15, 0-15/25, 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 Monday, November 2, 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  33702

No pre-conference meeting is scheduled. Any questions regarding this RFQ 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 firms to be awarded Contracts.  A 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.

After selection, a firm or firms will be asked to quote hourly rates for services. That rate schedule will be included, as negotiated, in the contract or contracts.  Price will be negotiated by Task Order.

By completing, executing and submitting a proposal, the proposer is thereby agreeing to abide by all terms and conditions pertaining to this RFQ 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.


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 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 RFQ 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 Applicant 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 Applicant 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 Applicant shall be provided information about any other Applicant's proposal, and no Applicant 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 B- HUD Form 5369-C, Certifications and Representations of Offerors Non-Construction; and Exhibit C- HUD Form 51915, Model Form of Agreement Between Owner and Design Professional; and Exhibit D - Supplemental Conditions, HUD Form 51915-A


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 Contractor shall require all consultants (subcontractors) to carry the insurance required herein, or the Contractor 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 Contractor and all consultants agree that insurers shall waive their rights of Subrogation against the St. Petersburg Housing Authority.

The 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 Proposer and subcontractors under the Contract.

The following standard insurance policies shall be required:

  1. Commercial General Liability Policy of not less than Two Million dollars ($2,000,000.00).
  2. 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."
  3. Automobile Liability of not less than One Million dollars ($1,000,000.00).
  4. Professional Liability & Errors and Omissions. Provide evidence that the architect/engineer or firm is currently registered in the State where the project is located and carries Errors and Omissions insurance with a minimum limit of $2,000,000.

    You or your firm may fulfill this request by providing a copy of your/its license or registration with the State of Florida Department of Business and Professional Regulation and/or confirmation from the State of Florida Department of State that the corporation is registered with the State.  Proof of errors and omissions coverage can be met by providing a current Certificate of Insurance.

    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.

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 RFQ, 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 RFQ 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 (emailed, binders, notebooks, clipped, etc.), shall be indexed -electronically or physically - with tabs 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
    • Firm Information/Form 330
    • Applicant's Methodology
    • Supplemental Information
    • HUD and SPHA Forms
  2. Cover Letter:  A transmittal letter prepared on the Respondent'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.
  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.
  5. Form 330: all information, including
    • Organizational Chart should include the entire assigned team
    • Personnel Resumes
    • Five (5) current references from PHA's and/or facilities of comparable size and scope completed by firm within the last two years
    • Provide Applicant's W-9 and Federal ID number
    • Proof of Insurance
  6. Firm Approach:  Submit a brief overview of the Respondent's approach to the Work.  The summary should not exceed 3(three) pages and should address the following:
    • Responsiveness: a demonstration of an understanding of the objectives and services as outlined in this RFQ. Include a brief discussion of the firm's financial stability, capacity and resources.
    • Personnel: indicate the dependability 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? Identify staff by name, title, and specific responsibility for the work.
    • Past Performance: detail experience in the industry of both firm and employees.
    • Work Plan/Methodology: present well-conceived plan by succinctly describing the rationale behind Proposer's approach involving tasks and deliverables described in the SOW, including customer service strategies, inspections process and quality control, analysis and follow-up. Include a full description of major tasks and subtasks.
    • Innovation: summary of the Proposer's experiences and attributes that set it apart from other candidates. Proposer may also suggest technical, specific new concepts or procedural innovations that have been used successfully on other engagements and which may provide SPHA with better service delivery.
  7. Complaints:
    • Disciplinary: detail any disciplinary findings within last 3 years with full explanation including dates, circumstances and current status.
    • Claims, Lawsuits or Defaults:  provide a list of any outstanding claims, lawsuits, or defaults, suspensions or debarments on the part of the Firm or any of its subsidiaries.
  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 Firm'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
    • MBE/WBE/SBE Certificate (provided by proposer)
    • MBE/WBE/SBE Utilization Summary
    • Section 3 Contracting Forms

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


SECTION J
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 w/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      Section 3 Requirements

Section 3 of the Housing and Urban Development Act of 1968, as amended (12 U.S.C. 1701 u) requires that SPHA ensure that employment and other economic and business opportunities generated by HUD financial assistance, to the greatest extent feasible, are directed to public housing residents and other low-income persons, particularly recipients of government housing assistance, and business concerns that provide economic opportunities to low and very-low income person. Therefore, pursuant to 2 CFR 200 and 24 CFR 135, the Proposer shall comply with SPHA's approved Section 3 Policy and Procedures, as attached hereto, relative to residents for the contract awarded by SPHA. Each Proposal shall include a plan for Section 3 Compliance.

As a material term of any contract resulting from this RFP Respondents are required to comply with the requirements of Section 3, and will be required to submit with their proposal a measurable Section 3 plan to include training, employment, contracting and other economic opportunities throughout all phases of the development work. Some examples of opportunities include word processing, payroll, research, accounting, landscaping, painting, carpentry, and catering, to name a few.

Furthermore, the Proposer shall describe in detail how it plans to use the services of SPHA/Section 3 Resident-owned Businesses or businesses that employ significant numbers of Section 3 Residents to meet its Section 3 obligations.

Noncompliance with HUD's regulations in 24 CFR 135 may result in sanctions, termination of this contract for default, and debarment or suspension from future HUD-assisted contracts. The Section 3 Clauses included in Exhibit N, Section 3 will be a part of any contract that is signed by SPHA.


SECTION L
L-1       List of Attachments

The following attachments are required and/or included as part of this Request For Proposal and shall be incorporated into the Proposer's proposal/Contract. All attachments listed below can be found on the Additional Forms page:

  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. HUD Form 51915, Model Form of Agreement Between Owner and Design Professional
  4. Supplemental Conditions, HUD Form 51915-A
  5. Standard Form 330 (3/2013), Architect-Engineer Qualifications
  6. Non-Construction Contractor's Certification of Record of Previous Participation in Federal, State or Local Government Funded Contracts
  7. Certification of Authorization to Execute Contract
  8. Non-Collusive Affidavit of Contractor/Subcontractor
  9. Conflicts of Interest
  10. Sworn Statement Pursuant to Section 287.133(3)(a), Florida Statutes, on Public Entity Crime
  11. Diversity Statement
  12. MBE/WBE/SBE Certificate (provided by proposer)
  13. MBE/WBE/SBE Utilization Summary
  14. Section 3 Contracting Forms

End of RFQ Document