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RFP 21-006 Resident Moving Services

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RFP #21-006
April 7, 2021

Date: April 7, 2021
Project Title: Resident Moving Services
Delivery Date/Time: May 5, 2021
TO: Qualified Firms
SUBJECT: Request for Proposals (RFP) # 21-006

The St. Petersburg Housing Authority ('SPHA' or 'Authority'), St. Petersburg, Florida, is seeking proposals from qualified responsible and bonded Offerors (the 'Contractor' or 'Proposer') to provide resident moving services as well as packing materials related to the redevelopment of Jordan Park.

Each Proposer must submit one (1) unbound original, one (1) copy, and one (1) USB of its proposal per Submission Requirements in Section I 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 10:00 a.m., Wednesday, May 5, 2021.

Proposals must be clearly marked on the outside of the envelope or any carrier's envelope as - "Request for Proposals #21-006 Resident Moving Services".

A Virtual Pre-Proposal Conference shall be held on Wednesday, April 14, 2021 at 10:00 a.m.,
Click here to attend virtually.  
You may also dial in using your phone. 
United States: +1 (408) 650-3123
Access Code: 270-412-541
Although not mandatory, it is strongly recommended that all interested Proposers attend.

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 #21-006. 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 120 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 emailed 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 # 21-006
Resident Moving Services

The St. Petersburg Housing Authority (SPHA), St. Petersburg, Florida, is seeking proposals from qualified responsible Offerors (the 'Contractor' or 'Proposer') to provide resident moving services as well as packing materials related to the redevelopment of Jordan Park located in Pinellas County, Florida in accordance with the requirements of the U.S. Department of Housing and Urban Development (HUD).

April 7, 2021 - Advertise Request for Proposals
April 7, 2021 - Request for Proposal Documents Available
April 14, 2021 - Virtual Pre-Proposal Conference, 10:00 a.m. EST. Click to attend virtually or call +1 (408) 650-3123, Access Code: 270-412-541.
April 27, 2021 - Deadline to Submit Questions, 10:00 a.m. EST
May 5, 2021 - Proposals are due by 10:00 a.m. EST

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

Solicitation may be downloaded from our website. See "Doing Business" tab.

Proposals should be prepared in accordance with instructions contained within the RFP and will remain valid for 120 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: 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. 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. HUD Form 2992, Certification Regarding Debarment and Suspension
  6. E-Verify Contractor Affidavit
  7. Non-Construction Contractor's Certification of Record of Previous Participation in Federal, State or Local Government Funded Contracts
  8. Certification of Authorization to Execute Contract
  9. Non-Collusive Affidavit of Contractor/Subcontractor
  10. Conflicts of Interest
  11. Sworn Statement Pursuant to Section 287.133(3)(a), Florida Statutes, on Public Entity Crime
  12. Diversity Statement
  13. MBE/WBE/SBE Certificate (provided by proposer)
  14. MBE/WBE/SBE Utilization Summary
  15. Section 3 Contracting Forms
  16. Proposer's Information Form
  17. Cost Proposal Form

REQUEST FOR PROPOSAL
RFP # 21-006
Resident Moving 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 resident moving services as well as packing materials related to the redevelopment of Jordan Park from qualified responsible and bonded Contractors.


SECTION A

A-1      Term of Contract

The SPHA plans to award one or more Fixed Price Indefinite Quantity contracts for 2 (two) base years with an option of 1 (one) subsequent one-year renewal at the discretion of SPHA, for a maximum contract period of 3 (three) years. SPHA reserves the right to make multiple contract awards or no awards for any or all of the services required pursuant to this RFP.  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.


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.

B-2      Scope of Services

SPHA is looking for one or more licensed and bonded moving companies to provide resident moving services during a planned redevelopment located at the Jordan Park Apartments in St. Petersburg. SPHA anticipates requiring relocation services a total of 125 times. The number of move orders is a best estimate only and does not indicate a guarantee by the Authority.

Relocated residents may be moved to: 1) another Housing Authority development 2) another unit within Jordan Park Apartments 3) a non-Housing Authority property located within Pinellas County 4) a non-Housing Authority property located within the tri-county areas of Hillsborough, Pasco or Sarasota; or, 5) a location beyond Pinellas and the tri-county area (see Proposal Form).

SPHA will provide selected contractor(s) with a preliminary schedule of move dates as soon as the redevelopment construction schedule is confirmed. SPHA tentatively expects relocation to begin in June 2021.

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

1.    MAIN Services: Under the resulting contract, the successful Offerors will provide the following services as they relate to resident moving services:

  • Contractor shall provide all labor, equipment, packing materials as applicable, transportation and supervision required to move approximately 125 resident families' household effects and personal belongings, which may include fragile and perishable items, from their present address to another location.
  • SPHA is requesting PER UNIT TYPE PRICING. SPHA shall not be committed to a pre-established number of units to be relocated; number of units listed is an approximate number.
  • Residents will have 90-days to select a moving date and complete their move. Contractor is to understand that moving dates will not be pre-determined. Contractor will be notified 7 (seven) days in advance prior to a resident's moving date. On occasion, however, the Authority may contact Contractor and request a move without advance notice or an additional move(s).
  • Provide resident boxes and packing materials.
  • Provide packing and/or unpacking assistance as needed and approved by SPHA.
  • Dismantle and reassemble all beds (with the exception of water beds not drained) and other furniture requiring dismantling for moving.
  • Contractor shall be required to disconnect, move and reconnect all appliances (washers and/or dryers), if applicable.
  • Contractor will NOT be responsible for moving SPHA-owned stoves and refrigerators.
  • Contractor shall wrap and pack all items in a manner that will assure items are transported in a safe and secure manner.
  • The contractor will be responsible for the repair and/or replacement of any damages, losses or destruction caused by services rendered.
  • Moves must be performed in accordance with industry standards.
  • Moves may not begin prior to 8:30 a.m. and must be completed by 5:00 p.m. All moves must be completed the same day the move begins unless approved and scheduled otherwise by SPHA. No items shall be stored overnight in a truck or facility operated by the contractor without the permission of SPHA.
  • The contractor will be responsible for taking proper care to protect the condition of the premises in which moves are being made. All areas of the premises moving to and from shall be protected, including but not limited to elevators, carpeting, walls, doors, flooring, corners, exterior walkways, etc.

2.    GENERAL: Residents have the option to pack and transport their personal items. Contractor must provide the following minimum packing materials:

  • Dish pack cartons
  • 1.5 cubic foot cartons
  • 3 cubic foot cartons
  • 4.5 cubic foot cartons
  • 6+ cubic foot cartons
  • Wardrobe cartons
  • Mirror cartons
  • Wrapping/packing tape
  • Wrapping paper
  • Paper pads

3.    Units: The following information about the types of units which are planned to be moved and is provided for general bidding information only.

  • (3) 1-Bedroom (flat) Second Floor Apartments consist of:
    • 660 sq ft
    • 1 bedroom, 1 bath, living room, dining room and kitchen
  • (3) 1-Bedroom (flat) First Floor Apartments consist of:
    • 660 sq ft
    • 1 bedroom, 1 bath, living room, dining room and kitchen
  • (89) 2-Story, 2-Bedroom Townhome Apartments consist of:
    • 1136 sq ft
    • 2 bedrooms, 1 bath upstairs, and ½ bath downstairs
    • Living room, dining room and kitchen located downstairs
  • (6) 2-Bedroom (flat) First Floor Apartments consist of:
    • 1136 sq ft
    • 2 bedrooms, 1 bath
    • Living room, dining room and kitchen
  • (10) 2-Bedroom (flat) Second Floor Apartments consist of:
    • 1136 sq ft
    • 2 bedrooms, 1 bath
    • Living room, dining room and kitchen
  • (86) 2-Story, 3-Bedroom Townhomes consist of:
    • 1330 sq ft
    • 3 bedrooms, 2 baths located upstairs
    • Half-bath (usually), living room, dining room and kitchen located downstairs
  • (4) 3-Bedroom (flat) First Floor Apartments consist of:
    • 1330 sq ft
    • 3 bedrooms, 2 baths
    • Living room, dining room and kitchen
  • (5) Single Family (flat) 4-Bedroom Apartments consist of:
    • 1432 sq ft
    • 4 bedrooms, 2 baths, living room, dining room and kitchen

4.    Miscellaneous:

  • The contractor should verify the operation of all electronics, appliances and all major electronic devices before and after a move to minimize claims for loss or damage.
  • Contractor must provide a checklist to the resident for both contractor and resident to identify the conditions of items prior to and at completion of move.
  • Claims for damages during the move will be settled between the Resident and the contractor. Contractor shall furnish residents and SPHA written procedures for filing damage claims.
  • Payment for claims will be made as expeditiously as possible and in no event will payment be delayed more than thirty (30) days after the date of notification.
  • The contractor must have the required equipment and organization sufficient to ensure that they can satisfactorily provide the services if awarded a contract. The contractor must include as part of their proposal sufficient documentation and qualifications to support their ability and experience to perform the services contained in this solicitation. List the number of crew and the number per crew that will be utilized for this work.
  • The contractor will be responsible for following CDC guidelines to prevent the spread of COVID-19, and will provide SPHA with a written description of their COVID-19 safety protocols for residents and crew.

5.    All prices shall be firm and not subject to increase from the time of proposal through the term of the contract.

6.    These specifications cover the minimum requirements for relocation of approximately 125 families and their household effects from units located in Jordan Park Apartments. The SPHA has attempted to identify all of its resident moving service needs, however, the scope of work may not be exhaustive.

B-3      Qualifications

Your firm, including personnel, subcontractors and/or joint ventures, must demonstrate that it meets the Housing Authority's minimum requirements for submitting a proposal.

1.    Minimum Requirements & Prior Experience - your firm, including personnel, subcontractors, and/or joint ventures must demonstrate that it meets the following:

  • Must be licensed and in good standing in the State of Florida or state of origin and City of St. Petersburg, Florida.
  • Certify compliance with all applicable State of Florida and City of St. Petersburg, Florida laws pertaining to moving companies, including but not limited to possession of a permanent certificate to operate as a common carrier of household goods by motor vehicle, and possession of a USDOT number.
  • Three (3) years minimum experience in the moving and storage business within the last five (5) years.

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.


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 - 5, with a possible 100 points possible, excluding any bonus, and are as follows:

Factor Type/Description

Evaluation Factor 1, Max point value 15.
Subjective
The proposer's EXPERIENCE & QUALIFICATIONS, as outlined in Section B-2, Scope of Services and B-3, Qualifications. Resumes and qualifications of key personnel. Provide a summary of the organization, including brief history, organization chart, size and structure of the company. Provide three (3) client references.

Evaluation Factor 2, Max point value 25.
Subjective
DEMONSTRATE REPONSIVENESS OF THE PROPOSAL by highlighting the Offeror's approach/methodology describing how vendor will deliver tasks and deliverables described in the SOW. Specify roles and the availability and resources that will be mobilized to accomplish the scope of work. Showcase firm's knowledge and experience with moving services. Briefly describe the steps that will be taken to ensure the best possible outcomes for residents and the housing authority.

Evaluation Factor 3, Max point value 25.
Subjective
Outline proposer's CAPABILITY TO PERFORM THE WORK. Description of the proposer's equipment, vehicles and materials. List number of crews and the number of people per crew that vendor will assign to this work. Describe vendor's COVID-19 protocols in detail. Provide any documentation vendor routinely provides to clients.  Additionally, include statement indicating whether the firm has been the subject of any disciplinary action during the past three (3) years; and whether the company has been suspended or debarred from providing services to government funded agencies, or other government activity.

Evaluation Factor 4, Max point value 5.
Subjective
Provide a description of the vendor's claim process, follow-up and settlement procedures; checklists; and any applicable forms used to ensure resident comfort with moving services offered.

Evaluation Factor 5, Max point value 30
Objective
The PROPOSED COSTS submitted by the proposer.

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 (30 points):

Cost (fees = all items on price proposal), weighted, based on lowest price at 30 points.

Ex: Score equals "lowest proposer's price" Divided by "proposer's price" Multiplied by 30. Proposer's various category prices will be averaged to determine proposer's overall price for services.

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

Preference Evaluation Factor.  The following factor will be utilized by the Contracting Officer (CO) or representative to evaluate each proposal submittal received:

Evaluation Factor 6, Max point value 5
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 (5 points)
  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. (3 points)

Evaluation Factor 7, Max point value 5
SECTION 3 BUSINESS PREFERENCE PARTICIPATION.  A firm may qualify for Section 3 status as detailed below:

  1. Section 3 Business Certification Preference (by priority) Maximum score is 5 points:
    1. 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.
    2. 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.
    3. 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.
    4. 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. Section 3 hiring: proposer makes documented effort to hire qualified Section 3 residents as required in SPHA's Section 3 Plan. Position description(s) and salary MUST be included. (4 points)
  3. Joint venture or subcontract with a designated Section 3 Business Enterprise: proposer makes documented effort to hire, subcontract and/or joint venture with a SPHA certified Section 3 Business as required in SPHA's Section 3 Plan. (3 points)
  4. Training program: proposer commits via documentation to train residents utilizing their own training program. (2 points)

Maximum Available Preference Points: 10 points

Total Possible Points: 110

*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 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. 5, No. 6 and No. 7. 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, 3 and 4.  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 RFP are shaded-please also see the Evaluation Factors detailed within the preceding Section):

Points Awarded Range
Classification:

  • *Excellent (Acceptable*) 95%+, 5/5, 10/10, 15/15, 19-20/20, 24-25/25, 29-30/30, 34-35/35, 95-100/100**
  • Very Good (Acceptable*) 90%+, 5/5, 9/10, 14/15, 18/20, 23/25, 27-28/30, 32-33/35, 90-94/100**
  • Good (Potentially Acceptable*) 80%+, 4/5, 8/10, 13/15, 17/20, 21-22/25, 25-26/30, 30-31/35, 80-89/100**
  • Average (Potentially Acceptable*) 70%+, 4/5, 7/10, 12/15, 16/20, 20/25, 24/30, 28-29/35, 70-79/100**
  • Poor (Unacceptable*) <70%, 0-3/5, 0-6/10, 0-11/15, 0-15/20, 0-19/25, 0-23/30, 0-27/35, 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 email 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 10:00 a.m. on Wednesday, May 5, 2021 -

Mail to the attention of:          
Pamela Hobbs, Procurement Officer
St. Petersburg Housing Authority
2001 Gandy Blvd North
St. Petersburg, FL 33702

A Virtual Pre-Proposal Conference will be held at the day and time indicated in this RFP. 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(s) to be awarded the contract.  A contract will be awarded to the Offerors 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 to award 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. 


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, delivered 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. Proposal 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 Nonprocurement 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. One Million dollars ($1,000,000.00) each occurrence (combined single limit for bodily injury and property damage);

    2. One Million dollars ($1,000,000.00) for personal and advertising injury liability;

    3. One Million dollars ($1,000,000.00) aggregate on products and completed operations;

    4. One Million dollars ($1,000,000.00) 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

      • $500,000 each accident for bodily injury by accident

      • $500,000 each employee for bodily injury by disease

      • $500,000 policy limit for bodily injury by disease

  3. Automobile Liability
    1. One Million dollars ($1,000,000.00) 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. Blanket Crime coverage shall include all persons employed under this contract against loss by dishonesty, robbery, burglary, theft, destruction, or disappearance, computer fraud, credit card forgery, and other related crime risks with policy limits of not less than $500,000.00 per occurrence.
  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 original, 1 (one) copy and 1 (one) USB/jumpdrive 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 and organized as listed below.

  1. Organization of Response:  The response shall be submitted in a three-ring loose leaf binder style, indexed with tabs and organized as follows:
    • Cover Letter

    • Table of Contents

    • Applicant's Experience & Qualifications (Factor 1)

    • Applicant's Methodology (Factor 2)

    • Applicant's Capability (Factor 3)

    • Applicant's Vendor Claim Process & Forms (Factor 4)

    • Supplemental Information

    • HUD and SPHA Forms

    • Fee Proposal (Factor 5)

  2. Cover Letter:  A transmittal letter prepared on the Offeror's business stationery must accompany each response.  An individual authorized to bind the company to all statements, including services contained in the response, must sign the letter. Indicate availability for interviews of company members 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 company 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 company 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; USDOT number (see Section B-3) and any other licenses respondent wishes SPHA to consider.

  5. Applicant's Experience:  Highlight knowledge and experience in the moving industry; firm's capability to handle staff turnover and meet client expectations; and, ability to operate safely.
    1. Methodology: executive narrative of the rationale and strategy behind Proposer's approach to the tasks and deliverables, and measures to ensure the best possible outcome for residents and the housing authority.

    2. COVID-19 Prevention: Describe in detail vendor's COVID-19 protocols, including sanitization, disinfection, masking, etc. Provide any documentation and/or literature vendor routinely shares with clients regarding such protocols.

    3. Staff Availability: indicate the availability of staff by indicating the number of crew and the number of persons per crew vendor will assign to this work; demonstrate that vendor 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.

  6. Capability:
    1. Resources: clearly outline the equipment, vehicles, and materials that proposer's staff will utilize to perform moving services.

    2. Claims: description of vendor's claims process from beginning to end.

  7. 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."
  8. 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
    • Section 3 Contracting Forms
    • Proposer's Information Form (submit w/Firm Information in number 4)
  9. Fee Proposal: 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 Cost 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. Ensure 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.

    a.    Moving services within tri-county area of Hillsborough, Pasco and Saratoga: provide a fixed-fee rate, if this is an additional cost.

    b.    Moving services outside Pinellas and the tri-county area: provide a fixed-fee rate, if this is an additional cost.

    Cost proposals are subject to negotiation, and will be based upon the Statement of Work described in Section B herein.

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      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 M, Section 3 will be a part of any contract that is signed by SPHA.

SECTION L

L-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. HUD Form 2992, Certification Regarding Debarment and Suspension
  6. E-Verify Contractor Affidavit
  7. Non-Construction Contractor's Certification of Record of Previous Participation in Federal, State or Local Government Funded Contracts
  8. Certification of Authorization to Execute Contract
  9. Non-Collusive Affidavit of Contractor/Subcontractor
  10. Conflicts of Interest
  11. Sworn Statement Pursuant to Section 287.133(3)(a), Florida Statutes, on Public Entity Crime
  12. Diversity Statement
  13. MBE/WBE/SBE Certificate (provided by proposer)
  14. MBE/WBE/SBE Utilization Summary
  15. Section 3 Contracting Forms
  16. Proposer's Information Form
  17. Cost Proposal Form

End of RFP Document