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RFP 21-008 Jordan Park Tree Services

For a printable, formatted version of RFP#21-008 (all of which is included below), click here.

Click here for the Cost Proposal Form.

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Date: April 22, 2021
Project Title: Jordan Park Tree Services
Delivery Date/Time: May 19, 2021
TO: Qualified Firms
SUBJECT: Request for Proposals (RFP) #21-008

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 tree services at Jordan Park.

Each Proposer must submit one (1) unbound original, three (3) copies, 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 9:00 a.m., Wednesday, May 19, 2021.

Proposals must be clearly marked on the outside of the envelope or any carrier's envelope as - "Request for Proposals #21-008 Jordan Park Tree Services".

A MANDATORY Pre-Proposal Conference shall be held on Wednesday, May 5, 2021 at 9:00 a.m. at Jordan Park Management Office.

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 #21-008. Proposer further accepts all of the terms and conditions of the RFP.

Proposals should be prepared in accordance with instructions contained within the RFP and will remain valid for 90 days. SPHA will not be liable for any costs incurred in the preparation of proposals. Proposals shall be evaluated by SPHA as stated in the evaluation factors noted in the RFP. Oral presentations, if deemed necessary by SPHA, will be scheduled at a mutually agreeable date and time. SPHA reserves the right to request additional information concerning any and/or all proposals submitted. A request for additional information may be 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 # 21-008
Jordan Park Tree Services

The St. Petersburg Housing Authority (SPHA), St. Petersburg, Florida, is seeking proposals from qualified responsible Offerors (the 'Contractor' or 'Proposer') to biannual tree trimming, pruning, and uplifting of trees and palms at Jordan Park located in Pinellas County, Florida in accordance with the requirements of the U.S. Department of Housing and Urban Development (HUD).

April 22, 2021 - Advertise Request for Proposals
April 22, 2021 - Request for Proposal Documents Available
May 5, 2021 - MANDATORY Pre-Proposal Conference, 9:00 a.m. EST. 
May 12, 2021 - Deadline to Submit Questions, 9:00 a.m. EST
May 19, 2021 - Proposals are due by 9:00 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 45 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

  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
  18. Jordan Park Map

REQUEST FOR PROPOSAL

RFP # 21-008
Jordan Park Tree 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 from qualified companies to provide biannual tree trimming, pruning, and uplifting of trees and palms at Jordan Park.

SECTION A

A-1      Term of Contract

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


SECTION B

B-1      Background

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

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

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

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

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

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

B-2      Scope of Services

The St. Petersburg Housing Authority (SPHA) is requesting proposals from interested firms to provide biannual tree trimming, pruning, and uplifting of trees and palms at our multifamily properties and Central Office to maintain beautiful, healthy trees which enhance the quality of life on each of our properties. Contractors must have a licensed arborist on staff. The selected Contractor will be required to perform and complete the proposed tree work in a thorough, professional and expert manner, and to provide all labor, tools, equipment, materials and supplies necessary to complete the contracted work in a timely manner.

All tree branches, brush, tree trunks and other materials produced as a result of the Contractor's services under this contract become the property of the Contractor. The Contractor will be required to reduce, reuse, recycle and/or transform all materials whenever possible. Disposal of all green waste and any other material generated from this work shall be disposed at the Contractor's expense and shall be included in the Contractor's pricing.

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

  • The Contractor shall trim, cut back, or remove all tree foliage, branches or other growth at least three (3) feet away from all buildings and structures on the site. If trimming or cutting back a tree will not comply with the three (3) foot requirement, Contractor must seek Owner's approval to remove the identified tree. Owner's approval or disapproval will be given within 48 hours of Contractor's cost proposal for removal.
  • The Contractor shall remove all tree limbs and tree debris from the site and dispose of these limbs and debris outside the grounds of the St. Petersburg Housing Authority property, in accordance with applicable ordinances and regulations of the City of St. Petersburg, Pinellas County, and State of Florida, as appropriate.
  • The Contractor shall refrain from the practice of 'free falling" the trees. All trees shall be limbed out prior to the final cutting of the trunk. Headstones, lights, streets, and other manmade structures shall always be protected from the impact of falling wood by use of the tree or limb ground supports. Rope or other mechanical devices shall be used to lower all limbs of sufficient size that may cause damage to other trees or surrounding public or private property.
  • Limbs and trunks temporarily placed in any boulevard areas shall be placed in such a manner as to eliminate any obstruction to motor vehicles and pedestrians. Brush and limbs overhanging a curb or pavement shall not be acceptable and under no circumstances shall these materials be allowed to lay on the boulevard or on property overnight. The penalty for limbs and branches and logs left overnight shall be $100.00 per site per night.
  • All infectious disease or parts of dead trees possibly harboring vector of infectious diseases shall be removed from the site and shall become the Contractor's responsibility to ensure destruction of the diseased or dead wood in accordance with the State statutes and local ordinances.
  • All prices shall be firm and not subject to increase from the time of proposal through the term of the contract.
  1. Trimming and Disposal
    • All trimming shall be in compliance with federal, state and local regulations and industry standards and shall follow City of St. Petersburg Tree Removal and Planting Requirements (see here).
      1. To remove all dead, dying, diseased, interfering, objectionable, and weak branches.
      2. All branches must be trimmed at least three (3) feet from any SPHA building structure.
      3. To remove all interior interfering branches and one of all crossed or rubbing branches where practicable so the removal thereof will not have large holes in the general form of the tree.
      4. To remove one branch of all structurally weak "V" crotches occurring along the main trunk or developing within the tree crown, particularly in smaller trees. Special attention shall be given to the effect removal of such branches will have on the ultimate form of the tree.
      5. To remove trunk suckers and water sprouts especially where they are present above the upper one half (1/2) of the tree.
      6. To improve the appearance of the trees trimmed.
      7. Attention is to be given to the eventual symmetrical appearance of the trees. Appropriate trimming shall be done in order to maintain a tree-like form typical of the species of the tree being trimmed.
      8. All final cuts shall be made sufficiently close to the trunk or parent limb, without cutting into the branch collar or leaving a protruding stub, so that closure can readily begin under normal conditions. Excessively deep flush cuts which produce large wounds or weaken the tree at the cut shall not be made. Sharp trimming tools and saws shall be kept sharpened to result in final cuts with smooth wood surface and secure bark remaining intact. All trees six inches or less in diameter shall be trimmed with hand and/or hydraulic trimming tool only.
      9. It is necessary to precut branches that are too heavy to handle to prevent splitting or peeling the bark. To prevent tree or property damage, branches shall be lowered to the ground by proper ropes or equipment.
      10. Equipment that will damage the bark and cambium layer should not be used on or in the tree. For example, the use of climbing spurs is not an acceptable work practice for tree trimming operations on live trees.
      11. On trees known to be diseased, tools are to be disinfected with methyl alcohol at 70% (denatured wood alcohol diluted appropriately with water) or bleach solution after each cut and between trees where there is known to be a danger of transmitting the diseases on tools.
  2. Site Clean-up
    • The Contractor shall clean up the site and remove and dispose of all debris at the end of each day's operation. Site cleanup shall include removal of sawdust, small twigs, chips, leaves, trunks, and limbs from the street and parkway with appropriate tools for the job. Aside from the stump left, the site shall be returned to the same state it existed in prior to the removal. Contractor shall not dispose of the debris in SPHA receptacles.
  3. Protection of Property
    • The Contractor shall take all necessary precautions to eliminate damage to adjacent trees and shrubs, lawns, or other real or personal property. Holes made in the lawn, regardless of size, shall be filled with sandy loam soil and seeded with a turf grass lawn mix. Vegetation surrounding a tree marked for removal/trimming shall be disturbed as little as possible.
  4. Protection of Overhead Utilities
    • Removal/trimming operations may be conducted in areas where overhead electric, telephone, and cable television facilities exist. The Contractor shall protect all utilities from damage, shall immediately contact the appropriate utility if damage should occur, and shall be responsible for all claims for damage due to his operation. The Contractor shall make arrangement with the utility for removal of necessary limbs, and branches which may conflict with or create a hazard in conducting the operations of this contract. If the Contractor has properly contacted the utility in sufficient time to arrange for the required work by the utility, delays encountered by the Contractor in waiting for the utility to complete its work shall not be the responsibility of the Contractor.
  5. Time frame for Biannual Tree Services
    • Tree trimming performed every May and every November. Scheduled with SPHA no later than April 1 and October 1 yearly. NOTE: 2021 pre-Hurricane season trimming will be scheduled on acceptance of Contractor's proposal and performed in June 2021.
  6. Tree Locations
    • Trees to be trimmed will be those designated by the Asset Manager. Trees that need to be trimmed or removed will be identified by Asset Manager during inspection.
  7. Certified Arborist
    • At a minimum, the crew supervisor(s) must be a current International Society of Arboriculture (ISA) Certified Arborist. Their names and certification number(s) must be retained on file for this contract. Any changes in the status of the "certified" individual(s) during the life of this contract must be reported to SPHA at the time of occurrence. All certification numbers will be verified through the ISA's office. Failure to have a verified arborist on site at all times shall result in termination of contract.
  8. Site Location
    • Jordan Park, 1245 Jordan Park St S, St. Petersburg, FL 33713.
  9. Site Maps
    • See Map Attachment Exhibit R.

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 relating to tree services.
  • Proposers shall comply with all local, state, and federal directives, orders and laws as applicable to the is RFP and subsequent contract(s) in accordance with the requirements as stated in CFR 200.321, including but not limited to Equal Employment Opportunity (EEO), Minority Business Enterprise (MBE), and Occupational Safety and Health Administration (OSHA) as applicable to this contract.
  • Three (3) years minimum experience in the arborist/landscaping field 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 30.
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 20.
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 20.
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 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.

All Contractors who are awarded contracts by SPHA must comply with SPHA's Section 3 Policy. Each proposer must provide its policy statement on Section 3 (see Section K), including its plan for meeting and fostering these objectives in terms of its own team and project expenditures, as well as similar activities associated with low and very-low income persons, notably those living in public housing.

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

Evaluation Factor 5, 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.

M/WBE or SBE designated firm - submit copy of state or local        certification, OR (5 points)
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:
    • 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. 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 9:00 a.m. on Wednesday, May 19, 2021 -

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

A MANDATORY 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 at 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 approval from the SPHA Board and HUD.

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. Two Million dollars ($2,000,000.00) aggregate.
    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. Performance Bond

    A Performance Bond in the amount of Fifty Thousand dollars ($50,000.00) for the period of the contract

    1. Written by a surety company authorized to do business in the State of Florida and shall comply with State Statute 287.0935.
    2. Individual sureties shall not be considered. U.S. Treasury Circular Number 570 lists companies approved to act as sureties on bonds securing Government contracts, the maximum underwriting limits on each contract bonded, and the States in which the company is licensed to do business. Use of companies on this circular is mandatory. The bond must be recorded.

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, three (3) copies and one (1) USB 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)
    • Supplemental Information
    • HUD and SPHA Forms
    • Cost Proposal (Factor 4)
  2. Cover Letter:  A transmittal letter prepared on the Offeror's business stationery must accompany each response.  An individual authorized to bind the 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 (See Proposer's Information Form).
    5. Debarment: provide notarized statement that firm and its principles are not and have not been suspended or debarred from providing services to government funded agencies, or for other government activity.
    6. Claims, Lawsuits or Defaults:  provide a list of & explanation regarding any outstanding claims, lawsuits, defaults, or suspensions on the part of the Respondent or any of its subsidiaries.
    7. Proof of Insurance: prior to award (but not as a part of the proposal submission) the chosen Firm will be required to provide insurance certifications per Section H of the RFP. For the proposal submission, simply indicate that Firm has or has ability to secure required insurance.
    8. Licenses: provide proof of State of Florida business licenses and St. Petersburg business licenses as applicable, and any other licenses respondent wishes SPHA to consider.
  5. Applicant's Experience:  Highlight knowledge and experience in the tree services 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 the housing authority.
    2. COVID-19 Prevention: Describe 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 tree services.
  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.
    • HUD Form 2992, Certification Regarding Debarment and Suspension.
    • Non-Construction Contractor's Certification of Record of Previous Participation in Federal, State or Local Government Funded Contracts
    • E-Verify Contractor Affidavit
    • 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. Cost 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.

    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 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 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 (11/2023), 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. Cost Proposal Form
  17. Jordan Park Map

End of RFP Document