INDEFINITE DELIVERY CONTRACT RFP NO. MHA-0008

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1 INDEFINITE DELIVERY CONTRACT FOR PLANNING AND MANAGEMENT SERVICES THREE-YEAR TERM Morristown Housing Authority (MHA) is soliciting proposals from qualified firms to provide Planning and Management related to various management-type projects to be undertaken by the Housing Authority (HA) during the next three years. A firm will be selected to provide planning and management services to the Housing Authority on an as-needed basis. It is the Housing Authority s intent to utilize this contract on various projects that are small in scope and that will not require a fee in excess of $75,000 per project. As services are needed, a specific scope will be defined and a fee negotiated. Fees for services rendered may be paid from various funding sources including, but not limited to: Public Housing Operating Funds, Capital Funds or other HUD programs. SCOPE OF WORK A. Objective 1. The Housing Authority proposes to use the services of a consultant on specific projects to be designated by the Housing Authority during the term of this agreement. This work will consist of an undetermined number of individual project assignments. Services to be provided include, but are not limited to, the following: a. Acquisition Applications b. Agency Plans c. Assistance with HUD Reporting (RAMPS/EPIC) d. Capital Fund Program (CFP) Management Services e. Commissioner Training f. Computer System (Hardware/Software) Selection, Installation, Networking g. Conversion/Merger Applications h. Demolition Applications i. Development, Review and/or Revision of PHA j. Policies and Procedures k. Disposition Applications l. Elderly Designation Plans m. Energy Audits n. Environmental Assessments o. Flat Rent/Rent Reasonableness Studies p. Green Physical Needs Assessments q. Lead-Based Paint Risk Assessments MORRISTOWN HOUSING AUTHORITY 1

2 r. Salary Comparability Studies s. Section 504 Needs Assessments of Transition Plans t. Tax Credit Applications u. Utility Allowances Studies and Reviews for Public Housing and Section 8 2. The consultant shall be experienced in all facets of planning and management. 3. The consultant may either provide the above disciplines in his/her firm, or through joint ventures or agreements with other firms. Any firms utilized through joint ventures and/or agreements that are not included in this proposal will be subject to the Housing Authority s approval. 4. It will be incumbent upon the consultant to ensure that all services are performed using prudent planning and management practices in accordance with the latest codes and regulations. B. It is the desire of the Housing Authority that the consultant services begin immediately upon execution of the contract. C. Acceptance of Work 1. The Housing Authority will hold conferences to outline the required services for each individual work effort to be assigned to the consultant. The consultant will, within a reasonable time following each conference, provide a written proposal, which shall include a description of the services to be provided; the assignment; and a schedule of each employee s rate reflecting base salary cost, overhead, and profit. Price shall be based on the accepted hourly rate multiplied by the consultant s proposed number of hours for each appropriate category or discipline plus any approved direct costs. When agreement has been reached on the services to be performed, period of performance and total price, a Notice to Proceed shall be executed authorizing the consultant to begin. 2. Each individual project shall be requested in writing by the Housing Authority, and the consultant shall propose a firm fixed price with the understanding that the consultant shall perform all tasks and work necessary and incidental to bring the work to the appropriate level of MORRISTOWN HOUSING AUTHORITY 2

3 completion as mutually agreed upon. Contracts may be awarded based on the hourly rate, but must include a maximum amount clause. 3. The consultant shall employ the proposed staff to provide the services required in the professional quality and timeliness agreed upon. Only subcontractors listed in the submittal may be employed in this work. Substitutes may be used only with the prior notice and written approval of the Housing Authority. 4. The Housing Authority and the consultant will mutually agree upon the work schedule for each project. Each contract will include a date for completion of required work and a penalty for failure to complete work on schedule. Requests for a time extension must be made in writing and include justification for late delivery. 5. All documents, which are prepared by the consultant and form a part of his/her services shall, upon completion, become the property of the Housing Authority. The consultant shall be responsible for the protection and/or replacement of any contract documents in his/her possession. 6. The Housing Authority shall furnish information, data, reports, and maps as exist and identified by the consultant which may be required for completing the work. The Housing Authority shall cooperate with the consultant in every way possible, providing their needs are made known. 7. The Housing Authority will not provide clerical assistance to the consultant and the Housing Authority personnel will not be asked to undertake surveys, analyses, tabulations, summaries, etc., for consultant produced data or documentation. PROPOSAL FORMAT A. An original of the proposal must be submitted in a sealed envelope to: Marilyn Medley, Executive Director Morristown Housing Authority 600 Sulphur Springs Road Morristown, TN B. Any proposal may be withdrawn prior to award of the contract(s). MORRISTOWN HOUSING AUTHORITY 3

4 C. The Housing Authority reserves the right to waive informalities required herein; to request additional information; to supplement, amend or otherwise modify the terms or schedules set forth herein; and to conduct all investigations and background checks necessary for adequate evaluation. PROPOSAL EVALUATION FACTORS Proposals will be evaluated using the factors and assigned values listed below: 1. Evidence of the firm's ability to perform the work, as evidenced by profiles of the principal's and staff's professional and technical competence and experience, and their facilities. (0 to 25 points) 2. Capabilities to provide management services in a timely manner. (0 to 25 points) 3. Familiarity with HUD s Operating Budget and Capital Fund Program. (0 to 10 points) 4. Certified statement that the firm is not debarred, suspended, or otherwise prohibited from practice by any federal, state, or local agency (failure to provide certification precludes further consideration.) 5. Evidence of previous experience providing management services to public housing agencies. (0 to 10 points) 6. References. The quality of work performed on similar contracts in the past will be considered. Provide three references for evaluation. (0 to 10 points) 7. Cost of Services. The proposed hourly rate of all employees or sub-consultants. List hourly rates by category or discipline. (0 to 20 points) SELECTION PROCESS A. General 1. Negotiations will be held, if determined necessary by the HA, to promote understanding of the Housing Authority's requirements and the offerors' proposals and to facilitate arriving at a contract that will be most advantageous to the Housing Authority taking into consideration price and the other evaluation factors set forth in the RFP. MORRISTOWN HOUSING AUTHORITY 4

5 2. Negotiations will be conducted with all offerors in the competitive range. The contracting officer will treat each offeror equally and will discuss all issues that arise from the technical and cost/price evaluation, so that each offeror has a complete understanding of the Housing Authority's position with regard to its proposal. 3. Best and Final Offers a. After negotiations are completed, the contracting officer will establish a common date and time for submission of best and final offers. Best and final offers shall be submitted only once, unless the contracting officer makes a written determination that it is in the Housing Authority's best interest to conduct additional negotiations or change the Housing Authority's requirements and request another submission of best and final offers. Otherwise, no discussion of or changes in the best and final offers shall be allowed before an award. Offerors shall also be informed that if they do not submit a notice of withdrawal or best and final offer, their immediate previous offer shall be construed as their best and final offer. b. After best and final offers are received, a final round of technical and cost/price evaluations will occur. The purpose of this process is to ensure that the contract award decision is based on a complete analysis of the offerors' proposals, as modified by their best and final offers. The same procedures are followed as in the initial evaluations. 4. Award Without Negotiations If the quality of the initial proposals received is such that no purpose would be served by conducting negotiations, award will be made without discussions. MORRISTOWN HOUSING AUTHORITY 5

6 FORM OF AGREEMENT The agreement shall be placed in writing, in a format acceptable to the authority. The contract shall not require the authority to pay interest for late payment. REJECTION The Housing Authority does not guarantee that a contract will be awarded as a result of this Request for Proposal. SUBMISSION DEADLINE Thursday, November 16, 2:00 p.m. est. MORRISTOWN HOUSING AUTHORITY 6

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