Housing Authority of the City of Decatur REQUEST FOR QUALIFICATIONS (RFQ) NO. GA

Transcription

1 Housing Authority of the City of Decatur REQUEST FOR QUALIFICATIONS (RFQ) NO. GA Architectural/Engineering Services For Oakview Apartments and Other DHA Projects

2

3 TABLE OF CONTENTS Introduction... 1 Purpose of This RFQ... 1 RFQ Information at a Glance THE AGENCY S RESERVATION OF RIGHTS Right to Reject, Waive, or Terminate the RFQ Right to Not Award Right to Terminate Right to Determine Time and Location Right to Retain Proposals Right to Negotiate Right to Reject Any Proposal No Obligation to Compensate More than One Award Possible Right to Prohibit SCOPE OF WORK/TECHNICAL SPECIFICATIONS General Service Areas Description Phases of the A/E Services Design Product Previous/Current Contractors Project Narrative and Development Concept Project Description Existing Conditions Relocation and Redevelopment Redevelopment Plan Earthcraft Multifamily Program Low Income Housing Tax Credit Physical Needs Assessment Geographic Preference Architect s Team Specific Scope of Services PROPOSAL FORMAT ii

4 3.1 Tabbed Proposal Submittal Fees Proposal Submission Proposer's Responsibilities Contact with the Agency Proposer's Responsibilities Equal Employment Opportunity and Supplier Diversity Pre-proposal Conference PROPOSAL EVALUATION Evaluation Factors Preference Evaluation Factors Evaluation Method CONTRACT AWARD Contract Award Procedure Contract Conditions Contract Period Licensing and Insurance Requirements Right to Negotiate Fees Contract Service Standards Index of Tables List of Attachments iii

5 INTRODUCTION The Housing Authority of the City of Decatur, GA (hereinafter, the Agency, or DHA ) was established in 1938, under the laws of the State of Georgia. The Agency is a quasi-governmental agency, separate and distinct from the general city or county government. The primary role of the Agency is building and managing quality affordable housing for low to moderate income families. Over the years, DHA has expanded its focus to include the revitalization of the Decatur community as a whole through the renewal and redevelopment of substandard housing, as well as improving facilities in the downtown area. DHA operates several programs to assist low to moderate income families with quality affordable housing alternatives. Public Housing - Families pay 30% of adjusted income towards rent and utilities in DHA s apartments located in Decatur in DHA s 289 units of Public Housing Section 8 Substantial Rehabilitation Families pay 30% of adjusted income for rent and utilities in 111 units in Decatur. Section 8 Housing Choice Vouchers (HCV) Families pay 30% of adjusted income for rent and utilities in private rental housing located in the metro area. Section 8 HCV 868 and 301 portables. Workforce Housing DHA, and its related non-profit, develops, owns and operates a number of apartments. In most cases, a percentage of units are reserved for low to moderate income residents while other units are available at market rate. Owned Workforce Housing 75 units Homeownership DHA has developed and rehabilitated numerous homeownership and condominium units since Ownership units DHA has a professional management and maintenance team. The Agency administers an annual budget in excess of $15 million, which includes capital outlays for comprehensive improvements. Funding sources include the U.S. Department of Housing and Urban Development ( HUD ), rental income, and limited other income. As one of the largest providers of affordable housing in Decatur, the Agency has extensive experience in the management and development of residential rental property. In keeping with its mandate to provide efficient and effective services, the Agency is now soliciting proposals from qualified, licensed, and insured entities to provide the below noted services to the Agency. All proposals submitted in response to this solicitation must conform to all of the requirements and specifications outlined within this document and any designated attachments in its entirety. PURPOSE OF THIS RFQ The Agency seeks to identify and retain a qualified firm to provide Architectural and Engineering Services (hereafter Architect, or Design Professional ) as specified herein for a particular property owned by the Agency (Oakview Apartments) and thereafter from time to time for other projects, properties and sites located in Decatur, Georgia and other locations in Georgia, as may be required. This RFQ is the means for prospective Design Professional to submit their qualifications and a description of their services to the Agency. 1

6 The Agency anticipates that it will initially award a contract for the period of 1 year with the option, at the Agency s discretion, of up to 4 additional one-year option periods, for a total maximum contract period of 5 years prior to the Agency issuing another RFQ (as per HUD guidelines). 2

7 RFQ INFORMATION AT A GLANCE CONTACT PERSON (NOTE: Unless otherwise specified, any reference herein to Contracting Officer or (CO) or Executive Director shall be a reference to Mr. Faust.) Douglas S. Faust, Executive Director Decatur Housing Authority 750 Commerce Drive, Suite 110, Decatur, GA Telephone (404) TDD/TYY (800) [Table No. 2] HOW TO OBTAIN THE RFQ DOCUMENTS ON THE APPLICABLE INTERNET SITE PRE-PROPOSAL CONFERENCE DEADLINE TO SUBMIT QUESTIONS HOW TO FULLY RESPOND TO THIS RFQ PROPOSAL SUBMITAL RETURN & DEAD- LINE Access DHA s Website at Click on the applicable RFP or RFQ. Follow the listed directions. Be sure to download all applicable forms and documents If you have any problems in accessing or registering on the system, call for customer assistance at (404) August 6, 2015 at 10:00 am Decatur Housing Authority / Oliver House 1450 Commerce Drive Decatur, GA August 14, at 5 pm EST. Answers will be posted on DHA s website no later than August 18, 2015 at 5:00 pm. As instructed within Section 3.0 of the RFQ document, submit one original and four copies of your "hard copy" proposal to the Agency Central Office. Be sure that all documents are executed as required. Be sure that all required forms and exhibits have been included. August 21, :00 pm EST. To: Housing Authority of the City of Decatur Attention: Douglas S. Faust, Executive Director 750 Commerce Drive, Suite 110 Decatur, Georgia DHA EVALUATION PROCESS August 27, 2015 POTENTIAL INTERVIEWS September 3 and 4, 2015 * (The "hard copy" proposal must be received in-hand and time-stamped by the Agency by no later than 3 p.m. EST on this date). ANTICIPATED APPROVAL BY DHA BOARD OF COMMISSIONERS October 7, 2015 at 4:30 pm EST. 3

8 1.0 THE AGENCY S RESERVATION OF RIGHTS. The Agency reserves the right to: 1.1 Right to Reject, Waive, or Terminate the RFQ. Reject any or all proposals, to waive any informality in the RFQ process, or to terminate the RFQ process at any time, if deemed by the Agency to be in its best interests. 1.2 Right to Not Award. Not award a contract pursuant to this RFQ. 1.3 Right to Terminate. Terminate a contract awarded pursuant to this RFQ, at any time for its convenience upon 10 days written notice to the successful proposer(s). 1.4 Right to Determine Time and Location. Determine the days, hours and locations that the successful proposer(s) shall provide the services called for in this RFQ. 1.5 Right to Retain Proposals. Retain all proposals submitted and not permit withdrawal for a period of 60 days subsequent to the deadline for receiving proposals without the written consent of CO. 1.6 Right to Negotiate. Negotiate the fees proposed by the proposer entity. 1.7 Right to Reject Any Proposal. Reject and not consider any proposal that does not meet the requirements of this RFQ, including but not necessarily limited to incomplete proposals and/or proposals offering alternate or non-requested services. 1.8 No Obligation to Compensate. Have no obligation to compensate any proposer for any costs incurred in responding to this RFQ. 1.9 More than One Award Possible. The Agency reserves the right to complete award to one firm only or to complete award to multiple firms. If award is made to more than one firm, such awards will be based on the Agency s opinion that a firm can offer the Agency greater value for a certain service area ( service area(s) as detailed within the immediate following Section 2.2). The Agency reserves the right to make such decision at any time during the ensuing contract period(s) meaning, the Agency could initially make award to one firm only, then, at any time during the ensuing contract period(s), decide to make an additional award(s) if the Agency decides such is in its best interests to do so Right to Prohibit. At any time during the RFQ or contract process to prohibit any further participation by a proposer or reject any proposal submitted that does not conform to any of the requirements detailed herein. By downloading electronically this RFQ, each prospective proposer is thereby agreeing to abide by all terms and conditions listed within this document and further agrees that he/she will inform the CO in writing within five (5) days of the discovery of any item listed herein or of any item that is issued thereafter by the Agency that he/she feels 4

9 needs to be addressed. Failure to abide by this timeframe shall relieve the Agency, but not the prospective proposer, of any responsibility pertaining to such issue. 2.0 SCOPE OF WORK/TECHNICAL SPECIFICATIONS. The Agency is seeking proposals from qualified, licensed and insured entities to provide the following detailed services listed herein: 2.1 General Service Areas Description. The Agency intends to award a contract to a firm(s) to provide architectural and engineering services (A/E) for various projects the Agency may need throughout the year. Services will include, but are not limited to, typical A/E services pertaining to, on an as-needed basis at the Agency's discretion, both new construction and rehabilitation of buildings, and land that the Agency owns. Services will include, but are not limited to, typical A/E services pertaining to: Site planning; Structural, mechanical, electrical and civil engineering; Landscaping; Cost estimating; and Construction contract administration. 2.2 General Phases of the A/E Services. Shall include, but are not limited to: Schematic Design/Preliminary Study; Design Development; Bidding, Construction, and Contract Documents; Bidding and Award; Construction; and Post Completion/Warranty. 2.3 Design Product. Any design product shall meet all state and local code requirements and shall conform with all applicable local codes, ordinances, regulations and standards, including HUD's Section 504 program; UFAS, ADA and ANSI requirements. The design may also include coordination for the abatement of hazardous materials as well as demolition of existing structures. 2.4 Previous/Current Contractor. The Agency does not have a current firm that has been contracted in this manner for this project. 2.5 Project Narrative and Development Concept. The Housing Authority of the City of Decatur, Georgia ( DHA ), acting through Preserving Affordable Housing, Inc. ( PAH ), plans to redevelop Oakview a HUD Section 8 Substantial Rehabilitation Property - in order to meet its continuing mission of preserving affordable housing within the City of Decatur. PAH is a Georgia non-profit corporation established by DHA as an instrumentality for the preservation and redevelopment of Oakview Apartments. DHA has 100% control of PAH by virtue of the Board of Directors being all DHA commissioners and by virtue of its control over amendments to the Articles of Incorporation and Bylaws. 5

10 DHA seeks to increase the availability of affordable housing in our jurisdiction. Located just minutes east of downtown Atlanta and minutes west of Stone Mountain, the City of Decatur, Georgia comprises only 4.18 square miles. Opportunities to create new affordable housing within this fully developed city are extremely limited so it is incumbent upon DHA to preserve that affordable housing that it currently controls. 2.6 Project Description: Oakview Apartments is 24 units in one three-story building located in Oakhurst in South Decatur. Oakview Apartments Address: 1111 Oakview Road, Decatur, GA Number of Units: 24 1-Bdrm Units - All 24 designated Elderly/Disabled Units Unit Type: Garden Flats Built: Approximately 1960 Zoning: HDSF 2.7 Existing Conditions: At approximately 50 years of age, the current units need substantial revitalization. The kitchens are inadequate, bathrooms need to be updated, unit systems are old, and the building envelopes need to be repaired. The dwelling units and site amenities do not meet DCA s minimum requirements for the Low Income Housing Tax Credit Program. It may be necessary to increase the size of the units through additions to the front or rear of the buildings in order to meet DCA s requirements for minimum room size, minimum kitchen size, etc. 2.8 Relocation and Redevelopment: If the property is occupied at the time, the redevelopment of Oakview Apartments will be implemented in a manner to minimize disruption and displacement of any current residents during the construction. During the construction, the current residents, if any, will be accommodated in other DHA apartments or provided with Section 8 vouchers under a carefully-monitored relocation plan. 2.9 Redevelopment Plan: DHA has not predetermined a Redevelopment Plan at this time for Oakview Apartments (24 units). DHA is seeking a qualified Architectural Team that will assist DHA in designing and developing an overall plan for the redevelopment of the property (the Redevelopment Plan ) and the creation of related architectural drawings and construction documents that are consistent with the requirements of the following: Current Georgia Department of Community Affairs (DCA) Qualified Allocation Plan and related manuals and supplemental information US Department of HUD Housing Assistance Payments Contract City of Decatur Building and Zoning Departments DeKalb County Watershed Management 6

11 DHA may undertake a Redevelopment Plan that is inclusive of substantial rehabilitation and/or new construction, depending on the most favorable approach at the time. As described elsewhere in this RFQ, it is essential that the Architectural Team be fully experienced in design of projects that will involve both rehabilitation and new construction, as well as the requirements for compliance with the Georgia Department of Community Affairs (DCA) Low Income Housing Tax Credit (LIHTC) Program and provide information on this experience in the proposal Earthcraft Multifamily Program: Launched in 2004, the EarthCraft Multifamily program provides certifications for low-rise and mid-rise multifamily projects, including new construction and renovation. The EarthCraft Multifamily standards address a wide range of sustainability considerations, including environmental performance, indoor air quality, building durability, comfort, and affordability. The EarthCraft program addresses these concerns at the unit level and for the structure as a whole. Like all EarthCraft programs, EarthCraft Multifamily uses a HERS rating, program guidelines, a points-based worksheet, site visits, and diagnostic testing to verify that each project complies with program standards. The Design Team will work with an EarthCraft Technical Advisor, who provides support in meeting program requirements from early in the design phase until construction is completed. DCA requires that projects utilizing Low Income Housing Tax Credits must either meet LEED or EarthCraft requirements for energy efficiency. In its last five LIHTC transactions, DHA has utilized the EarthCraft standards and expects to do so again in this project. The Architect s Team must provide information in its proposals about its experience in working with Southface, the not-for-profit that manages EarthCraft Multifamily Standards and provide information about direct experience with EarthCraft Multifamily Standards in both new construction and rehabilitation projects Low Income Housing Tax Credit: It is essential that the Architectural Firm be very familiar with the requirements for submission of an application for Low Income Housing Tax Credits (LIHTC) through the Georgia Department of Community Affairs (DCA). Respondents will need to provide detailed information on their experience in completing work on projects that were submitted to and approved by the Georgia Department of Community Affairs under the Qualified Allocation Plan (QAP), including, but not limited to the following: QAP Threshold QAP Scoring QAP Core Application 2015 DCA Environmental Manual DCA Architectural Manual DCA Architectural Manual Appendix I Submittal Instruction DCA Architectural Manual Appendix Ii Amenities Guidebook DCA Architectural Manual Appendix Iii Rehab Guide For Existing Properties 7

12 DCA Amenities Guidebook Photos DCA Accessibility Manual DCA Relocation and Displacement Manual DCA 2015 Section 3 Manual DCA 2015 Other Compliance Manual The Agency anticipates making application for LIHTC funding in DCA s 2016 round. As soon as the 2016 DCA documents are published, these materials will be utilized in the design and development of Oakview Physical Needs Assessments: If rehabilitation is utilized as the redevelopment means for Oakview, a Physical Needs Assessment (PNA) is required at application for tax credits for all rehabilitation applications presented for potential funding by programs administered through the DCA Office of Affordable Housing. The purpose of the PNA is to provide a property description, document the existing condition of the property, to identify existing building code and program violations, identify immediate physical needs and to estimate capital needs over the long term. The PNA, including an on-site investigation, narrative report, and Fannie Mae forms must be conducted by a DCA Qualified Consultant. DHA intends to hire the DCA Qualified Consultant to perform the PNA independent of the Architect s firm. Three key aspects of any rehabilitation projects are completion of an accurate PNA, preparation of a scope of work that accurately reflects the conditions identified in the PNA, and an accurate cost estimate for bidding and financing purposes. As it very likely that this project will include both New Construction and Rehabilitation, it is incumbent upon the Respondent to provide clear information that demonstrates actual experience in managing or utilizing PNA and related cost estimating Geographic Preference: Pursuant to the Federal Regulations promulgated by HUD at 24 CFR (c) Competition 2., When contracting for architectural and engineering (A/E) services, geographic location may be a selection criteria provided its application leaves an appropriate number of qualified firms, given the nature and size of the project, to compete for the contract. Accordingly, Architectural firms that are located in the State of Georgia may be given preference in the selection of a firm to complete this work if said firm is within 100 mile radius of the Decatur Housing Authority as determined by the website Architect s Team: DHA seeks to engage under contract an architectural firm, or a group of firms headed by the architectural firm. Each Respondent should include each of the following professional disciplines on their team: a. Architect(s) All disciplines required for new construction and rehabilitation. b. Engineer(s) - Structural, Civil, and any other engineering disciplines necessary to the Project. c. Green Building Consultant A DCA Approved consultant to assist in activities related to EarthCraft activities. A copy of the Green Building Consultant s contract must be included with the tax credit application to DCA. 8

13 d. Accessibility Consultant - All projects that receive Georgia Office of Affordable Housing (OAH) funds under all funding programs are required to contract with a DCA-qualified Accessibility Consultant to perform a pre-construction plan review and a minimum of three (3) accessibility inspections during the construction process to assist in meeting federal, state, and local accessibility compliance, including, but not limited to: Title II and III of the Americans with Disabilities Act; Section 504 of the Rehabilitation Act of 1973; The Fair Housing Amendments Act; The requirements of the DCA Qualified Allocation Plan ( QAP ); and, Federal, State, and local accessibility laws and regulations applicable to the project Specific Scope of Services: The scope of services required by this RFQ for Oakview Apartments is in three distinct stages; Conceptual Design, Architectural Plans and Bidding, and Construction Administration. The work includes some or all of the following services: a. Conceptual Design Stage: The architectural firm will be responsible to manage the required physical property inspections, conduct collaborative studies to develop conceptual project designs, make recommendations on the overall scope and design in advance of the application(s) for Low Income Housing Tax Credits. DHA anticipates applying for tax credits in June of This Conceptual Design Stage will begin in the Fall of 2015 and continue until the tax credit application is submitted. The architectural firm will work with DHA and provide the following deliverables for the DCA Tax Credit Application Submittal. i. Location/Vicinity Map: This map should indicate adjacent land uses, existing roads and/or streets and significant facilities such as schools, hospitals, retail, public transportation, and recreation areas. ii. Conceptual Site Development Plan: (This plan is not intended to be a final site development plan). The plan shall reflect the following information: All existing property easements. (Information to be compiled from public records and other appropriate sources); All existing physical structures, underground tanks, and any other improvements on the property; All wetlands, floodplains, and state waters in relation to proposed buildings, paving, and site amenities; all buffers required by state and local jurisdictions and areas of disturbance indicated and calculated. (This information must be supported by the wetlands map, wetlands delineation report, and floodplain map submitted in the Environmental Site Assessment Report. See Environmental Review Guide for DCA limitations on the development of wetlands and floodplains); Adjacent property usage indicated both graphically and in written form; 9

14 All zoning setbacks and zoning restrictions for the subject property All other features that would affect the development of the subject property; Proposed entrance access to the property and a layout of all buildings, roads, parking areas, etc.; All amenities in the Application must be on the site plan; All areas of tree and vegetation preservation; Existing topographic contours at appropriate vertical scale; Proposed finish floor elevations for each building. iii. iv. Desirable/Undesirable Site Certification: This form must include locations and distances of desirable and undesirable activities within the vicinity of the proposed development(s) and depict all desirable and undesirable activities or establishments, as described under the Desirable and Undesirable Characteristics section of the QAP. Physical Needs Assessment per Site In the case of renovation, a Physical Needs Assessment (PNA) will be completed by another independent firm under contract to DHA and managed by the Architect. v. Rehabilitation Work Scope per Site (See DCA s Rehabilitation Guide) Whereas the PNA documents the existing conditions and immediate physical needs, the Rehabilitation Work Scope must include these considerations as well as future property marketability, durability, and energy efficiency which will add to the residential quality of life. The Rehabilitation Work Scope must be compiled by Architect in DCA s required format to include materials, quantities and unit costs. The Rehabilitation Work Scope shall be based on: Requirements for the replacement of components with no Effective Remaining Life at the end of 15 years, building code and health/safety violations, and immediate needs from the Physical Needs Assessment; Requirements for the replacement of components in order to comply with DCA s Architectural Standards and Specific Systems Replacement Guidance below; All applicable Threshold and Scoring upgrades as indicated in the DCA Application including amenities construction; All costs that will be incurred in bringing the property into compliance with federal, state, local, and DCA accessibility regulations (see the DCA Accessibility Manual for further guidance); Remediation of all issues identified in the Phase I and II environmental reports. 10

15 DCA must be able to determine that all major issues identified in the PNA and Environmental Reports are addressed in the Rehabilitation Work Scope. vi. vii. viii. ix. New Construction If the project is able to proceed with a new construction approach, then the Architect will provide the required documents for the DCA tax credit application submittal and execute the necessary certifications. Cost Estimate Whether the project is Rehabilitation or New Construction, a reliable cost estimate from the Architect is required for the DCA application(s) and for other applications for financing. Public Consultation Documents - DHA contemplates a public consultation process with its residents and the community related to the revitalization of Oakview. DHA will manage this process and the Architect will provide materials to facilitate the communication effort that include sketches, site plans, and proposed elevations per site to support the planning efforts. Zoning Revisions Provide the necessary sketches, site plans, and proposed elevations to support any required zoning revisions or waivers related to the development plans per site. These may include, but are not limited to, stream buffer work, building setbacks, parking requests, and density requests. b. Project Design Stage: The Project Design Stage will follow after the completion of the Conceptual Design Stage. DHA will provide written authorization for the beginning of this stage. The materials for architectural firm will provide architectural design services to include, but not limited to, the following: i. Building Design: Develop drawings and other construction documents: including structural, civil, mechanical, electrical, plumbing, security, acoustical, interior, lighting, data/telecommunications, graphics, and related for the redevelopment of the properties and design of buildings in compliance with all current DCA architectural manuals and related DCA documents. ii. iii. iv. Code Analysis: Conduct and/or participate in building, planning and access analyses and reviews for the facilities, bearing in mind requirement specific to all current DCA architectural requirements and/or DCA specifications; Sustainable Design: Develop, analyze, and implement programs for sustainable site and building design in compliance with LEED or EarthCraft requirements as necessary; Cost Analysis and Schedule Planning: Provide and/or participate in all aspects of project cost estimating and schedule planning, including construction esti- 11

16 mating, life cycle costing, value engineering, critical path and special scheduling; v. Site Planning and Landscape Architecture: Provide all services required to, design, specify and coordinate site design, including grading, utilities, parking lots, roads, driveways, hardscape, landscape, lighting, and irrigation, which must be designed to meet all current DCA requirements; vi. Construction Contract: Prepare and assist in administering the bidding and award of the Construction Contract. Prepare the Construction Contract in the format required by the construction lender, likely the AIA format will be required by the Construction Lender. c. Construction Administration Stage: The third and final phase will include construction administration services, including field observations, submittal review, construction inspection and testing, inspection bid document preparation, requisition and procurement of specialized pricing and consideration/negotiation of changes, and project contract completion, including EarthCraft documentation, punch list, warranty review, preparation of record drawings and project closeout. 12

17 3.0 PROPOSAL FORMAT 3.1 Tabbed Proposal Submittal. The Agency intends to retain the successful proposer pursuant to a Best Value basis, not a Low Proposal basis ( Best Value, in that the Agency will, as detailed within the following Section 4.0, consider factors other than just cost in making the award decision). Therefore, so that the Agency can properly evaluate the offers received, all proposals submitted in response to this RFQ must be formatted in accordance with the sequence noted following. Each category must be separated by numbered index dividers (which number extends so that each tab can be located without opening the proposal) and labeled with the corresponding tab reference also noted below. None of the proposed services may conflict with any requirement the Agency has published herein or has issued by addendum. TABBED PROPOSAL OUTLINE [Table 3] Tab No. Description 1 Form of Proposal. This Form is attached hereto as Attachment A to this RFQ document. This 1-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the proposal submittal. 2 Form HUD-5369-C (8/93), Certifications and Representations of Offerors, Non- Construction Contract. This Form is attached hereto as Attachment B to this RFQ document. This 2-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the proposal submittal. 3 Profile of Firm Form. The Profile of Firm Form is attached hereto as Attachment C to this RFQ document. This two page Form must be fully completed, executed, and submitted under this tab as a part of the proposal submittal. 4 Proposed Services. As more fully detailed within Section 2.0, Scope of Proposal/Technical Specifications, of this document, the proposer shall, at a minimum, clearly detail within the information submitted under this tab documentation showing: As detailed within Section 4.1, Evaluation Factor No. 1, herein, Evidence of the proposers ability to perform the work as indicated by profiles of the principals and staffs professional and technical competence and experience, and their facilities. As detailed within Section 4.1, Evaluation Factor No. 2, herein, Evidence of the proposer s capability to provide professional services in a timely manner. As detailed within Section 4.1, Evaluation Factor No. 3, herein, Evidence of the proposers past performance in terms of cost control, quality of work, and compliance with performance schedules, and utilization of green design and technologies. As detailed within Section 4.1, Evaluation Factor No. 4, herein, the proposer s demonstrated knowledge of local building codes and Federal building alterations requirements. A fully completed copy of Attachment H, Standard Form 330 (6/2004), Architect- 13

18 Engineer Qualifications. Provide a clear explanation of the proposed quality control program. An explanation and copies of forms that will be used and reports that will be submitted and the method of such reports (i.e. written; fax; internet; etc.). A complete description of the products and services the proposer provides. 5 Managerial Capacity/Financial Viability. The proposer entity must submit under this tab a concise description of its managerial and financial capacity to deliver the proposed services, including brief professional resumes for the persons identified within areas (5) and (6) of Attachment C, Profile of Firm Form. Such information shall include the proposer s qualifications to provide the services; a description of the background and current organization of the firm. 6 Client Information. The proposer shall submit a listing of former or current clients, including any other Public Housing Authority, for whom the proposer has performed similar or like services to those being proposed herein. The listing shall, at a minimum, include: The client s name; The client s contact name; The client s address; The client s telephone number; A brief narrative description and scope of the service(s) and the dates the services were provided, including a brief narrative description of those specific services including scope; size; cost; principal elements and special features. 7 Equal Employment Opportunity/Supplier Diversity. The bidder must submit under this tab a copy of its Equal Opportunity Employment Policy and a complete description of the positive steps it will take to ensure compliance, to the greatest extent feasible, with the regulations detailed within the following Section 3.5 herein pertaining to supplier diversity (e.g. small, minority-, and women-owned businesses). 8 Subcontractor/Joint Venture Information (Optional Item). The proposer shall identify hereunder whether or not he/she intends to use any subcontractors for this job, if awarded, and/or if the proposal is a joint venture with another firm. Such Joint Venture firms or any major subcontractors ( major, meaning a projected 10% or more of the work) must also submit the documentation named herein within Tabs No. 1, 2, 3, 4 (especially Standard Form 330), 5, 6, 7, 9, and Section 3 Business Preference Documentation (Optional Item). For any proposer claiming a Section 3 Business Preference, he/she shall under this tab include the fully completed and executed Section 3 Business Preference Certification Form attached hereto as Attachment D and any documentation required by that form. 10 Other Information (Optional Item). The proposer may include hereunder any other general information that the proposer believes is appropriate to assist the Agency in its evaluation. 14

19 If No Information Placed under a Tab. If no information is to be placed under any of the above noted tabs (especially the "Optional" tabs), place a statement such as "NO INFORMATION IS BEING PLACED UNDER THIS TAB" or "THIS TAB LEFT INTENTIONALLY BLANK." DO NOT eliminate any of the tabs. Proposal Submittal Binding Method. It is preferable and recommended that the proposer bind the proposal submittals in such a manner that the Agency can, if needed, remove the binding or remove the pages from the cover (i.e. 3-ring binder; etc.) to make copies, and then conveniently return the proposal submittal to its original condition. 3.2 Fees. No fees shall be discussed or proposed, either verbally or in writing, during the RFQ competitive solicitation process. The Agency will, as detailed within Sections 4.0 and 5.0 herein, negotiate such fees with the top-rated proposer. As may be detailed herein, if the Agency makes award to one firm only, in such case the Agency does not guarantee any minimum or maximum amount of work as a result of any award ensuing from this RFQ, but will reserve the right to award any amount of work on an as-needed basis. 3.3 Proposal Submission. All proposals must be submitted and time-stamped received in the designated Agency office by no later than the submittal deadline stated herein (or within any ensuing addendum). A total of 1 original signature copy (marked "ORIGINAL") and 4 exact copies (each of the 2 separate proposal submittals shall have a cover and extending tabs) of the proposal submittal, shall be placed unfolded in a sealed package and addressed to: Housing Authority of the City of Decatur Attention: Douglas S. Faust Executive Director 750 Commerce Drive, Suite 110 Decatur, Georgia The package exterior must clearly denote the above noted RFQ number and must have the proposer s name and return address. Proposals received after the published deadline will not be accepted. a. Submission Conditions. DO NOT FOLD OR MAKE ANY ADDITIONAL MARKS, NOTATIONS OR REQUIREMENTS ON THE DOCUMENTS TO BE SUBMITTED! Proposers are not allowed to change any requirements or forms contained herein, either by making or entering onto these documents or the documents submitted any revisions or additions; and if any such additional marks, notations or requirements are entered on any of the documents that are submitted to the Agency by the proposer, such may invalidate that proposal. If, after accepting such a proposal, the Agency decides that any such entry changed the intent of the proposal that the Agency intended to receive, the Agency may accept the proposal and 15

20 the proposal shall be considered by the Agency as if those additional marks, notations or requirements were not entered on such. By downloading these documents, each prospective proposer that does so is thereby agreeing to confirm all notices that the Agency delivers to him/her as instructed, and by submitting a proposal, the proposer is thereby agreeing to abide by all terms and conditions published herein and by addendum pertaining to this RFQ. b. Submission Responsibilities. It shall be the responsibility of each proposer to be aware of and to abide by all dates, times, conditions, requirements and specifications set forth within all applicable documents issued by the Agency, including the RFQ document, the documents listed within the following Section 3.6, and any addenda and required attachments submitted by the proposer. By virtue of completing, signing and submitting the completed documents, the proposer is stating his/her agreement to comply with the all conditions and requirements set forth within those documents. Written notice from the proposer not authorized in writing by the CO to exclude any of the Agency requirements contained within the documents may cause that proposer to not be considered for award. 3.4 Proposer's Responsibilities Contact with the Agency. It is the responsibility of the proposer to address all communication and correspondence pertaining to this RFQ process to the designated CO, Douglas S. Faust, Executive Director, only. Proposers must not make inquiry or communicate with any other Agency staff member or official (including members of the Board of Commissioners) pertaining to this RFQ. Failure to abide by this requirement may be cause for the Agency to not consider a proposal submittal received from any proposer who may Agency not abided by this directive. a. Addendums. All questions and requests for information must be addressed in writing to the CO. The CO anticipates that it will respond to all such inquiries in writing by addendum to all prospective proposers (i.e. firms or individuals that have obtained the RFQ Documents). During the RFQ solicitation process, the CO will NOT conduct any ex parte (a substantive conversation substantive meaning, when decisions pertaining to the RFQ are made between the Agency and a prospective proposer when other prospective proposers are not present) conversations that may give one prospective proposer an advantage over other prospective proposers. This does not mean that prospective proposers may not call the CO it simply means that, other than making replies to direct the prospective proposer where his/her answer Agency already been issued within the solicitation documents, the CO may not respond to the prospective proposer s inquiries but will direct him/her to submit such inquiry in writing so that the CO may more fairly respond to all prospective proposers in writing by addendum. 3.5 Proposer's Responsibilities Equal Employment Opportunity and Supplier Diversity. Both the Contractor and the Agency have, pursuant to HUD regulation, certain responsibilities pertaining to the hiring and retention of personnel and subcontractors. 16

21 a. Within 24 CFR 85.36(e) it states: (e) Contracting with small and minority firms, women's business enterprise and labor surplus area firms. (1) The grantee and subgrantee will take all necessary affirmative steps to assure that minority firms, women's business enterprises, and labor surplus area firms are used when possible. (2) Affirmative steps shall include: (i) Placing qualified small and minority businesses and women's business enterprises on solicitation lists; (ii) Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources; (iii) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority business, and women's business enterprises; (iv) Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority business, and women's business enterprises; (v) Using the services and assistance of the Small Business Administration, and the Minority Business Development Agency of the Department of Commerce; and (vi) Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (e)(2) (i) through (v) of this section. b. Within HUD Procurement Handbook REV 2 it states: Section 15.5.A, Required Efforts. Consistent with Presidential Orders 11625, 12138, and 12432, the <Agency> shall make every effort to ensure that small businesses, MBEs, WBEs, and labor surplus area businesses participate in <Agency> contracting. Section 15.5.B, Goals. <The Agency> is encouraged to establish goals by which they can measure the effectiveness of their efforts in implementing programs in support of... contracting with disadvantaged firms. It is important to ensure that the means used to establish these goals do not have the effect of limiting competition and should not be used as mandatory set-aside or quota, except as may otherwise be expressly authorized in regulation or statute. Some localities have adopted minority contracting set-aside policies or geographic limitations, 17

22 which may be in conflict with Federal requirements for full and open competition. c. Within our Agency Procurement Policy it states that our Agency will: Assistance to Small and Other Business, Required Efforts: Including such firms, when qualified, on solicitation mailing lists; Encouraging their participation through direct solicitation of bids or proposals whenever they are potential sources; Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by such firms; Establishing delivery schedules, where the requirement permits, which encourage participation by such firms; Using the services and assistance of the Small Business Administration, and the Minority Business Development Agency of the Department of Commerce; Including in contracts, to the greatest extent feasible, a clause requiring contractors, to provide opportunities for training and employment for lower income residents of the project area and to award subcontracts for work in connection with the project to business concerns which provide opportunities to low-income residents, as described in 24 CFR Part 135 (socalled Section 3 businesses); and Requiring prime contractors, when subcontracting is anticipated, to take the positive steps listed above. 3.6 Pre-proposal Conference. The scheduled pre-proposal conference identified on Page 3 of this document is, pursuant to HUD regulation, not mandatory. Many prospective proposers have previously responded to an RFQ with a multi-tabbed submittal and feel comfortable in doing so without attending the pre-conference. Typically, such conferences last 1 hour or less, though such is not guaranteed. The purpose of this conference is to assist prospective proposers in having a full understanding of the RFQ documents so that he/she feels confident in submitting an appropriate proposal; therefore, at this conference the Agency will conduct an overview of the RFQ documents, including the attachments. Prospective proposers may also ask questions, though the CO may require that some such questions are delivered in writing prior to a response. Whereas the purpose of this conference is to review the RFQ documents, attendees are encouraged to bring a copy of the RFQ documents to this conference since the Agency will not distribute at this conference any copies of the RFQ documents. 18

23 4.0 PROPOSAL EVALUATION. 4.1 Evaluation Factors. The following factors will be utilized by the Agency to evaluate each proposal submittal received; award of points for each listed factor will be based upon the documentation that the proposer submits within his/her proposal submittal: NO. MAX POINT VALUE FACTOR TYPE 1 15 points Subjective (Technical) 2 25 points Subjective (Technical) 3 25 points Subjective (Technical) 4 30 points Subjective (Technical) 5 5 points Subjective (Technical) FACTOR DESCRIPTION [Table No. 4] Evidence of the proposers ABILITY TO PERFORM THE WORK as indicated by profiles of the principals and staffs professional and technical competence and experience, and their facilities. Evidence of the proposers CAPABILITY TO PROVIDE PROFES- SIONAL SERVICES in a timely manner. Demonstrated record that the prospective architectural team has delivered high quality architectural consulting services and contract documents to its Georgia DCA tax credit owner/developer clients, and has in place an effective continuous quality improvement process. Evidence of the proposers PAST PERFORMANCE in terms of cost control, quality of work, and compliance with performance schedules, and utilization of green design and technologies. Demonstrated experience of the prospective architectural team and its key individuals in the design and development of quality Georgia Department of Community Affairs (DCA) sponsored developments during the past five years. Demonstrated experience of the prospective architectural team working with clients, especially PHA clients, on projects of similar scope. The proposer s DEMONSTRATED KNOWLEDGE of local building codes and Federal building alterations requirements. Demonstrated ability of the prospective architectural team working on new construction and rehabilitation projects within strict cost budgets and meeting Georgia DCA requirements while fulfilling client goals. The OVERALL QUALITY and PROFESSIONAL APPEARANCE OF THE PROPOSAL SUBMITTED, based upon the opinion of the evaluators. 100 points Total Points (other than preference points) 19

24 4.2 Preference Evaluation Factor: The following factors will be utilized by the CO to evaluate each proposal submittal received: [Table No. 4a] NO. MAX POINT VALUE FACTOR TYPE FACTOR DESCRIPTION 6 5 points Objective SECTION 3 BUSINESS PREFERENCE PARTICIPATION. A firm may qualify for Section 3 status as detailed within Attachments D and D-1 (NOTE: A max of 5 points awarded). 6a 2 points Priority I, Category 1a. Business concerns that are 51 percent or more owned by residents of the housing development or developments for which the Section 3-covered assistance is expended. 6b 1 point Priority II, Category 1b. Business concerns whose workforce includes 30 percent of residents of the housing development for which the Section 3-covered assistance is expended, or within three (3) years of the date of first employment with the business concern, were residents of the Section 3-covered housing development. 6c 1 point Priority III, Category 2a. Business concerns that are 51 percent or more owned by residents of any other housing development or developments. 6d 2 points Priority IV, Category 2b. Business concerns whose workforce includes 30 percent of residents of any other public housing development or developments, or within three (3) years of the date of first employment with the business concern, were Section 3 residents of any other public housing development. 6e 1 point Priority V, Category 3. Business concerns participating in HUD Youth-build programs being carried out in the metropolitan area in which the Section 3-covered assistance is expended. 6f 1 point Priority VI, Category 4a. Business concerns that are 51 percent or more owned by Section 3 residents in the metropolitan area, or whose permanent, full-time workforce includes no less than 30 percent of Section 3 residents in the metropolitan area, or within three (3) years of the date of employment with the business concern, were Section 3 residents in the metropolitan area. 6g 1 point Priority VII, Category 4b. Business concerns that subcontract in excess of 25 percent of the total amount of subcontracts to 20

25 Section 3 business concerns 6h 5 points Maximum Available Preference Points (Additional) 105 points Total Maximum Possible Points 4.3 Evaluation Method a. Initial Evaluation for Responsiveness Each proposal received will first be evaluated for responsiveness (i.e. meets the minimum of the requirements). NOTE: Please reference Section 3.1 herein. b. Evaluation Packet An evaluation packet will be prepared for each evaluator, typically including but not required, the following documents: i. Instructions to Evaluators; ii. Proposal Tabulation Form; iii. Written Narrative Form for each proposer; iv. Recap of each proposer s responsiveness; v. Copy of all pertinent RFQ documents. c. Evaluation Committee The Agency anticipates that it will select a minimum of a threeperson committee to evaluate each of the responsive hard copy proposals submitted in response to this RFQ. PLEASE NOTE: No proposer shall be informed at any time during or after the RFQ process as to the identity of any evaluation committee member. If, by chance, a proposer does become aware of the identity of such person(s), he/she SHALL NOT make any attempt to contact or discuss with such person anything related to this RFQ. As detailed within Section 3.4 of this document, the designated CO is the only person at the Agency that the proposers shall contact pertaining to this RFQ. Failure to abide by this requirement may (and most likely will) cause such proposer(s) to be eliminated from consideration for award. d. Evaluation. It is anticipated that the CO will evaluate and award points pertaining to Evaluation Factor No. 6 (the Objective Factor); and that the appointed evaluation committee, independent of the CO or any other person at the Agency, will evaluate the responsive proposals submitted and award points pertaining to Evaluation Factors No. 1, 2, 3, 4, and 5 (the Subjective Factors). Upon final completion of the proposal evaluation process, the evaluation committee will forward the completed evaluations to the CO. e. Points Awarded Range. Pertaining to the Subjective Factors, note the following range of points awarded (points pertaining to this RFQ are shaded--also see the Evaluation Factors detailed within the preceding Section 4.1): 21