Housing Authority of the City of Decatur REQUEST FOR PROPOSAL (RFP/PBS) NO. GA Utility Allowance Study

Transcription

1 Housing Authority of the City of Decatur REQUEST FOR PROPOSAL (RFP/PBS) NO. GA Utility Allowance Study April 21, 2016

2 RFP 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.) Rebecca Pinckard, Executive Assistant Decatur Housing Authority 750 Commerce Drive, Suite 110, Decatur, GA Telephone (404) TDD/TYY (800) HOW TO OBTAIN THE RFP DOCUMENTS ON THE APPLICABLE INTERNET SITE DEADLINE TO SUBMIT QUESTIONS HOW TO FULLY RESPOND TO THIS RFP BY SUBMITTING A PROPOSAL SUBMITTAL PROPOSAL SUBMITAL RETURN & DEADLINE DHA EVALUATION PROCESS POTENTIAL INTERVIEWS ANTICIPATED APPROVAL BY DHA BOARD OF COMMISSIONERS 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) May 5, 2016 at 10:00 am EST. Answers will be posted on DHA Website no later than May 6, 2016 at 5:00 pm. Submit one original and two (2) copies of your "hard copy" proposal to DHA Central Office. Be sure that all documents are executed as required. Be sure that all required forms and exhibits have been included. May 19, 2016, 10:00 am EST. To: Housing Authority of the City of Decatur Attention: Douglas S. Faust, Executive Director 750 Commerce Drive, Suite 110 Decatur, Georgia * The "hard copy" proposal must be received in-hand and time-stamped by DHA by no later than 3 p.m. EST on this date. May 20 th May 24 th There will not be interviews for this RFP June 1, 2016 at 4:30 pm EST. Decatur Housing Authority 750 Commerce Drive, Suite 110, Decatur, GA 30030

3 The overall scope of services is a follows: 1. Housing Choice Voucher Utility Allowance Study Conduct a Housing Choice Voucher Program Utility Allowance Study for DHA s Housing Choice Voucher Program. Utility allowances will be determined using an engineering-based methodology, normal patterns of consumption, current utility rates and charges, and will be developed in accordance with 24 CFR Part , HUD Guidebook G, and all applicable federal, state and local laws and regulations. Utility Allowances must be provided on the required Form HUD The proposer will establish utility allowances for the following housing structure types: Duplex Garden High-Rise Mobile Home Single Family Townhouse The proposer will also establish energy efficient utility allowances for the following housing structure types: Duplex Garden High-Rise Mobile Home Single Family Townhouse 2. Public Housing and Public Housing/Low Income Housing Tax Credits Utility Allowance Study Conduct a Public Housing Utility Allowance Study for DHA s 289 conventional housing units which utilize utility allowances which would approximate a reasonable consumption of utilities by an energy-conservative household of modest circumstances consistent with the requirements of a safe, sanitary, and healthful living environment. Utility allowances will be determined using the statistical (historical) approach and will be made in accordance with 24 CFR Part 965, Subpart E, Resident Allowances for Utilities.

4 The proposer will establish utility allowances for the following housing developments: Year Built Development Name Subsidy Type Total of Units Address of 1 of 2 Of 3 of 4 of Swanton Heights Allen Wilson I Allen Wilson II Allen Wilson III Public Housing Public Housing and Low Income Housing Tax Credits Public Housing and Low Income Housing Tax Credits Public Housing and Low Income Housing Tax Credits Electric Ave Decatur, GA Commerce Dr. Decatur, GA Commerce Dr. Decatur, GA Commerce Dr. Decatur, GA

5 3. Project-Based Section 8 Utility Allowance Study Conduct a Project-Based Section 8 Utility Allowance Study for DHA s 121 units which utilize utility allowances which would approximate a reasonable consumption of utilities by an energyconservative household of modest circumstances consistent with the requirements of a safe, sanitary, and healthful living environment. Utility allowances will be determined using the statistical (historical) approach and will be made in accordance with 24 CFR Part 965, Subpart E, Tenant Allowances for Utilities. The proposer will establish utility allowances for the following housing developments: Year Built Development Name Trinity Walk Phase I (under construction) Trinity Walk Phase II (not yet under construction) Trinity Walk Phase III (not yet under construction) Subsidy Type Project-Based Section 8 and Low Income Housing Tax Credits Project-Based Section 8 and Low Income Housing Tax Credits Low Income Housing Tax Credits Total Address of Units W. Trinity Place Decatur, GA W. Trinity Place Decatur, GA Oakview Road Decatur, GA of 1 of 2 of

6 A. Collection of Data and Analysis Due to privacy issues, the Agency will assist in the requisition of adequate historical data from the local utility companies for Tenant-Paid Utilities for each dwelling unit category and unit size by development. If the utility company requires signed resident releases (with or without account numbers) the Agency will gather these resident releases and provide a copy to the appropriate utility companies along with a specific request for historical data, on agency letterhead. The study should use a U.S. Department of Housing and Urban Development (HUD) acceptable statistical model and methodology. Necessary adjustment should be made for climatic conditions, unit vacancies, etc. B. Recommended sources of data shall be, but not limited to: 1. Consumption information from DHA, residents, and/or utility suppliers 2. Energy Audits 3. Physical inspections of representative units 4. Building plans and modernization documentation 5. Interviews of residents to obtain insight into energy use 6. Interviews of maintenance personnel and project managers to gain understanding of housing facilities used by residents C. This study should be conducted with DHA staff and resident participation The time frame for completing the above services will be 60 days from the date of contract execution. Interested proposers must respond with three (3) copies of each proposal: 1. Detailed description of how proposed services will be provided. 2. Listing of all deliverables DHA will receive. 3. Proposals demonstrating an understanding of the required services of DHA, meeting regularly recognized HUD policies, guidelines, and procedures governing the administration of a Public Housing Authority. 4. Provide written evidence of the firm s ability and experience to perform the services. 5. Summary profiles of the firm s principals, staff, references and associations. 6. Fixed price cost estimate to provide the proposed services annually for first year and four (4) subsequent years). II. Eligibility to submit proposal/bid In order to be considered eligible to submit proposal/bid, each organization, individual, or firm must submit written evidence with its proposal demonstrating that it fulfills the following eligibility criteria: 1. The proposer has a minimum of four (4) years experience working for or contracting with a housing authority and/or related housing or government agencies. Must have experience in conducting utilities studies, needs assessments, regulation compliance, tenant services, the Capital Fund Program, and/or other public housing programs. 2. A minimum of three references with telephone numbers of housing agencies where work has been performed and/or agency staff participating in training sessions.

7 3. A certification statement that the proposer is not debarred, suspended, or otherwise prohibited from professional practice by any federal, state, or local agency. III. Factors for award of contract In addition to eligibility criteria and requirements addressed in 24 CFR Part 965, Subpart E, Resident Allowances for Utilities, the following criteria is relative to the RFP and the proposer should address these factors as they will be considered when determining the contract award. A. Experience in working with Public Housing Authority Programs, HUD programs, and/or other government or private entities. Responsiveness to the RFP s Scope of Services. (25 points maximum) B. Approach and experience in conducting utility allowance studies. (25 points maximum) C. Description of organization s staff and experience in HUD programs, and previous Agency technical assistance, Agency energy surveys, and physical and management needs assessment projects. (10 points maximum) D. All proposers must carry the following insurance policies: required workmen s compensation, general liability and professional liability of no less than $1 million and non-owners auto insurance. (5 points maximum) E. Total cost of services to be provided shall be described. (20 points maximum). F. Proposer shall describe start and schedule or activities to be performed. (10 points maximum) G. Section 3 Business. (5 points maximum). IV. Additional Factors A. Acceptance by HUD field Office of proposer organization. B. The contract is subject to the terms and conditions of the State of Georgia as they exist at the time the agreement is signed. C. The contract shall be binding upon and shall inure to the benefit of the successors and the assigns of DHA, and heirs and personal representatives of the consultant. D. The consulting firm warrants that it presently has no interest and will not acquire any interest direct or indirect, which would conflict in any manner or degree with performance of services under this contract. E. The award of contract shall be made to the responsible party whose proposal is most advantageous to DHA, taking into consideration the evaluation factors set forth in this RFP. F. The proposer warrants adhering to civil rights, equal opportunity, fair housing, and Section 3 regulations.

8 G. It shall be the responsibility of the proposer to see that their proposal is received by the Housing Authority by the date and time set for the opening of the proposals. Proposals received after time stated shall not be considered. H. The Housing Authority reserves the right to accept or reject any or all proposals which are determined to be non-responsive. V. Materials All assessment materials and manuals and/or software necessary for the executive of this contract will be developed by the contractor. VI. Payment Upon execution of contract the contractor shall receive initial payment for start-up labor, materials and miscellaneous expenses. Thereafter, contractor shall submit itemized invoices to the agency on a monthly basis. Contractor s invoices shall be processed and payment to contractor in accordance with the policy of DHA. VII. Award of Contract The proposals which are received will be evaluated by a committee consisting of three (3) DHA staff members. All proposals will be evaluated on eligibility criteria and factors for awards previously stated above. DHA reserves the right to reject any of all proposals, to waive any informality in proposals and unless otherwise specified by DHA or bidder to accept any items in the proposal.