Request for Proposal for Modernization Consulting & Capital Grant Management

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1 Housing Authority of the Town of Glastonbury Request for Proposal for Modernization Consulting & Capital Grant Management Responses Due: 3:00 p.m. Thursday, January 7, 2016 THE GLASTONBURY HOUSING AUTHORITY IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER Small Business Concern, Minority Business Enterprise, Women Owned Business Enterprise and Disabled Persons Are encouraged to apply A full copy of the Request for Proposals is available at: or by contacting the Housing Authority of the town of Glastonbury, 25 Risley Road, Glastonbury, CT (860) Contact is Neil Griffin,

2 Date: December 2, 2015 GLASTONBURY HOUSING AUTHORITY Procurement of Modernization Consulting and Grant Administration Services for the Glastonbury Housing Authority. I. Introduction TABLE OF CONTENTS II. III. IV. Scope Requirements/Evaluation Factors Submission of Proposal V. Insurance VI. VII. Statement of Non-Collusion Advertisement THE GLASTONBURY HOUSING AUTHORITY IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER Small business concern, minority business enterprise, women owned business enterprise and disabled persons are encouraged to apply. RFP Modernization Consulting & Administration Page 2

3 I. Introduction The Housing Authority of the Town of Glastonbury ( GHA ) extends an invitation to modernization/capital improvement and capital grant administration consultants to submit a proposal to the GHA. The consultant s qualifications should indicate the ability to perform work required in a timely and sufficient manner. The consultant must be experienced in performing services in the State of Connecticut in consultation with CHFA, DOH (formerly DECD) and the local and regional HUD field offices. Pursuant to Federal and State Regulations, the GHA is soliciting competitive proposals to perform Modernization Consulting and Capital Grant Administration Services on an as-needed basis. This entire procurement procedure and contract award is subject to U.S. Department of Housing and Urban Development (HUD) and any and all applicable Federal/State laws and/or regulations. The GHA reserves the right to suspend this procurement action if it is found not in accordance with all applicable laws and regulations or in the event of any impropriety. The GHA will evaluate all firms and select the firm whose qualifications and experience are most advantageous to the GHA. The successful firm must comply with all applicable Equal Employment Opportunity requirements for State and Federally assisted contracts, which includes, but not limited to, the Uniform Federal Accessibility Standards (UFAS), Executive Order as amended, Nondiscrimination: Executive Order111625, minority Business Enterprise: Executive Order12138,Women Business Enterprise; Section 3 of the Housing and Urban Development Act of 1968; Civil Rights Act of 1964; and Minority Business Participation and the provisions for equal employment opportunities as required under federal laws. The GHA is an organization whose primary purpose is to provide safe, sanitary and affordable housing in Glastonbury, Connecticut. The GHA is a public entity that operates under the enabling legislation of the State of Connecticut and the United States Housing Act of 1937 to provide subsidized housing and housing assistance to low-income and moderate income families within the Town of Glastonbury. The GHA is governed by a five-member Board of Commissioners appointed by the Town Council of the Town of Glastonbury. The Board of Commissioners employs an Executive Director who manages the day to day operations of the GHA programs and facilities. The Executive Director is appointed by and reports to the Board and is responsible for staff hiring and direction. GHA has 20 employees. GHA operates in the Town of Glastonbury, and manages 412 housing units under a variety of federal and state housing programs which support elderly, disabled and family households. These properties are financed by the U.S. Department of Housing and Urban Development (HUD), the Connecticut Department of Housing (DOH) and the Connecticut Housing Finance Authority (CHFA). The GHA manages, maintains and modernizes these housing units. The Glastonbury Housing Authority typically expends $250,000 to $500,000 on modernization work annually. GHA is seeking a consultant to help GHA plan, identify funding for, procure and manage capital projects at each of its properties. RFP Modernization Consulting & Administration Page 3

4 A listing of our properties including; age, address, funding source, designation and unit counts follows. Listing of Properties Federally Funded (HUD) & Subsidized Developments Family-LIPH Welles Village- Place in Service Risley Road 199 Units 30- One bedroom units 60- Three bedroom units 100- Two bedroom units 9- Four bedroom units State Developments Elderly / Disabled Village Green - Placed in Service 1971 Knox Lane 50 - One Bedroom Elderly Units Center Village- Placed in Service 1976 New London Turnpike 50 - Elderly Units (34 Efficiencies & 16 One Bedroom Units) Knox Lane Annex- Placed in service 1981 Knox Lane 40 Elderly One Bedroom Units Family Hale Farms 3 units owned in Hale Farms (1- one bedroom unit, 2- two bedroom units) Congregate Facility Herbert T Clark House- Placed in Service Canione Road 45 One bedroom Frail Elderly Units Herbert T Clark Assisted Living 43 Canione Road 25 One bedroom units Low Income Housing Tax Credit Property RFP Modernization Consulting & Administration Page 4

5 II. Scope The Scope of Services is expected to include, but not limited to; A) Consultation and work related to assist GHA in administration and technical services required to plan, identify funding for, procure and manage all aspects of the GHA s Federal, LIHTC and State Modernization Programs. This will include assistance to GHA for planning of capital projects, procurement, and administration of Section 3 (or CHFA s low income hiring requirements), Fair Housing, Equal Opportunity, Davis- Bacon or State Prevailing Wage Rates, Wage Monitoring, and other requirements. B) The application to HUD for the disposition and/or demolition of the Housing GHA s federal property. C) Assistance in the application and management of grant funding for the rehabilitation and modernization of the GHA properties. This could include any part of or all aspects of the grant application processes and providing GHA information for ongoing reporting. D) Owner s representation during construction as needed Program design and specifications are not included as part of this Request for Proposal. All activities will be performed in strict accordance with all guidelines and requirements established by CHFA, DOH, or HUD as they may apply. III. Requirements/Evaluation Factors The following requirements and/or factors will be used in the evaluation of proposals. These considerations are not necessarily listed in order of preference or importance. The Consultant must demonstrate specific experience and knowledge of H.U.D. and State Housing programs, procedures, and specifically modernization/construction. The consulting firm will be evaluated as follows: A. Firms Qualifications (25 Points) (History and resource capability to perform required services in a timely manner.) B.) H.U.D. (U.S. Department of Housing and Urban Development) Agency Plan and Capital Fund experience (25 Points) C.) State of Connecticut DOH & CHFA- Knowledge of CHFA & DOH procedures, grant application submission and documented success (25 Points) D.) Understanding scope of project ( 5 Points) E.) Fee Proposal (Hourly rates of principals/staff etc.) (10 Points) F.) Overall Response to RFP (10 Points) RFP Modernization Consulting & Administration Page 5

6 IV. Submission of Proposal GLASTONBURY HOUSING AUTHORITY All respondents are required to submit the information detailed below. Responses shall be organized and presented in the order listed below to assist the Town in reviewing and rating proposals. Responses should be presented in appropriate detail to thoroughly respond to the requirements and expected services described herein. 1. Table of Contents to include clear identification of the material provided by section and number. 2. A letter of transmittal indicating the firm's interest in providing the service and any other information that would assist the GHA in making a selection. This letter must be signed by a person legally authorized to bind the firm to a contract. 3. Name and telephone number of person(s) to be contacted for further information or clarification. 4. A background statement including a description of the firm/individual submitting the proposal and any sub-consultants 5. A detailed statement describing the organizational structure under which the firm proposes to conduct business. Proposed sub-consultants should be clearly identified, and their relationship to any parent firm or subsidiary firm with any of the parties concerned, must be clearly defined. 6. A list of key staff members who would be involved with the project, including their assigned roles and duties and a description of their background and experience. 7. A description of relevant experience and qualifications for providing all required services as requested under Section II of this proposal. 8. Fee proposal. Provide hourly staff and principal rates that correlate to the key staff members involved with the project and any support staff. Include detail list of services not included within the hourly rates and provide fee schedule for excluded items (ex: postage, mileage, clerical, etc.) 9. A concluding statement as to why the respondent is best qualified to meet the needs of the GHA. 10. At least three references should be submitted preferably from housing management companies, housing authorities, non-profit housing provider and/or municipal agencies. 11. Statement of Non-Collusion Written proposals containing the requested information will serve as the primary basis for final selection. However, the GHA reserves the right to make contract awards based solely upon the written proposal, or to negotiate further with one or more respondents. The GHA reserves the right to award the contract for any length of time not to exceed four-years. RFP Modernization Consulting & Administration Page 6

7 The GHA may reject the proposal of any respondent who is debarred by the State of Connecticut or US Department of Housing and Urban Development. The determination of the criteria and process whereby proposals are evaluated and the decision as to who shall receive a contract award or whether or not an award shall be made as a result of this RFP shall be at the sole and absolute discretion of the GHA. By submitting its Proposal in response to this RFP, the Consultant accepts the procurement method used and acknowledges and accepts that the evaluation process will require subjective judgments by GHA. Responses to this RFP shall be prepared at the sole cost of the respondent. The GHA shall not reimburse for any expenses incurred in connection with this RFP including, but not limited to, the cost of preparing the initial response and any additional information requested, or travel or other expenses incurred. The GHA, in its sole and absolute judgment, reserves the right to (i) amend, modify or withdraw this RFP, (ii) revise any requirements to this RFP, (iii) require supplemental statements or information from any respondents to this RFP, (iv) accept or reject any or all responses to this RFP, (v) renegotiate or hold discussions with any respondent(s) to this RFP, and allow such respondent(s) to correct deficient responses which may not completely conform to the instructions contained herein, or immediately eliminate responses which are late, incomplete, or unresponsive to the RFP, and (vi) cancel and revise, in whole or in part, this RFP if the GHA, in its sole and absolute discretion, deems it to be in its best interest. The GHA may exercise any or all of the foregoing rights at any time without notice and without liability to any respondent to this RFP or any other party. Responses to this RFP shall become the property of the GHA and shall become matters of public record. The GHA may request from a respondent any or all submitted material in an electronic format. RFP Modernization Consulting & Administration Page 7

8 Submissions: GLASTONBURY HOUSING AUTHORITY Interested parties should submit one (1) original and two (2) copies of its proposal, in a sealed envelope/box, that includes the following information on the envelope/box: title Modernization Consultant, the company name, contact person and phone number, and the package shall be delivered to: Neil Griffin Housing Authority of the Town of Glastonbury 25 Risley Road Glastonbury, CT Proposal/Response Deadline Proposals/Responses shall be due not later than 3:00 p.m. on Thursday, January 7, 2016 at the above-stated address. Any proposal received after the specified time and date may not be considered. V. Insurance Requirements The following insurance requirements are the GHA s general requirements. Insurance requirements with the awarded respondent are subject to final negotiations. The Respondent shall, at its own expense and cost, obtain and keep in force during the entire duration of the project or work the following insurance coverage covering the respondent and all of its agents, employees, sub-contractors and other providers of services and shall name the GHA, its employees and agents as an Additional Insured on a primary and noncontributory basis to the Respondent s Commercial General Liability policiy. These requirements shall be clearly stated in the remarks section on the Respondent s Certificate of Insurance. Insurance shall be written with Carriers approved in the State of Connecticut and with a minimum Best s Rating of A-VIII. In addition, all Carriers are subject to approval by the GHA. Minimum limits and requirements are stated below: a. Worker's Compensation Insurance: Statutory Coverage Employer s Liability: $500,000 each accident/ $500,000 disease-policy limit/ $500,000 disease each employee b. Commercial General Liability: Including Premises & Operations, Products and Completed Operations, Personal and Advertising Injury, Contractual Liability and Independent Contractors. RFP Modernization Consulting & Administration Page 8

9 Limits of Liability for Bodily Injury and Building Damage: Each Occurrence $1,000,000/ Aggregate $2,000,0000 (The aggregate limit shall apply separately to each job) c. Automobile Insurance: Including all owned, hired, borrowed and non-owned vehicles Limit of Liability for Bodily Injury and Building Damage: Per Accident $1,000,000 d. Errors and Omissions Liability or Professional Services Liability Policy: Provide Errors and Omissions Liability or Professional Services Liability Policy for a minimum Limit of Liability $2,000,000 each occurrence or per claim. The certificate shall specify that the GHA shall receive 60 days advance written notice of cancellation or non-renewal. RFP Modernization Consulting & Administration Page 9

10 Non-Collusion Statement The company submitting this proposal certifies that it is being submitted without any collusion, communication, or agreement as to any matter relating to it with any other respondent or competitor. We understand that this proposal must be signed by an authorized agent of our company to constitute a valid proposal. Date: Name of Company: Name and Title of Agent: By (signature): Address: Telephone Number: RFP Modernization Consulting & Administration Page 10

11 ADVERTISEMENT Solicitation of Proposals Modernization Consulting & Capital Grant Management The Housing Authority of the Town of Glastonbury ( GHA ) is soliciting proposals for modernization and capital grant administration consulting services. Services include technical services required to administer all aspects of its State, LIHTC and Federal Modernization Programs. This will also include assisting GHA in a) consultation and work related to assist GHA in administration and technical services required to plan, identify funding for, procure and manage all aspects of the GHA s Federal, LIHTC and State Modernization, b) The application to HUD for the disposition and/or demolition of the GHA s federal property, c) Assistance in the application and management of grant funding for the rehabilitation and modernization of the GHA properties and d) owner s representation during construction as needed. Program design and specifications are not included as part of this Request for Proposal. All activities will be performed in strict accordance with all guidelines and requirements established by the U.S. Department of Housing and Urban Development (H.U.D.), the Connecticut Housing Finance Authority (CHFA) the Department of Housing (DOH) as they may apply. Procurement and contract award are subject to all applicable Federal, State, and local laws/regulations. Request for Proposal documents may be obtained at or at the offices of the GHA, 25 Risley Road, Glastonbury, CT Proposals are due not later than 3:00 p.m. Thursday, January 7, The GHA is an equal opportunity employer. RFP Modernization Consulting & Administration Page 11

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