Committee Members: Gregory Pease Chairman Alea Tukes, Member, Treasury Sandra Stockwell, Member, OGC SUB-COMMITTEE MEMBER OUTCOME

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1 PUBLIC NOTICE SPECIAL AGENDA PROFESSIONAL SERVICES EVALUATION COMMITTEE MEETING Tuesday, August 5, 2014, 3:00 P.M. Eighth Floor, Conference Room 851 Ed Ball Building, 214 N. Hogan Street Jacksonville, FL Committee Members: Gregory Pease Chairman Alea Tukes, Member, Treasury Sandra Stockwell, Member, OGC SUB-COMMITTEE MEMBER ITEM # TITLE & ACTION MOTION CONTRACT EXPIRATION Elaine Spencer P Piggybacking Contract Consultant Services for Choices Grant Planning and Development Department/Housing and Community Development Division MEETING ADJOURNED: CC: COUNCIL AUDITOR Sub-Committee Members OUTCOME 08/05/14 PSEC AGENDA

2 PLANNING AND DEVELOPMENT DEPARTMENT HOUSING AND COMMUNITY DEVELOPMENT DIVISION MEMORANDUM DATE: August 1, 2014 TO: Gregory Pease, Chairman Professional Services Evaluation Committee THROUGH: Elaine Spencer, Chief Housing and Community Development Division FROM: SUBJECT: Laura Stagner, Director - Finance Housing and Community Development Division Request to Piggyback Jacksonville Housing Authority RFP PS Choice Neighborhoods Planning Grant Consultant Services The Housing and Community Development Division respectfully requests PSEC approval in order to piggyback on the Jacksonville Housing Authority's RFP PS for consultant services associated with the Choice Neighborhoods Planning Grant as outlined in Municipal Code Sections and The Jacksonville Housing Authority will be joining with the Housing and Community Development Division on a joint application for the U.S. Department of Housing and Urban Development's 2014 Choice Neighborhoods Planning Grant application that is due August 12, As a precondition to this application, the City is required to have engaged the services of a Planning Coordinator (the "Consultanf') in the event that the grant is awarded. Pursuant to the requirements of Municipal Code Sections and , the Housing and Community Development Division certifies the following: 1. Wallace Roberts & Todd, LLC has a current contract for the scope of services in question with the Jacksonville Housing Authority; 2. this contract was competitively procured under the Jacksonville Housing Authority's RFP PS ; 3. the terms and conditions of the proposed contract in motion form are the same as those included the current contract; 4. the pricing for the proposed contract are the same as those included in the current contract; 5. the Division proposes to use the PSEC award, if approved, with the Jacksonville Housing Authority contract document which incorporates the RFP as an exhibit as the scope of services in the City's contract; HOUSING AND COMMUNITY DEVELOPMENT DIVISION 214 North Hogan Street, 8 1 h Floor I Jacksonville, FL I Phone: Fax:

3 Services shall be provided for a period of time commencing on the date of contract execution and no more than thirty-six (36) months thereafter. All other terms and conditions of the contract shall be in accordance with the RFP and the City's standard contract language. Nothing herein contained shall be amended, modified or otherwise revised without prior approval from the Professional Services Evaluation Committee or the Mayor. Your favorable consideration to this request is appreciated. consideration. Thank you for your HOUSING AND COMMUNITY DEVELOPMENT DIVISION 2 l4 North Hogan Street, 8 1 h Floor 1 Jacksonville, FL I Phone: I Fax:

4 pf< CONTRACT #C"' } THIS AGREEMENT MADE AND ENTERED INTO ON THE first day of May, 2014, by and between the JACKSONVILLE HOUSING AUTHORITY, a public body politic and corporation duly organized and existing under the laws of the State of Florida, hereinafter called the AUTHORITY, and Wallace Rbberts & T~dd, LLC a corporation duly organized and existing in good standing under the laws of the state of Its incorporation and duly authorized to do business in the State of Florida, hereinafter called the RECIPIENT, WITNESSETH: IN CONSIDERATION of the mutual promises and undertakings herein stated and referred to and good and valuable consideration the receipt and sufficiency of which is hereby acknowledged, it is mutually understood and agreed by the parties hereto as follows: 1. The RECIPIENT is the lowest and best responsible bidder for accomplishing for the AUTHORITY the Work as defined herein in full and strid accordance with the Contract Documents as defined herein, and has been awarded this contract for the Work pursuant to award made on April 20, 2014 (hereinafter called the "Contracr}. 2. The RECIPIENT will, at its own cost and expense, do the work required to be done under the Contract (herein called the "Work") and furnish the supplies, equipment. Page I ofs

5 including the delivery thereof, insurance, bond and other items and things required to be furnished for the Work in full and strict accordance with the requirements of the AUTHORITY, including but not limited to the adve~sement for bids, invitation to bid, general conditions, speciar conditions, drawings and blueprints, and plans and specifications, the extent applicable, numbered or dated PS and designated bid or proposal of the RECIPIENT, and award therefor, all of which are now on file in the purchasing office of the AUTHORITY, hereinafter called the "Contract Documents," and all of which are hereby especially referred to and, by this reference, made a part hereof to the same extent as if fully set out herein, for the total not to exceed the maximum sum of $ (twenty thousand five hundred fifty and zero hundred dollars) for service as per the prices and the terms contained in the specifications documents and attachments to this contract. 3. Payment A. WRT shall submit monthly invoices for the previous month's work, together with a statement of progress, if applicable. The monthly invoices shall be based on the percent complete of each task. (.30) B. Payment of Invoices shall be due upon receipt. Payments not made within thirty~ days of the date of the invoice shall bear interest at the rate of 1-112% per month, commencing from the due date. 4. The RECIPIENT agrees to indemnify, defend and hold harmless the AUTHORITY and its Board of Directors, employees, agents and representatives for any action arising from the RECIPIENrs breach of its contractual obligation or negligence. ~ Page 2 of5

6 5. The RECIPIENT agrees that the AUTHORITY does not warrant the accuracy or correctness of any estimated quantities or usages or any tests. reports, or surveys. 6. The Section 3 Clause: All Section 3 covered contracts shall include the following clause (referred to as the Section 3 clause): A The work to be performed under this contract is subject to the requirements of section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u (section 3). The purpose of section 3 is to' ensure that emplqyment and other economic opportunities generated by HUD assistance or HUD-assisted projects covered by section 3, shall, to the greatest extent feasible, be directed to low, and very low Income persons, particularly persons who are recipients of HUD assistance for housing. B. The parties to this contract agree to comply with HUD's regulations in 24 CFR part 135, which implement section 3. As evidenced by their execution of this contract, the parties to this contract certify that they are under no contractual or other impediment that would prevent them from complying with the part 135 regulations. C. The contractor agrees to send to each labor organization or representative of workers with which the co,ntractor has a collective bargaining agreement or other understanding, if any, a notice advising the labor organization or worker's representative of the contractor's commitments under this section 3 clause, and will post copies of the notice in conspicuous places at the work site where both employees and applicants for training and employment positions can see the notice. The notice shau describe the section 3 preference, shall set forth minimum number and job titles subject to hire, availability of apprenticeship and training positions, the qualifications for each, and the name and location of the person(s) taking applications for each of the positions, and the anticipated date the work shall begin. D. The contractor agrees to include this section 3 clause in every subcontract subject to compliance with regulations in 24 CFR part 135, and agrees to take appropriate action, as provided in an applicable provision of the subcontract or in this section 3 clause, upon finding that the subcontractor is in violation of the regulations in 24 CFR part 135. The contractor will not subcontract with any subcontractor where the Page 3 of5

7 contractor has notice of knowledge that the subcontractor has been found in violation of the regulations in 24 CFR part 1'35. E. The contractor will certify that any vacant employment positions, including training positions, that are filled (1) after the contractor is selected but before the contract is executed, and (2) with persons other than those to whom the regulations of 24 CFR part 135 require employment opportunities to be directed, were not filled to circumvent the contractor's obligations under 24 CFR part 135. F. Noncompliance with HUO's regulations in 24 CFR part 135 may result in sanctions, termination of this contract for default, and debarment or suspension from future HUD assisted contracts. G. With respect to work performed in connection with section 3 covered Indian Housing assistance, section 7(b) of the Indian Self-Determination and Education Assistance Act (25 U.S.C. 450e) also applies to the work to be performed under this contract Section 7(b) requires that to the greatest extent feasible (1) preference and opportunities for training and employment shall be given to Indians, and (ii) preference in the award of contracts and subcontracts shall be given to Indian organizations and Indian-owned Economic Enterprises. Parties to this contract that are subject to the provisions of section 3 and section 7(b) agree to comply with section 3 to the maximum extent feasible, but not in derogation of compliance with section 7(b ). Page4ofS

8 IN WITNESS WHEREOF, the parties hereto have duly executed this contract the day and year first above written in two counterparts, each of which shall without proof or accounting for the other counterpart, be deemed as original contract. CONTRACTOR: BY: V4AlU<~ Contractor f0~'2 4 Too 4 kl..l.- WITNESS: BY: ~ - i;, ~"Lu H) (CORPORA TE SEAL).,s--1-1'/ Date s-m' Date I LOCAL AUTHORITY In compliance with the charter of the Jacksonville Housing Authority, I do certify that there is an unexpended, and unencumbered balance in the appropriation sufficient to cover the foregoing contract and provision has been for the payment the Monies provided therein to be paid. JHA Contract No. C jects Account No: Category: Jobs: Property: Wage Decision Applicable: Contract not to exceed: $20, Page 5 of5

9 JACKSONVILLE HOUSING AUTHORITY REQUEST FOR PROPOSAL (RFPl Sealed proposals will be received by the Jacksonville Housing Authority (JHA), Purchasing Section, 1085 Golfair Blvd., Jacksonville, FL 32209, until the time and date recorded below and immediately thereafter publicly opened and recorded in the Technical Services Conference Room, Central Maintenance Facility, 1085 Golfair Blvd., Jacksonville, FL BID NUMBER: PS AGENCY SECTION: CEO and President's Office PROPOSAL TITLE: Choice Neighborhoods Planning Grant Consultant Services (Jacksonville Beach Apartments) OPEN DATE: February 6, :00 PM Eastern Standard Time PRE.PROPOSAL CONFERENCE: Technical Services Conference Room, 1085 Golfair Blvd., Jacksonville, FL January 15, 2014, 2:00 PM Eastern Standard Time (non-mandatory) 1085 Golfair Boulevard, Jacksonville, FL Please contact Ellen Ramsey at if you plan to attend this preproposal conference SCOPE: Provide consulting services for the (1) JHA Choice Neighborhood Planning Grant Application and (2) Phase 2 Consulting services for developing a Transformation Plan and preparation of a Choice Neighborhood Implementation Grant Application, or exploring other redevelopment options depending on the success of the application in Phase 1. FOR TECHNICAL QUESTIONS CONTACT: Ellen Ramsey, Director of Compliance at or eramsey@jaxha.org FOR RFP RELATED QUESTIONS CONTACT: Ellen Ramsey, Director of Purchasing at (904) or eramsev@jaxha.org By: Director of Purchasing

10 NVITATION TO PROPOSERS PROPOSAL NUMBER PS Notice is hereby given that the JACKSONVILLE HOUSING AUTHORITY (JHA), Jacksonville, Florida will receive sealed Proposals in the Purchasing Department, Central Maintenance Facility, 1085 Golfair Blvd., Jacksonville, Florida until 2:00 PM Eastern Daylight Time, on the sixth day of February At that time, Proposals will be publicly opened and recorded in the Technical Services Conference Room, 1085 Golfair Blvd., Jacksonville, Florida. FEDERAL FUNDING: This project will be funded in total, or in part, by the United States Government. Federal regulations, including, but not limited to, those listed in these Proposal documents apply to this project. Award will be made subject to the availability of funds. NOTICE THERE WILL BE A PRE-PROPOSAL CONFERENCE TO BE HELD ON: January 15, 2014, 2:00 PM Eastern Standard Time, at 1085 Golfair Boulevard, Jacksonville, Florida. The Pre-Proposal Conference is intended to provide prospective banking institutions the opportunity to ask questions and/or receive clarification of any requirement of this Request For Proposal (RFP). Please call Ellen Ramsey, director of Compliance at (904) prior to this date to confirm your attendance. Attendance is recommended but not mandatory. The above listed service is to be provided in the City of Jacksonville, Duval County, Florida. Proposals must comply with the President's Executive Orders Nos and 11375, which prohibit discrimination in employment regarding race, creed, color, sex or national origin. Proposals must comply with Executive Order Title VI of the Civil Rights Act of 1964, (24 CFR parts 1 & 2; Title Ill of the Civil Right Act of 1968) (24 CFR part 115); Federal Labor Standards Provisions (HUD ) the Davis-Bacon Act, the Anti-Kickback Act, and the Contract Work Hours Standards Act. Section 3 of the Housing and Urban Development Act of 1968, as amended 12 U.S.C U. (as further implemented in 24 CFR, part 135 and U.S. HUD Handbook dated July, 1992) and the Section 504, Rehabilitation Act of SUBMISSION OF PROPOSALS Proposals submitted in advance of the time set for opening should be delivered to the Purchasing Department, Jacksonville Housing Authority, 1085 Golfair Blvd., Jacksonville, Florida Proposers are solely responsible for delivery of Proposals. Reliance upon mail or public carrier is at Proposer's risk. Late Proposals will not be considered.

11 Introduction The Jacksonville Housing Authority (JHA) is soliciting proposals from qualified consultants or firms to assist in comprehensive planning services and related services in connections with and support of the JHA's contemplated U. S. Department of Housing and Urban developments rhuon) Choice Neighborhood Grant Initiatives Planning Grant for the Jacksonville Beach Public Housing Project, also known as FL There are 152 public housing units, scattered over 27 city blocks in the City of Jacksonville Beach, Duval County, Florida. The successful qualified planning firms, firms, or team must possess substantial experience in master planning, comprehensive neighborhood planning and redevelopment of distressed public housing into mixed income communities of choice, including experience in administering a Choice Neighborhood Planning Grant or related planning grant activities. Interested parties must complete and submit a response that substantiates or presents evidence of their abilities and expertise in the areas identities a Scope of Work and defined in the selection criteria. The successful Respondent(s) shall provide all required services in accordance with the requirements found in the Choice Neighborhood Planning and Implementation Grants. Attached to this RFP is a copy of the Choice Neighborhood Initiative Assessment conducted in the summer of Description of the JHA The JHA is a High Performing agency that owns and operates approximately 3,000 units of Public Housing and also operates a 7,000 Housing Choice Voucher Program and social service program, focused on school age/young adult educational and workforce success. The JHA has a staff of 240 and an annual operating budget of approximately $70,000,000. It has a skilled and involved Board of Commissioners, a solid professional staff, and a new Chief Executive Officer (CEO) hired in September The JHA has received two HOPE VI grants. In 1997, the JHA received a grant to redevelop the Durkeeville Public Housing project. Now known, as the Oaks at Durkeeville, it consists of 160 family units and 49 elderly units. The second, received in 2003 was for Brentwood Apartments. It consists of 228 Public Housing Units, 100 mixed income units and 94 homeownership units. It is now known as Brentwood Lake Apartments Project Scope The JHA is seeking an experienced, professional consultant or firm to perform the following: Work with the JHA in preparing the Choice Neighborhood Planning Grant. This would include identifying partners, working with local government, civic groups, local schools, the Jax Beach Resident Advisory Board, and other groups to prepare the Planning Grant. Identify tasks to complete the Planning Grant and assign individuals/groups to complete the tasks. The JHA plans to work with the consultant in preparing exhibits to the grant application Monitor progress in conjunction with the JHA to complete the grant within deadline dates. The JHA will provide support with tracking information, finding groups and compiling information. If the JHA receives the Planning Grant, the JHA plans to utilize the same consultant to prepare the Implementation Grant. Negotiations for the cost and duties will be take place as the process continues. However, hourly rates should be included in the proposal. If the JHA does not receive a Planning Grant, the JHA plans to use the selected consultant to explore other redevelopment options for the Jax Beach property.

12 Selection Process The JHA will utilize a three stage process for selection of the firm to complete the Strategic Plan. They are: 1. Written proposals addressing the Rating and Ranking factors. Proposals should be clear and concise and address each Rating and Ranking factor. Proposals should be tabbed and information addressing each factor easily found. 2. The top three ranked proposers will be interviewed by the JHA with 10 additional points available during the interview process. The interview process will allow proposers to expand on information in the submitted proposal and allow the JHA to clarify any issues found In the written proposal 3. The JHA will begin negotiating pricing with the top ranked proposer. If agreement is not reached, the JHA will move to the next ranked proposer. Rating and Ranking Factors The following Rating and Ranking factors will be utilized to determine the best qualified firm: Rating Factor #1 Points Available: 20 points Evidence of the Proposer's Ability to perform the Work, as indicated by profiles of the principal's and staff's professional and technical competence Rating Factor #2 Points Available: 20 points Demonstrated capability to provide the professional services required in a timely Manner and on Schedule. This will include a work plan that includes a description of the methodology, tasks, timeline, and estimate amount of time that would be spent on the project. This would include a work plan to get the JHA to the Choice Neighborhood Planning Grant application. Rating Factor #3 Points Available: 25 points The Proposer's Demonstrated and Proven experience in performing similar work and Successful Past Performance of the contract work substantially similar to that required by this solicitation. The successful contractor will have demonstrated expertise in HOPE VI Planning/Implementation Grants, Choice Neighborhood Planning/Implementation Grants, Tax credit properties, and Redevelopment of any large apartment complexes/neighborhoods, and any work the applicant may want considered.in this process. Rating Factor #4 Points Available: 5 points The Proposer's General Response to the Invitation, including the overall quality and professional appearance of the submitted proposal. Rating Factor #5 Points Available: 10 points Pricing - The information for this factor should be submitted in a separate, sealed paragraph. It should include hourly rates and the initial proposed pricing for the completion of this task. It should also include proposed travel costs. Target Dates for processing submissions: January 2, 2014: February 6, 2014: Advertisement of RFP Deadline for submission of proposals

13 Proposals may be reviewed by arrangement with the buyer consistent with Chapter 119, Florida Statutes. Proposers desiring a copy of the award recommendation must include a stamped, self-addressed envelope with their Proposal. Proposal results or award recommendations will not be given by phone. Proposers must certify that they do not, and will not, maintain or provide for their employees' facilities that are segregated on the basis of race, color, creed or national origin. All Proposals must be made on the Proposal forms provided, property executed, and placed in a sealed envelope. Identify on the exterior of the envelope the proposal number, due date, and name of the financial institution submitting the proposal. Proposal must be mailed or delivered in accordance with this notice. All Proposals and required documents shall be submitted as follows: Return the original and three (3) copies of the Proposal (to include the cover sheet, the Account Service Cost sheet and any and all acknowledgement sheets), retaining a copy of the Proposal for your files. Proposals, addenda or revisions to previously transmitted Proposals, which are submitted by telegraph, electronic delivery or facsimile (FAX) machines, will not be considered. The JACKSONVILLE HOUSING AUTHORITY reserves the right to require the successful Proposer to file proof of its ability to property finance and execute its work on the Project, together with its record of successful completion of similar projects. The JACKSONVILLE HOUSING AUTHORITY reserves the right to reject any or all Proposals; waive informalities, irregularities or technical defects in any Proposal; make award in part or whole with or without cause; and to make the award it deems to be in the best interest of the JACKSONVILLE HOUSING AUTHORITY. The successful Proposer shall file certificates with the JACKSONVILLE HOUSING AUTHORITY that it has obtained and will continue to carry Worker's Compensation Insurance, all JHA's required insurance, Public and Private Liability and Property Damage Insurance in an amount acceptable to the JACKSONVILLE HOUSING AUTHORITY and for the life of the Contract. If any Proposer contemplating submitting a Proposal on this project is in doubt as to the true meaning of any part of the Scope of Services or other portions of the Contract Documents, he or she must submit to the JACKSONVILLE HOUSING AUTHORITY a written request for an interpretation thereof at least seven (7) days before the Proposal opening. The Proposer submitting the request will be responsible for its prompt delivery. Any interpretation of the Contract Documents including the Scope of Services will be made only by addenda duly issued or delivered by the JACKSONVILLE HOUSING AUTHORITY to each Proposer receiving a set of such documents. The JACKSONVILLE HOUSING AUTHORITY will not be responsible for any other explanations or interpretations of the Contract Documents.

14 The failure to make a timely inquiry to the JACKSONVILLE HOUSING AUTHORITY shall result in the Proposer proceeding at its own risk and the JACKSONVILLE HOUSING AUTHORITY shall not be responsible for any cost or damages associated with such ambiguity or conflict. Please review your Proposal carefully to avoid errors before you submit it Violations of any of the terms and conditions of the Proposal and delivery time stated can result in the rejection of the Proposal and Proposer's suspension from all Proposal lists of the JACKSONVILLE HOUSING AUTHORITY and penalties as may be provided for by the procurement policy of the JACKSONVILLE HOUSING AUTHORITY and Florida law. Notwithstanding any provisions to the contrary, the Proposers are reminded that: 1. No faxes, telegraphs, or electronic delivery shall be accepted in the Proposal process. 2. Any relevant pre-proposal notification shall be in writing and contained in an addenda and an addenda acknowledgement. The acceptance form must be signed, returned and acknowledged in the appropriate location as set forth in the Proposal documents. 3. If an addendum affects Proposal pricing for a Proposal previously submitted, the previously submitted Proposal will be returned unopened. Include this and any other addenda with the revised Proposal. If an addenda does not affect Proposal prices for a Proposal previously submitted, the acknowledgement may be mailed/delivered in a sealed envelope labeled with the Proposal number and addenda number and must be received in the JHA Purchasing Department prior to the Proposal opening date. 4. Addenda and Attachments will be part of the contract. The JHA reserves the right to reject any Proposal it deems not to be in its best interest.

15 PUBLIC ENTITY CRIME INFORMATION "A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a Proposal on a contract to provide any goods or services to a public entity; may not submit a Proposal on a contract with a public entity for the construction or repair of a public building or public work; may not submit Proposals on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in s for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list."

16 CONFLICT OF INTEREST CERTIFICATE Prooosal Number PS Proposer must execute either Section I or Section II hereunder relative to Florida Statute (12). Failure to execute either Section may result in rejection of this proposal. SECTION I I hereby certify that no official or employee of the JACKSONVILLE HOUSING AUTHORITY, requiring the goods or services described in these specifications has a material financial interest in this company. Signature Company Name Name of Official (type or print) Business Address City, State, Zip Code SECTION II I hereby certify that the following named JACKSONVILLE HOUSING AUTHORITY official(s) and employee(s) having material financial interest(s) (in excess of 5%) in this company have filed Conflict of Interest statements with the Supervisor of Elections, 105 East Monroe Street, Jacksonville, Florida 32202, prior to Proposal opening date. Name Title or Position Date of Filing Signature Company Name Name of Certifying Official City, State, Zip Code

17 ; l' " ft ~ J A C k, : J,. I E H 0 U S I N G A U T H 0 R I T Y C H 0 I C E N E I G H B 0 R H S G R A N T S 03 ~ f) ~ ~ ~ t" ti> ~ Task One - Project Orientation 1.1 Project Orientation 1.2 CNI Evaluation Task Two - Site Visit a.public Meeting... ~., 2.1 Site Visit 2.2 Public Meeting. Task Three - Application,. 3.1 Planning Partners Meetings 3.2 Draft Planning Grant Application 3.3 Coordination I Submit Flnal CNI Application WRT Fee by Task., ' $ 1,025.oo $ !'"., $ 5, $ 1,3op.oo.,... $ 1, $ 5, $ 3, Sub Total $ 18, Travel and Materials Expenses! $ 2, I WRT Feel $ 20, f The ree estimate Is based on most recent Choice Neighborhoods Planning Grant Notice of Funding Avallablllty (NOFA). Adjustments to proposed foe will depend on requirements of future NOFA issued by HUD.