REQUEST FOR PROPOSAL INFORMAL BID PROFESSIONAL ENERGY AUDIT SERVICES FOR THE HOUSING REHABILITATION PROGRAM

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1 CITY OF CLAREMONT COMMUNITY DEVELOPMENT DEPARTMENT P.O. BOX 880 CLAREMONT, CA (909) July 20, 2017 REQUEST FOR PROPOSAL INFORMAL BID PROFESSIONAL ENERGY AUDIT SERVICES FOR THE HOUSING REHABILITATION PROGRAM Table of Contents I. Introduction II. Scope of Services III. Specifications for Proposal Submittal IV. Evaluation Process and Criteria

2 I. Introduction The City is seeking the services of an individual and/or firms to provide professional services for the Grant portion of the City s Housing Rehabilitation Program, by conducting both Energy Audit and post-work audit/inspection as the need arises, while complying with all standards of CDBG regulations. General Background The City of Claremont participates in the U.S. Department of Housing and Urban Development s (HUD) CDBG program through the County of Los Angeles Community Development Commission (CDC). One of the programs utilizing the CDBG funds is the Housing Rehabilitation Program, which provides a loan and a grant to low- to moderateincome residents. For the grant program, only improvements that are identified to increase energy efficiency of the home during an Energy Audit by a BPI certified home performance auditor are qualified to utilize this grant money. Also, all work completed under this grant must be inspected to ensure proper installation. Below is the summary of the City s Housing Rehabilitation Program: II. Scope of Services Conduct a home performance energy audit (test-in). After the audit, provide City Staff/Consultant a report that contains a list of improvements that are determined to increase the energy efficiency of the home. In addition, evaluate whether the improvements proposed by the homeowner (if presented) will increase energy efficiency of the home or not, and provide recommendations to City Staff/Consultant. Conduct a post-work Home Performance Energy Audit (test-out) to ensure proper installation. After the audit/inspection, provide City staff/consultant with a report indicating the findings. Re-conduct a post-work Home Performance Audit (test-out) as necessary. o (All work items will be carried out in conjunction with City staff/consultant direction, input, and review) III. Specifications for Proposal Submittal The following minimum information is required of all proposals: Cost for all work listed under Scope of Work Name and address of firm; name and address of the contact person Optional: References & brief introduction to the firm including experiences The following provides detailed explanations of items listed above: Scope of Work Energy Audit Request for Proposal Page 2 of 5

3 The work plan should delineate the proposed approach of completing the tasks set forth in the Scope of Services. Proposals should indicate procedures and methods of analysis that will be used to properly implement the program. Firms should address any problems that they envision to be associated with the project, citing specific suggestions for avoiding these problems. In addition, the work plan should identify how the firm, if contracted, plans to interact with the public, applicants, City staff, CDC and/or HUD (i.e. office hours). Costs and Personnel Breakdown The proposal should include the proposed staff hourly rates, plus overhead, travel and additional project costs, along with a not to exceed amount per fiscal year for each of the three programs described above. Proposal content and price quotations must remain firm and irrevocable for 120 days following the submission date. Deadline for Submittal Three copies of the proposal must be submitted to: Austin Ramirez, Management Analyst City of Claremont Community Development Department P.O. Box Harvard Avenue Claremont, CA The filing deadline for submitting proposals is 12:00 p.m., Thursday, August 10, Proposals received by the City after this time will not be accepted. IV. Evaluation Process and Criteria Selection Criteria and Process Evaluation of proposals shall be based upon a competitive selection process. In reviewing and evaluating the submitted proposals, the City may consider the following criteria: Background, experience, and qualifications of the firm. Thoroughness of understanding of the Scope of Services. Proposed work plan, time frame, and approach for completing the project. Capabilities and demonstrated technical proficiency of staff. References. Demonstrated ability to perform tasks in a timely and efficient manner. Energy Audit Request for Proposal Page 3 of 5

4 Quality of written work. Cost. Familiarity with the City of Claremont Housing Rehabilitation Program The review committee shall be made up of City staff. The most qualified firm, as evidenced by the submitted proposals, and as judged by the review committee, will be selected with the final terms and scope of the contract to be determined on the basis of negotiations between the City and the selected firm. An oral interview may be required. The process shall include the approval of a Professional Services Agreement by the City. After the selection, all other firms will be notified of the decision. Prior to the award of any work, the City and the selected consultant firm shall enter into a written agreement. The City reserves the right to waive any minor and/or technical submittal requirements if it is in the City s best interest to do so. General Information 1. All proposals will remain the property of the City and will not be returned. 2. This solicitation for proposals is not construed as a contract of any kind. 3. The City reserves the right to request additional information from any and all applicants. 4. The City reserves the right to reject any or all proposals. 5. All late or incomplete proposals will not be considered. The City shall have sole discretion in determining the completeness of each proposal. 6. The City is not responsible for any pre-contractual expenses incurred by firms responding to this RFP. 7. Unless specifically prohibited in the proposal, the City may contact past clients for references. 8. The final terms and scope of the contract will be determined based on discussions between the City and the prospective consultant. If the City and prospective consultant fail to reach a contractual agreement, the City may move on to any other top-selected consultant. 9. After selection of the consultant, all applicants will be notified of the City s decision. 10. The selected individual or firm must comply with all federal requirements and regulations. Energy Audit Request for Proposal Page 4 of 5

5 11. The term of the Professional Services Agreement will be for one year, with an option to renew for another two additional years in one-year increments, based on the contractor s performance and availability of funds. Energy Audit Request for Proposal Page 5 of 5

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