Housing Authority Website Development

Transcription

1 REQUEST FOR PROPOSALS for Housing Authority Website Development ATTACHMENTS: Section 3 Economic Opportunity Plan Section 3 Resident Employment/Business Utilization Bidders Certification

2 A. INTRODUCTION Housing Authority of the County of Kern Request for Proposals Housing Authority Website Development 1) General: The Housing Authority of the County of Kern (Authority) is seeking proposals from qualified contractors interested in redesigning the Authority s public website and our non-profit Foundation s website. The Authority s website can be viewed at and the Foundation s website is Proposals are due by 2:00 PM, Monday December 14, 2015 The purpose of this Request for Proposals (RFP) is to select a firm to redesign both websites. The firm selected will have at a minimum, qualifications and experience necessary to perform the scope of work as described herein, will sign an agreement for these services, and will be able to provide the services described in this RFP within a time frame required by AUTHORITY. In submitting response to this RFP, the firm/individual understands that there is no guarantee of any minimum dollar amount under any agreement resulting from this RFP. 2) Housing Authority of the County of Kern Background: AUTHORITY is an independent government agency that provides affordable housing to about 15,000 low-income people in Kern County. AUTHORITY owns and/or manages over 2,000 affordable housing units, including Low Income Public Housing, USDA farm labor housing, transitional housing for families and emancipated foster youth, migrant farm labor housing, mixed-income housing, and affordable housing for seniors and families financed through the Low Income Housing Tax Credit program. AUTHORITY also administers more than 3,500 HUD-subsidized Housing Choice Vouchers (also known as Section 8), which make it possible for residents with low incomes to live anywhere in the County. AUTHORITY was established by the County of Kern in AUTHORITY is governed by a seven-member Board of Commissioners appointed by the Board of Supervisors The Executive Director is appointed by, and reports to, the Board and is responsible for staff hiring and direction. AUTHORITY has approximately 150 employees and a total budget of approximately 35 million for Fiscal Year The Housing & Opportunity Foundation is a nonprofit organization established by the Housing Authority of the County of Kern to raise funds to benefit Housing Authority participants and the general public. The Foundation seeks to help and empower low-income families, youth, and seniors to achieve self-sufficiency through an array of services and programs. These include: youth clubs and activities, educational

3 scholarships, food and clothing for needy seniors and families, job search and job training programs, and homeownership programs. B. SCOPE OF WORK AUTHORITY is soliciting Proposals for the redesign and building of both websites. Currently, each website has limitations in design and navigation. Having a streamlined, client-centric, and easy to navigate design will allow the Authority and the Foundation to minimize time spent handling general questions and clerical tasks. 1) Description of Work (Both): The selected contractor will be asked to perform a full redesign of both the Authority s website and the Foundation s website. In general, both should have a client-centric, mobile-friendly and intuitive design which utilizes a simple content management system that enables Authority employees to change content and maintain the websites. Each website should be user-friendly to all potential and current clients, landlords, general public, and staff. Content Management System (Both): The contractor shall develop guidelines, content management software, and/or other website administration tools to enable Authority staff to perform routine content changes and website updates. Both websites should use the same content management system. These tools shall allow Authority staff to make changes with minimal effort, utilizing password security for authorized staff. The contractor shall provide adequate training to at least five employees to perform the aforementioned functions. Design (Both): The contractor shall be responsible for developing a creative concept and functionality plan for the websites that best capture the agency s objectives. However, the design should be simple, contemporary, and mobilefriendly. Authority is open to either a responsive design or dedicated mobile site. Organization & Structure (Both): The contractor shall create the site navigation and structure, based on the following content requirements. Content Requirements (Authority website): In addition to all content that is currently of the Authority s website, the following specific web pages, forms, and functions are required as part of the redesign of the Authority s public website: o Navigational links on a sidebar. o Site map o An I Want To drop down menu with popular links o Frequently asked questions page o Glossary of common terms (index) o Google translate plug-in o Search feature that covers entire site o Ability to change text size to accommodate sight-restricted individuals o Ability to create unique portals for housing sites that require marketing o Integration of real-time social media feed o An interactive HR section, listing all positions and benefits along with required disclaimers. o Yardi applicant/resident/landlord portals integrated into site o Online job application function linked to database for applications. Authority is open to either maintaining its own application database or contracting with a third-party.

4 o On-line Family Self-Sufficiency Application function Content Requirements (Foundation website): In addition to all content that is currently on the Foundation s website, the following functions are required as part of the redesign: o Ability to embed video Hosting: Authority s website is currently hosted off-site. However, Authority is open to either on-site or off-site hosting. Please include a hosting recommendation and include the cost in the proposed all-inclusive fee. C. INFORMATION TO BE PROVIDED To be considered responsive to this RFP and to facilitate evaluations, submittals should address and be organized in the order of the outline given below and include the following information. Proposal Contents: The Proposal must: Provide proof of website development experience (see Section C. Sub-Section 1)a) below). Include a cover letter Address each of the evaluation criteria noted in Section D Provide resume(s) Include a list of three references 1) Firm s / Individual s Experience, Qualifications and Knowledge (relates to Evaluation Criterion 1) a) Provide a brief summary of your firm s approach to the work associated with the requested services, to include an understanding of the scope of services required and unique or innovative approaches to be utilized in performing these services. b) List of project lead and all key members of the firm and any consultant who will be committed to this project. Indicate the level of effort and function of each member of the project. c) Prepare organization structure to show how the key members will be involved. Include resumes of these individuals. The resumes should include the following minimum information: 1. Name 2. An explanation of the function they will perform and their title by classification. 3. Relevant educational background. 4. Relevant work experience. 5. Work experience with governmental clients. 6. Any specialized skills, training, and/or credentials that are relevant to the required services. 2) Availability/Project Timeline (relates to Evaluation Criterion 2) a) Offerors must supply a proposed project execution plan for delivery of services. This plan shall be updated, as necessary, in the event of contract award and maintained throughout the project as deemed necessary. This plan shall include

5 a general description of the services and timeframe that the offeror anticipates will be required to complete the project described in this RFP. 3) Section 3 (relates to Evaluation Criterion 3) a) Complete the attached Section 3 Economic Opportunity Plan and Resident Employment/Business Utilization Bidders Certification form. 4) Proposed Fee (relates to Evaluation Criterion 4) a) A total contract price must be provided and include anticipated costs for your base rate, overhead and/or fringe benefits, profit and any anticipated administrative and/or non-salary direct costs (including but not limited to travel) for performing these services. 5) References a) Provide three recent references. References should include: 1. The name, address, and telephone number of the company you provided website development services for. 2. A brief description of the scope of work. 3. Examples of work should include five (5) websites your firm has produced, showcasing your best work and relevancy to this project. D. EVALUATION CRITERIA Submittals will be evaluated based on the criteria listed in this section. In preparing your proposal to AUTHORITY, it is important to clearly demonstrate expertise in the areas described in this document. You are encouraged to identify and clearly label in your proposal how each criterion is being fully addressed. Evaluation of responses to this RFP will be based only on the information provided in the proposal, and if applicable, interviews, and reference responses. AUTHORITY reserves the right to request additional information or documentation from you regarding your submittal documents, personnel, financial viability, or other items in order to complete the selection process. If you choose to provide additional materials beyond those requested, those materials should be included in a separate section of the proposal. In submitting, you agree that any costs or prices proposed will be valid for a minimum of 90 days from the date of the proposal. The following criteria with a point system of relative importance with an aggregate total of one hundred points will be utilized to evaluate each proposal: 1 2 Evaluation Criteria Relavent Experience, Qualifications and Knowledge Firm s experience with similar projects, including resumes of all key personnel, references, and examples of work. Availability / Project Timeline: Ability to perform the required services on an on-call basis, often Weighting (Max. Points) 40 10

6 under very short deadlines, as required by AUTHORITY 3 Section 3 Economic Opportunity Plan and Bidders Certification 10 4 Proposed All-Inclusive Fee 40 E. SUBMISSION REQUIREMENTS Maximum Total Points 100 1) Due Date and Place For Submission of Proposals: Proposals are due by 2:00 p.m. Monday, December 14, All Proposals should be clearly marked when delivered, mailed or ed. NOTE: A faxed Proposal is not acceptable. All proposals received will become the property of the Housing Authority and will not be returned to the firm. 2) Required Number of Copies: Sealed proposals (one original) must be received at AUTHORITY s street address below or ed to emoland@kernha.org. 3) All Proposals should be clearly marked when delivered or mailed. Housing Authority of the County of Kern Website Update RFP Attention: Eric Moland th Street Bakersfield, CA One copy of each of the forms indicated below must also be completed and submitted with the proposal. (Description of the Section 3 forms is found in Section G.2. below.) Section 3 Economic Opportunity Plan Section 3 Resident Employment/Business Utilization Bidders Certification 4) Rights Reserved by AUTHORITY: AUTHORITY reserves the right to waive as an informality any irregularities in submittals and/or to reject any or all proposals. F. SELECTION PROCESS All responses to this RFP that are received will be screened for eligibility. As time permits, an evaluation panel will rate eligible proposals, according to the criteria listed in Section D. above, and may conduct reference checks as part of the process. If there is insufficient information, AUTHORITY reserves the right to request additional information, and to interview firms to discuss their proposal. Based on its evaluation, the panel will make a recommendation to AUTHORITY s Executive Director to select a qualified contractor. Any protest of the selection process will be resolved in accordance with AUTHORITY s Procurement Policies.

7 G. ADMINISTRATIVE INFORMATION 1) Minority-owned and Women-owned Business Enterprises: AUTHORITY strongly encourages minority-owned and women-owned businesses, socially and economically disadvantaged business enterprises, HUD Section 3 businesses, and small businesses to submit a proposal, to participate as partners, or to participate in other business activity in response to this RFP. 2) Section 3 Requirements: Section 3 of the Housing and Urban Development Act of 1968 (hereinafter Section 3 ) requires AUTHORITY to the greatest extent feasible to provide employment opportunities to Section 3 residents. Section 3 residents include residents of AUTHORITY communities and other low-income residents of Kern County. Each proposer is required to submit with their proposal a Section 3 Economic Opportunity Plan and a Section 3 Resident Employment/Business Utilization Bidders Certification form. The following language regarding Section 3 will be included as part of the contract to be executed based on this RFP. A. The work to be performed under this contract is on a project assisted under a program providing direct federal financial assistance from the Department of Housing and Urban Development and is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 17O1u. Section 3 requires that the greatest extent feasible opportunities for training and employment be given lower income residents of the project area and contracts for work in connection with the project be awarded to business concerns which are located in, or owned in substantial part by persons residing in the area of the project. B. The parties to this contract will comply with the provisions of said Section 3 and the regulations issued pursuant thereto by the Secretary of Housing and Urban Development set forth in 24 CFR Part 135 and all applicable rules and orders of the Department issued thereunder prior to the execution of this contract. The parties to this contract certify and agree that they are under no contractual or other disability which would prevent them from complying with these requirements. C. The contractor will send to each labor organization or representative of workers with which he has a collective bargaining agreement or other contract or understanding, if any, a notice advising the said labor organization or worker's representative of his commitments under this Section 3 clause and shall post copies of the notice in conspicuous places available to employees and applicants for employment or training. D. The contractor will include this Section 3 clause in every subcontract for work in connection with the project and will, at the direction of the applicant for or recipient of Federal financial assistance, take appropriate action pursuant to the subcontract upon a finding that the subcontractor is in violation of regulations issued by the Secretary of Housing and Urban Development, 24 CFR Part 135.

8 The contractor will not subcontract with any subcontractor where it has notice or knowledge that the latter has been found in violation of regulations under 24 CFR Part 135 and will not let any subcontract unless the subcontractor has first provided it with a preliminary statement of ability to comply with the requirements of these regulations. E. Compliance with the provisions of Section 3, the regulations set forth in 24 CFR Part 135, and all applicable rules and orders of the Department issued thereunder prior to the execution of the contract, shall be a condition of the federal financial assistance provided to the project, binding upon the applicant or recipient for such assistance, its successors, and assigns. Failure to fulfill these requirements shall subject the applicant or recipient, its contractors and subcontractors, its successors, and assigns to those sanctions specified by the grant or loan agreement or contract through which federal assistance is provided, and to such sanctions as are specified by 24 CFR Part ) Payment Requirements: Firms / individuals should be aware that AUTHORITY will only make payments on the work commissioned under this RFP after the work being billed has been completed. No advance payments will be made to the firms / individuals, who must have the capacity to meet all project expenses in advance of payments by AUTHORITY. 4) Utilization of Selected Firms / Individuals: AUTHORITY does not guarantee utilization of contracts resulting from this RFP. Actual utilization will be based upon demand for services or other factors deemed important to AUTHORITY. 5) Documents Produced: All documents and products created by the firm / individual under any agreement become the exclusive property of AUTHORITY. 6) Other Contracts: During the original term and all subsequent renewal terms of the contracts resulting from this RFP, AUTHORITY expressly reserves the right, through any other sources available, to pursue and implement alternative means of soliciting and awarding similar or related services as described in this RFP. 7) Funding Availability: By responding to this RFP, you acknowledge that for any contract signed as a result of this RFP, the authority to proceed with the work is contingent upon the availability of funding. 8) Insurance: The following are the insurance requirements that will be included in the agreements executed based on this RFP: Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the Consultant, its agents, representatives, employees, or subcontractors. MINIMUM SCOPE OF INSURANCE Coverage shall be at least as broad as: 1. Insurance Services Office Commercial General Liability coverage (occurrence form CG ).

9 2. Insurance Services Office Additional Insured form (CG or CG 20 26). 3. Workers Compensation insurance as required by state law and Employer s Liability Insurance. MINIMUM LIMITS OF INSURANCE Consultant shall maintain limits no less than: 1. General Liability: $1,000,000 per occurrence for Bodily Injury, Personal Injury, and Property Damage. (including coverages for discrimination, ADA violations, and sexual molestation). If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this contract or the general aggregate limit shall be twice the required occurrence limit. 2. Workers Compensation (statutory) and Employer s Liability: $1,000,000 per accident for Bodily Injury or Disease. NOTE: These limits can be attained by individual policies or by combining primary and umbrella policies. DEDUCTIBLES AND SELF-INSURED RETENTIONS Any deductibles or self-insured retentions must be declared to and approved by the Authority. At the option of the Authority, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the Authority, its officers, officials, employees, and volunteers; or the Consultant shall provide a financial guarantee satisfactory to the Authority guaranteeing payment of losses and related investigations, claim administration, and defense expenses. OTHER INSURANCE PROVISIONS The General Liability policies are to contain, or be endorsed to contain, the following provisions: 1. The Authority, its officers, officials, employees, and volunteers are to be covered as additional insured with respect to liability arising out of work or operations performed by or on behalf of the Consultant. 2. The Consultant s insurance coverage shall be primary insurance as respects the Authority, its officers, officials, employees, and volunteers. Any insurance or selfinsurance maintained by the Authority, its officers, officials, employees, or volunteers shall be excess of the Consultant s insurance. 3. Each insurance policy required by these specifications shall be endorsed to state that coverage shall not be cancelled or materially changed, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the Authority. 4. Maintenance of the proper insurance for the duration of the contract is a material element of the contract. Material changes in the required coverage or cancellation of the coverage shall constitute a material breach of the contract by the Consultant. ACCEPTABILITY OF INSURERS Insurance is to be placed with insurers with a current A.M. Best s rating of no less than B+: VI. Consultants must provide written verification of their insurer s rating. VERIFICATION OF COVERAGE Consultant shall furnish the Authority with original certificates and amendatory endorsements effecting coverage required by these specifications. The endorsements should conform fully to the requirements. All certificates and endorsements are to be received and approved by the Authority in sufficient time before the agreement commences to permit Consultant to remedy any deficiencies. The Authority reserves

10 the right to require complete, certified copies of all required insurance policies, including endorsements effecting the coverage required by these specifications at any time. SUB-CONTRACTORS Use of sub-contractors must be pre-approved by the Authority. Consultant shall include all sub-contractors as insureds under its policies or shall furnish separate insurance certificates and endorsements for each sub-contractor in a manner and in such time as to permit the Authority to approve them before sub-contractors work begins. All coverages for sub-contractors shall be subject to all of the requirements stated above. Not withstanding this provision, Consultant shall indemnify the Authority for any claims resulting from the performance or non-performance of the Consultant s subcontractors and/or their failure to be properly insured.

11 SECTION 3 ECONOMIC OPPORTUNITY PLAN Housing Authority th Street, Bakersfield, CA (661) FAX: (661) Date: Name of Bidder/Organization: Address of Bidder: Contact Person: Title: Project Name: Project Address: A. Economic Opportunities for Local Businesses and Lower Income Persons 1. New Employees Will new employees be needed to complete this project? Yes or No A. Preliminary Statement of Workforce Needs 1. Employees you Plan to Use for the Proposed Project: Occupations Total # of Employees Needed to Complete This Project # of Positions Now Filled by Permanent Employees Vacancies to Fill Skilled Trades Semi-skilled Unskilled Labor Trainees/Apprentices Totals

12 B. If Contractor requires new employees for this project, the goal is 30% of new hires will be Section 3 Residents. List below new employees to be hired. (Note: If none to be hired, please state N/A) Trade/Craft # of Total New Hires # of Section 3 Hires Total New Hires = # of hires that are Section 3 residents= 2. Business Concerns to Be Hired Will subcontractor(s) be needed to complete this project? Yes or No If general contractor requires subcontractors for this project, the goal is at least 10% of total dollar amount to be awarded to subcontractors and vendors who install materials on the construction site must be awarded to Section 3 Business Concerns. List Section 3 Business Concerns hired. (Note: If your firm does not plan to hire subcontractors/vendors who install materials on the construction site of this project please state N/A.) A. List subcontractors and vendors who install materials on the construction site you plan to use regardless of contract amount (specify trade, name, license number and phone number). Trade Name License # Phone Section 3? % Of Total Project Cost If your firm plans to hire subcontractors/vendors who install materials on the construction site for this project but were unsuccessful in hiring at least 30% Section 3 Business concerns subsequent to a greatest extent feasible effort, then complete the information below: (Note: Attachment I identifies acceptable methods to demonstrate greatest extent feasible efforts for Section 3 resident and business concerns. At least 50% of these

13 tactics must be documented below to reflect a greatest extent feasible effort by the general contractor, for meeting Section 3 economic opportunity requirements.) 3. Identify efforts, sources and methods of recruitment of Section 3 New Hires (documentation of actual new hires for Section 3 covered project will be required to be submitted with each payment request). 4. List State approved apprenticeship programs to be utilized, if any. 5. List any welfare to job program, such as, the County adopted CalWorks Plan or the Housing Authority of the County of Kern s (HACK) Family Sufficiency Program; or job training programs, such as, the Workforce Investment Act (WIA) through Employers Training Resource (ETR); or low-income job banks, to be utilized, if any. 6. List methods used to recruit contractors/subcontractors or other methods to comply with Section 3 requirements.

14 7. Based on the above noted efforts and methods used by the general contractor these tactics resulted in the following Section 3 accomplishments:

15 RESIDENT EMPLOYMENT/BUSINESS UTILIZATION BIDDERS CERTIFICATION Name of Company: Address: Project Title: Project Number: This is to certify that I have read and understand the resident employment/business utilization requirements that apply to the above cited project, said requirements being known as the Section 3 Clause found in 24 CFR 135 and that the (name of company) is under no contractual restrictions or other disability which would prevent it from complying with said requirements. Signature of Company Officer: Print Name: Title of Officer: Date: