Green Physical Needs Assessment & Energy Audit

Transcription

1 Green Physical Needs Assessment & Energy Audit Introduction: The Housing Authority of the County of San Joaquin (HACSJ) is requesting quote proposals to perform a one-time Green Physical Needs Assessment and Energy Audit (GNPA) of the HACSJ s Public Housing properties. Proposers must be familiar with building codes and the International Energy Conservation Code (IECC), as well as HUD s regulations. Due to time constraints associated with a pending grant application and the estimated cost of the GPNA being under the Federal Small Purchase Threshold of $100,000, the HACSJ is procuring these services using a non-formal Request For Quotes for Small Purchase (QSP) process. However, the HACSJ still intends to award a contract based on a best value basis using a simplified points system as described herein. This informal QSP process means formal Request For Proposals (RFP) requirements and formal protest procedures do not apply (i.e., public bid opening/award announcement, etc.). The HACSJ reserves the right to issue modifications to this QSP at any time, award the proposed project to more than one firm, reject all proposals, and ask for any clarifications or verifications from Proposers at any time. Questions must be submitted in writing to quotes@hacsj.com. Due Date for Quote Submission: 4:00 P.M. Wednesday, May 1, 2013 (The HACSJ will not consider any responses received after the date and time shown above. All submissions become the property of HACSJ and will not be returned.) Anticipated Start Date: Tuesday May 7, 2013 (Actual date to be determined.) 1.0 Project Description & Objective: 1.1 General: The HACSJ operates an asset-based property management system in administering a Public Housing program on behalf of the US Dept. of Housing and Urban Development (HUD). An accurate and comprehensive baseline for each property in the Public Housing portfolio is necessary to maintain the basic needs of safe, decent and sanitary housing, and to maintain the long term viability of the HACSJ s physical assets. The GPNA assessment shall verify all existing equipment, conditions, and physical characteristics of each property, and identify the immediate and long-term needs of each development so the HACSJ can develop a budget specific for each property. 1.2 Green Physical Needs Assessment (GPNA) requirements: HUD has issued a proposed rule to revise HUD's existing regulations governing physical needs assessments (PNA) undertaken by public housing agencies (PHA). A PNA identifies all of the work that a PHA would need to undertake to bring each of its projects up to the applicable modernization and energy conservation standards. The proposed rule requires PHAs to project the current modernization and life-cycle replacement repair needs of its projects over a 20-year period, rather than the existing requirement for a 5-year period, because the 20-year period coincides better with the useful life of individual properties and their building components and systems, helping to ensure the long-term viability of the property. Page 1 of 19

2 1.3 The purpose of this solicitation is to select a qualified firm to perform a Green Physical Needs Assessment (GPNA) and Energy Audit. The GPNA and Energy Audits will consist of a physical inspection of a sampling of all identified properties listed in Attachment 1 to this QSP document. The selected Contractor will provide a full range of services including evaluating the existing conditions of the housing stock including a random selection of units, common areas, offices, and program areas. The assessment will identify energy conservation measures and the cost savings that result from implementing the measures, and thereby reduce operating costs. 1.4 The proposed new rules have been included with this QSP as Attachments 2 and 3, along with the previously used Fannie Mae Physical Needs Assessment Guidance to the Property Evaluator as Attachment 6. If there is a conflict between these documents, the Contractor shall follow the more stringent requirements. Where the Contractor is unable to make such a determination, the Contractor shall seek guidance from the HACSJ 1.5 The GPNA will be conducted in accordance with U.S. Department of Housing and Urban Development (HUD) required criteria found in Notice PIH , Green Physical Needs Assessment Tool (GPNA) User Guide, and The Public Housing and Modernization Standards Handbook The Energy Audit will be conducted in accordance with 24 CFR Part 905, and energy codes. All identified physical improvements will meet or exceed the HUD mandatory standards, and those established by local health, safety, and building codes. 1.6 At a minimum, the goal of the GPNA is to identify and provide a description of all physical improvements that will be required to bring the property back to a level comparable with as built, to the degree reasonably possible based on available components and building age. The effort should provide the HACSJ with the information necessary to ensure long term physical viability and in a manner suitable for planning and budgeting purposes. Data shall be in a format suitable for HUD reporting requirements. 1.7 Additionally, this rule integrates the performance of the PNA with the performance of an energy audit. The GPNA must contain detailed data from a current energy audit (within 3 years) which meets the standards of the new rule e.g. ASHRAE Level 2 Energy Audit conducted by certified energy auditor, expected useful life, benchmarking consumptions, projected savings by physical components, categorized ECMs into payback periods and more. All Agencies will need to have their GPNA submitted to HUD a hundred and twenty (120) days prior to the end of their fiscal year. 1.8 The new GPNA will require the use of a HUD "tool" which can be found on the following HUD web-site address: grams/ph/capfund/gpnatool. 1.9 A copy of the proposed GPNA rule is provided as Attachment 2 to this QSP document. HUD estimates that the proposed rule requirements will become effective in early 2014, therefore the work performed by the Contractor under this solicitation must be in compliance with the proposed regulations as far as possible at the present time. Page 2 of 19

3 Contractors shall assure that data collected under this solicitation includes all information required under the proposed rule is sufficient to enter into the GPNA tool when HUD releases it for use. The Contractor shall include in their price all costs to complete the HUD GPNA tool when it becomes available This rule revises HUD's energy audit requirements applicable to the Public Housing program for the purpose of clarifying such requirements, as well as identifying energyefficient measures that need to be addressed in the audit and procedures for improved coordination with physical needs assessments. Attachment 3 to this QSP document provides a copy of the proposed Energy Audit Requirements Freddie Mac Form Multi-Family Engineering and Property Condition Report: The contractor will be required to complete the Freddie Mac Form 1105 Multi- Family Engineering and Property Condition Report for each of the properties to be assessed under this solicitation. Attachment 4 to this QSP document provides a copy of the Freddie Mac 1105 form. The assessment shall focus on deficiencies requiring repair work and/or renewal/replacement over the next twenty years, and provide detailed costs of all work required for the next 17 years as detailed in Freddie Mac Form Form HUD Physical Needs Assessment: The contractor will complete form HUD for each of the properties to be assessed under this solicitation. Attachment 5 to this QSP document provides a copy of the form HUD Scope of Work: 2.1 The GPNA will consist of the Contractor providing the following services: Updating a general assessment of the physical needs and costs for improvements of each low-rent housing project, community, administrative, and maintenance buildings and grounds as specified in HUD Notice PIH , and Public Housing Modernization Standards Handbook Perform interviews as needed with knowledgeable HACSJ staff about the asset (development), including existing documents, plans, building histories, maintenance records, REAC scores, etc. of each property During the interview, the Contractor will identify all development components that will be part of the assessment and capture component inventory, component ages, and known deficiencies The entire asset is to be assessed, inspecting a sample of the dwelling units in a non-intrusive manner. Contractor shall establish a sampling methodology per property/site, and the sample shall also include at least 1 of each apartment size in each building type. Units must be distributed so that a variety of conditions will be evaluated (top floor units, corner units, areas where weathering occurs, etc.). Within each development, a minimum sampling of ten percent (10%) of dwelling units, twenty percent (20%) of dwelling buildings, 100% of non-dwelling structures, and 100% of the sites. Page 3 of 19

4 Within the unit sampling, a minimum of fifty percent (50%) of Section 504 designated units will be inspected Establish a methodology that will sample common lobby areas and corridors Establish a plan to inspect 100% of the sites, all systems, all site improvements, common areas & community centers, paving and grading, building exteriors/envelope, finishes, program areas, offices, basements, utilities and electrical rooms, laundry facilities, mechanical and support buildings such as maintenance buildings and warehouse(s), multi-purpose building(s), mechanical areas, sprinklers, emergency systems, security, crawl spaces, roofing and building exteriors, and units accessible for the handicapped. Please note if individual units have individual HVAC, basements, etc, then these will be part of the ten percent (10%) sample, except in cases where there may be a typical component which should be assessed individually Perform physical inspection of the properties. The inspections shall include a review of any pertinent documentation (i.e. repair/replacement records and as-built drawings) and interviews with the management staff as needed. Visit the HACSJ s Public Housing sites as identified on Attachment 1 to this QSP document and perform walk-through inspections to ascertain the condition of the property: immediate critical and non-critical needs; code compliance; expected repair, replacement, and major maintenance needs; and total estimated cost to complete such items. The assessor will record the data on the HUD Green-PNA-approved data collection forms for site, building exterior, building systems, unit, and common areas Assessment Team Schedule and Management: All on-site work shall be limited to week days only from the hours of 7:00 AM to 4:00 PM local time. The project will be jointly coordinated in conjunction with the HACSJ's Project Manager to establish an overall Project Schedule. Site contacts will be provided by the HACSJ in a sufficient time to allow the Contractor to contact and schedule site visits. It is understood that by the general undertaking of the work that access to the facilities is required and should not be unduly limited in any way as to hinder the assessment Based on the site inspection and the interview, the Contractor shall identify the budget costs for rectifying each deficiency, and the approximate percentage of components that are in that state of deficiency. For example, if during the interview the superintendent of a development noted that 40% of facilities require roof replacement within the next 5 years, then the assessor would note the percentage and establish an estimated cost Immediate capital needs: Any deficiencies that are identified and which could have an impact on health and safety will be brought to the attention of the HACSJ immediately for corrective action. Page 4 of 19

5 Repair/Replacement Schedule: The Contractor shall create a schedule which identifies when each material line item needs to be repaired or replaced. It shall not include minor, inexpensive repairs or replacements (annual aggregated costs for the material line item is less than $2,000), or maintenance items that are part of a prudent property owner s operating budget. It shall be realistic and based on due diligence and consideration of the property s condition, welfare of the tenants, and logical construction methods and techniques. It shall be developed for the following key items: Capital Needs over the Term: Significant maintenance, repairs, and replacement items required during years 1 through 20 to maintain the property s physical integrity and long term marketability. It shall include repairs, rehabilitation, replacements, and significant deferred maintenance items currently being planned or accomplished, and corrections for violations of applicable standards on environment and accessibility issues. The HACSJ prefers to see these issues listed in a schedule format, whereby items are scheduled for repair and replacement on a year-by-year basis, or within reasonable blocks of time. These determinations will be based on factors such as the estimated life expectancy of the items in question Estimated Costs: The estimated unit costs and total costs to remedy the detailed needs shall be provided in current (uninflated) dollars. The total costs for each year and grand total costs shall be provided in current and inflated dollars. The inflation rate shall be based on the most recent twelve-month Consumer Price Index published by the U.S. Department of Labor, Bureau of Labor Statistics. Costs generated for the properties should include consideration for prevailing wage rates under the Davis-Bacon wage rate requirements. Methodology for this consideration shall be included in the report The selected Contractor will coordinate with HACSJ staff when inspections of occupied units are to take place, as the HACSJ is required to give the tenants advanced notice of such inspections Identify work necessary to comply with federal, state, and local requirements and codes, such as elimination of asbestos/lead and new energy code compliance As part of the assessment, each individual component will receive an estimate of Expected Useful Life (EUL) As part of the assessment, each individual component will be provided with a replacement cost on an individual component and for a total of those components. (Ex: per window and per window times all similar windows). Page 5 of 19

6 Identify work items needed and costs for implementation to make selected units accessible and usable by the handicapped as required by Section 504 of the Rehabilitation Act of This will include costs to retrofit a specific number of dwelling units to meet Section 504 requirements for persons with disabilities. Each area that is designated as part of Section 504 or American with Disabilities Act (ADA) requirements will be inspected to assure the components are functioning per their purpose. Note: A regulatory compliance review is not required for these units or areas, just a functionality and EUL assessment Identify energy conservation measures and review energy audit reports to incorporate energy audit recommendations into the Green Physical Needs Assessment The assessment is of observable components and destructive testing is not anticipated and would only occur with prior HACSJ approval The Contractor will develop a Comprehensive Costing Library, using a readily available and non-proprietary cost estimating system. Building a comprehensive cost and EUL component library is vital to using the HUD Green PNA Tool. The comprehensive cost and EUL component library must contain descriptions and reference information The Contractor will detail quantity and cost estimates to accomplish each work item, a total for each project, and a grand total to accomplish all needed physical improvements. General work category (e.g. Kitchens, Bedrooms, etc.) costing without identifying specific work item costing is unacceptable. Contractor shall show a line item prioritization as recommended by HUD. All data will be entered into the HUD GPNA tool. All data fields in the GPNA tool must be collected, and inputted by Contractor into GPNA tool. Missing or incomplete data is unacceptable The assessment does not include the following: 2.2 Report Preparation Evaluation of conditions concealed by construction Detailed elevator inspections Destructive investigation Materials testing Functional Adequacy Assessment Upon completion of the inspections, the Contractor will prepare the final report (using input provided by the HACSJ) to the HACSJ in narrative and spreadsheet forms that meets HUD and HACSJ requirements and in both paper and electronic format per HUD requirements. The draft report will contain the Green Physical Needs Assessment results including Energy Conservation Measures (ECM) from energy audits, and will be submitted to the HACSJ for review and comments. The report shall include the following topics: Page 6 of 19

7 Any repair items that represent an immediate threat to health and safety Ay Section 504 work items, energy conservation measures, and any environmental hazard (asbestos/lead based paint) items Separate HUD Form 52828, Green Physical Needs Assessment for each asset management property/development assessed. Attach to each report color photographs and a detailed narrative describing the property s exterior and interior physical elements and condition, including architectural and structural components and mechanical systems Executive Summary 2.3 Energy Audits: Objectives of the audits are to identify energy conservation measures (ECM); determine costs to implement each ECM and the cost savings that result from implementing the measures. Additionally, the audit should identify any compliance, health, or safety issues related to energy improvements. Each development will require a non-investment-grade ASHRAE Level 2 energy audit conducted and a report. The energy audits will include the following: Data Collection: Sources of information for identifying Energy Conservation Measures (ECMs), as a minimum, shall include the following: Prior energy audit reports (if available) and physical needs assessments (if available) Energy consumption and cost information from gas, electric, and oil suppliers, water and sewer consumption, for HACSJ paid utilities as well as, tenant held accounts, if available. At least one (1) year of energy bills, but three (3) years is preferred, to be reviewed Architectural, mechanical, and electrical drawings and specifications for housing developments, administrative offices, and other buildings Documentation on HACSJ s modernization program (Capital Fund) Walk-through inspections of reasonable sample of each type of dwelling units in each housing development. Sample will be ten percent (10%) of all residential units in all developments. However, all sites and building and unit types must be surveyed by a certified HERS Rater, state-certified energy auditor, or other professional approved by HUD. The energy walk-through survey Page 7 of 19

8 must include Core Energy Conservation Measures (ECM) which has a proven track record at reducing energy and water consumption. The Core ECMs include items related to building envelopes (e.g. insulation); heating, cooling and other mechanical systems; water conservations; power, lighting systems, and controls (e.g. CFL); and appliances (e.g. ENERGY STAR). Advanced ECMs which include advance, experimental, or difficult improvement items such as fuel conversion, conservation technologies (energy management systems), energy-generating technologies and renewable energy systems (solar, geothermal) may be considered. Advanced ECM recommendations must be cost-effective per HUD requirements The Contractor will conduct blower door/duct leakage testing on a sample Dwelling Unit at each development in order to determine air sealing requirements. The tester must be HERS Energy Rater certified or equivalent. Equipment must be calibrated within 12 months of blower door test. Evidence of calibrated equipment may be requested Conduct carbon monoxide and gas leak detection on all units inspected which have natural gas or propane appliances/equipment May conduct thermal imaging tests on problem areas which are not accessible with visual inspection Results of the walk-through inspections will be used to record qualitative information on form HUD-9614 and/or other enhanced Energy Survey forms. Contractor must provide data to complete said forms or a set of completed forms Conduct interviews of selected property, maintenance and modernization personnel and residents to determine problem areas and concerns Data Analysis: The Contractor shall provide: For each of the ECMs identified above, document information on energy audit data collection forms and calculate savings in consumption and dollars, as well as, payback period. Benchmarks for all energy usage must be developed in order to determine consumption usage comparisons to HUD Typical Unit Consumption usage. Contractor must use the HUD Residential Energy Use Benchmarking Tool or other government approved software. At minimum, ECMs must be categorized into pay back periods of 5 years or less, 5 to 10 years, and greater than 10 years Recommendations on ECMs to be implemented and prioritized. Page 8 of 19

9 Preparation of summary listing of all ECMs identified for each of the housing developments Report Preparation: The Contractor shall: Prepare draft report on energy audit results, and submit to the Housing HACSJ for review and comments. Report shall include the following topics: Audit objectives and methodology Narrative on overall results and recommendations of audit, description of ECMs, recommended priority for implementation, and summary of testing conducted on units Energy Audit Summary of Results for each housing development. This summary will include the following: Title of ECM Applicability to Development Detail Cost Estimates Expected Useful Life (EUL) Annual Savings in Consumption and Dollars Payback Period by years or categories Recommendations Energy data collection forms Cost/benefit worksheets utilizing HUD guidelines showing consumption and dollar savings, and benchmarking results for each recommended ECM and payback period Prepare final report using input from the HACSJ. 2.4 Materials: The Contractor will provide all assessment and other related materials and equipment and/or software necessary for the execution of this contract. HACSJ shall provide access to the HUD Green Physical Needs Assessment (GPNA) tool software program. 2.5 Deliverables: Contractor shall provide the HACSJ with a comprehensive written report including photographs of each property and critical conditions at the property that meet all requirements of the HUD Proposed GPNA and Energy Audit rules. For each property the Contractor shall complete Freddie Mac Form 1105 in its entirety including detailed cost estimates as indicated on the form. The comprehensive written reports are to be submitted as follows: One hard copy and one (1) electronic copy shall be submitted by the Contractor in a flash or thumb drive or compact disk (CD) of the Draft Report of the Green Physical Needs Assessment Results and Energy Audits. Page 9 of 19

10 One hard copy and one (1) electronic copy shall be submitted by the Contractor in a flash or thumb drive or compact disk (CD) of the Final Report of the Green Physical Needs Assessment Results and Energy Audits The Contractor will provide the HACSJ with a copy of HUD s Green Physical Needs Assessment Tool (GPNA) with all of the HACSJ s PIC Data, GPNA Inspections, Comprehensive Cost Library, Replacement Needs, Refurbishment Needs, Sustainability Needs, Accessibility Needs, and Marketability Needs installed, if necessary. Contractor shall include a separate price to complete the HUD GPNA tool when it becomes available The comprehensive written report will include the following: Executive Summary: A summary discussion of the physical condition of the property and any major repair, rehabilitation, or replacement needs observed. Bar graphs, pie charts, and other graphic presentations may also be used to illustrate this information. It shall include: Summary of Immediate Capital Needs include the grand total cost and the grand total cost per dwelling unit Summary of Capital Needs over the Term include the annual costs, grand total cost, and grand total cost per dwelling unit (all in current and inflated dollars) Summary of All Capital Needs include the grand total cost and grand total cost per dwelling unit (all in current and inflated dollars) for the immediate and over the term capital needs Detailed Information: A detailed narrative description of the property, including name, location, year constructed or rehabilitated (of each phase if work completed in multiple phases), unit mix, occupancy type (family/elderly), interior and exterior elements, architectural and structural components, mechanical systems, etc Number and type of dwelling units inspected and used as a basis for the findings and conclusions in the report An assessment of the following major system groups: Site (including grounds and utilities, where applicable); Architectural; Page 10 of 19

11 Mechanical and Electrical; and Dwelling Units Assessment of all materials and components in the major system groups, including the following items: Description; Expected Useful Life (EUL). Any data entry that is not from the Expected Useful Life Table included in Fannie Mae Physical Needs Assessment Guidance to the Property Evaluator shall be explained in the report. A copy of the Fannie Mae Physical Needs Assessment Guidance to the Property Evaluator has been included with this QSP document as Attachment 6. An EUL that varies from the table by 25% or more must be adequately supported; Age; Current Physical Condition (excellent-good-fairpoor); Effective Remaining Life (ERL); Special indication if ERL is significantly (2 years or more) different than the difference between the material s age and EUL; Field and other noted that are relevant to the report Description of action needed (repair-replace-maintainnone). All materials and components needing to be repaired, replaced, or special maintenance shall include the following additional items: Special indication if immediate action is required; Special indication if the item is in need of deferred maintenance; Quantity and Unit of Measure. Any data entry that is not from a physical property measurement or observation during the inspection shall be explained in the report; Year or years when action is needed; and Estimated repair, replacement, or special maintenance unit cost and total cost in current (uninflated) dollars for each line item. The report shall identify the source(s) used for the cost data. An estimated unit cost that is significantly different from an industry standard cost (such as RS means or equivalent) must be adequately supported. All replacements actions Page 11 of 19

12 shall involve in-kind materials, unless a different material is more appropriate and explained in the report An assessment of directly observed or potential on-site health, safety, and environmental hazards (e.g., tripping hazards, above or below ground tanks that are not in use, etc.). The report shall also address and include any existing testing for the presence of radon, lead in water, lead based paint, and other environmental concerns An assessment of how the property meets the requirements for accessibility to persons with disabilities. The report shall include any actions and estimated cost necessary to correct deficiencies in order for the property to comply with applicable federal, state, and local laws, and requirements on accessibility (see the Accessibility Laws and Requirements guide.) The report shall also include and opinion on the adequacy of any existing and approved transition plans for the property Acknowledge (names and addresses of persons who: performed the inspection, prepared the report, and were interviewed during or as part of the inspection) Recommendations for any additional professional reports as deemed necessary by the Contractor, such as additional investigations on potential structural defects or environmental hazards Appendices. Include color photographs that describe: the property s building and other facilities, specific material or system deficiencies, and the bathrooms and kitchens in the existing units for the physically handicapped. Include a property location map and other documents as appropriate to describe the property and support the findings and conclusions in the report Signed certification that the GPNA provider meets the qualifications specified in this Statement of Work One report shall be developed for each site. A minimum of two copies of each draft report shall be provided to the HACSJ for review and comments. The Contractor shall revise the draft reports based on the review comments and submit a minimum of two copies of the final reports to the HACSJ. Final acceptance of the reports are subject to the review and concurrence of the HACSJ. Page 12 of 19

13 2.6 Schedule for Report Completion: The assessment and Final Report of Physical Needs Assessment and Energy Audit Results for Sierra Vista shall be completed first and must be submitted to the HACSJ before May 17, 2013.) The deadlines for the reports for the remaining properties are identified in the following two paragraphs The Draft Report of Physical Needs Assessment and Energy Audits Results for the remaining sites are to be received by the HACSJ no later than June 1, The Final Report of Physical Needs Assessment and Energy Audit Results are to be received by the HACSJ no later than June 15, Reports shall be sent to: Doi Do Housing Authority of the County of San Joaquin Business Office 421 S. El Dorado St., Suite B Stockton CA Quote Proposal Submission Requirements 3.1 Firms interested in being considered for selection shall submit a quote proposal complying with the instructions contained in this QSP. Quote proposals shall be organized as indicated below and be limited to those items which will be used for evaluation. Extraneous materials will not serve to enhance proposals. Please submit one (1) electronic copy of the quote proposal by or fax as instructed on the Quote Submittal form found on the last page of this QSP document PRICING: Provide a lump sum costs inclusive of all personnel, travel, per diem, overhead, profit and all other direct or indirect costs to complete the work required. Costs shall be submitted on the Quote Submittal form which is the last page of this QSP document. Pricing submitted in other formats will not be considered and may result in the proposal being determined nonresponsive. (30 Points Max.) PROPOSED SERVICES, WORK PLAN, AND DELIVERABLES: Provide a detailed description of how the requested services stated in this QSP will be provided and list the deliverables the HACSJ will receive. Proposals shall demonstrate an understanding of the required services of this solicitation, and meeting HUD policies, guidelines, and procedures governing the administration of a Public Housing Agency. Proposers shall include a timing schedule of activities to be performed. (35 Points Max.) EXPERIENCE/QUALIFICATIONS: Provide evidence of the firm s ability to perform the services, including background information on the company and a representative listing of projects completed similar to the proposed project Page 13 of 19

14 performed by the firm and representative dollar amounts. Provide a list of project key personnel with summary profiles including professional resumes and any required certifications. Identify any Sub-Contractors that will work on the project and include the same information for each sub-contractor. Also include three (3) references (other than HACSJ) which compare to this project including contact name, address and telephone number. (35 Points Max.) COMPLETED SECTION 3 FORM (OPTIONAL): Comply with instructions found within the Section 3 Form and Explanation (Attachment 10) to identify the proposer s plan to comply with Section 3 Requirements. (5 Points Max.) COMPLETED MWBE CONTRACTOR INFORMATION OVER $10K FORM : Complete Attachment 11 and submit this form if the total of all proposed services and deliverables will be $10,000 or above. (0 Points) 4.0 Proposal Evaluation and Selection: 4.1 Evaluation: The award shall be made to the responsible party whose proposal is most advantageous to the HACSJ, taking into consideration the evaluation factors set forth in this QSP. The HACSJ will evaluate each proposal and assign points for each category up to the maximum limits as identified above, with non-price factors considered independent of pricing information. The maximum possible total point score for a proposal is 105. The points for each proposal will then be totaled and compared with the other proposals received to determine the ranking of each proposer. Proposers shall make every effort to present information clearly and concisely in accordance with the formats described herein. 4.2 Quote Proposal Opening Results: It is understood by all proposers/prospective proposers that the proposals received are not publicly opened and the results will not be a matter of public record until the HACSJ has concluded all evaluations, has chosen a final top-rated proposer and is ready to issue such results. 4.3 Award of Contract(s): The successful proposer(s) shall be determined by the top-rated responsive and responsible proposer as determined by the evaluation process detailed within the QSP documents issued, provided his/her proposal is reasonable, he/she is able to deliver the specified items in a timely manner, and it is, in the opinion of the HACSJ, to the bests interests of the HACSJ to accept the proposal. 4.4 Rejection of Quote Proposals: The HACSJ reserves the rights to, at any time during the QSP process, reject any or all proposals received. In the case of rejection of all proposals, the HACSJ reserves the right to solicit new proposals or to proceed to do the work otherwise, if in the judgment of the HACSJ the best interest of the HACSJ will be promoted. Prospective proposers acknowledge the submission of a proposal to the HACSJ is not a right by which to be awarded that proposal, but merely an offer by the prospective proposer to perform the requirements of the QSP documents in the event the HACSJ decides to consider an award to that proposer. Page 14 of 19

15 4.5 Cancellation of QSP/Award: The HACSJ reserves the right to, without any liability, cancel the award of any proposal(s) at any time before the execution of the contract documents by all parties. 4.6 Irregular Quote Proposal Submittal: A proposal shall be considered irregular for any one or more of the following reasons, which may, at the HACSJ's discretion, be cause for rejection: If the forms furnished by the HACSJ are not used or are altered or if the proposed costs are not submitted as required and where provided If all requested completed attachments do not accompany the proposal submitted If there are unauthorized additions, conditional or alternate proposals, or irregularities of any kind which may tend to make the proposal incomplete, indefinite or ambiguous as to its meaning or give the proposer submitting the same a competitive advantage over other proposers If the proposer adds any provisions reserving the right to accept or reject any award or to enter into a contract pursuant to an award If the individual cost proposal items submitted by a specific proposer are unbalanced in the sense that the listed price of any cost item departs by more than 25% from the HACSJ s cost estimate for that item. 4.7 Disqualification of Proposers: Any one or more of the following shall be considered as sufficient for the disqualification of a prospective proposer and the rejection of his/her proposal: Evidence of collusion among prospective proposers. The names of all participants in such collusion shall be reported to HUD and any other inquiring governmental agency More than one proposal for the same work from an individual, firm, or corporation under the same or different name(s) Lack of competency, lack of experience and/or lack of adequate equipment, plant, and/or other resources Unsatisfactory performance record as shown by past work for the HACSJ or with any other local, State or Federal agency, judged from the standpoint of workmanship and progress Incomplete work, which in the judgment of the HACSJ, might hinder or prevent prompt completion of additional work, if awarded Failure to pay or satisfactorily settle all bills due on former contracts still outstanding at the time of letting. Page 15 of 19

16 4.7.7 Failure to comply with any qualification requirement of the HACSJ Failure to list, if required, all subcontractors (if subcontractors are allowed by the HACSJ) who will be employed by the successful proposer(s) to complete the work of the proposed contract As required by the QSP documents, failure of the successful proposer to be properly licensed by the County of San Joaquin and/or the State of California and/or to be insured by a general liability and/or worker's compensation policy Any reason to be determined, in good faith, to be in the best interests of the HACSJ. 4.8 Burden of Proof: If requested by the HACSJ, it shall be the responsibility of the proposer(s) to furnish the HACSJ with sufficient data or physical samples, within a specified time, so that the HACSJ may determine if the goods or services offered conform to the Specifications. 4.9 Conforming Goods and/or Services: Unless authorized otherwise by the ensuing contract, all items/services proposed by the proposer shall be as specified within the QSP documents issued and shall minimally conform in all respects with the specifications issued. In the event of nonconformity, and without limitation upon any other remedy, the HACSJ shall have no financial obligation in regard to the nonconforming good/service. It is further understood and agreed that, unless otherwise instructed within the QSP documents, any and all items offered or shipped shall be new and in first-class condition, and that all containers shall be new and suitable for storage or shipment. 5.0 Contract Conditions: In performing all services, the Contractor shall comply with all applicable federal, state, county, and city statutes, ordinances, and regulations. If such compliance is impossible for reasons beyond its control, the Contractor shall immediately notify the HACSJ of that fact and the reasons therefore. The following provisions are considered mandatory conditions of any contract award made by HACSJ pursuant to this QSP: 5.1 Contract Form: The HACSJ will not execute a contract on the successful proposer's form. Contracts will only be executed on a form supplied by the HACSJ, and by submitting a quote proposal the successful proposer agrees to do so. However, the HACSJ will consider any contract clauses or Appendices that the proposer wishes to include. The failure of the HACSJ to include such clauses or Appendices does not give the successful proposer the right to refuse to execute the HACSJ's contract form. 5.2 Required Clauses: At a minimum, the attached "HACSJ Purchase Order Terms & Conditions" and "HUD Table 5.1: Mandatory Contract Clauses for Small Purchases Other Than Construction" will be applicable to any Purchase Order and/or Contract issued by the HACSJ. Page 16 of 19

17 5.3 Assignment of Personnel: The HACSJ shall retain the right to demand and receive a change in personnel assigned to the work if the HACSJ believes that such change is in the best interest of the HACSJ and the completion of the contracted work. Contractor shall select and employ the replacement personnel. 5.4 Unauthorized Sub-Contracting Prohibited: The successful proposer shall not assign any right, nor delegate any duty for the work proposed pursuant to this QSP (including, but not limited to, selling or transferring the contract) without the prior written consent of the HACSJ ED. Any purported assignment of interest or delegation of duty, without the prior written consent of the HACSJ ED shall be void. It may result in the cancellation of the contract with the HACSJ, or may result in the full or partial forfeiture of funds paid to the successful proposer as a result of the proposed contract; either as determined by the HACSJ ED. 5.5 Licensing and Insurance Requirements: Prior to award (but not prior to submission of the proposal) the successful proposer will be required to provide: 6.0 Attachments: Licensing: The contractor shall provide to the HACSJ copies of any required current City, State and/or Federal licenses. Failure to maintain these licenses in a current status during the term(s) of this contract shall constitute a material breach thereof Proof of Insurance: Contractor shall maintain throughout the course of any Contract resulting from this Request for Quotes for Small Purchase (QSP), at a minimum, insurance coverages shown on the attached form for insurance requirements. Proof of such coverages must be presented to the HACSJ upon request throughout the length of the contract term. Attachment 1: HACSJ Public Housing Property list Attachment 2: Proposed GPNA Rule Attachment 3: Proposed Energy Audit Rule Attachment 4: Freddie Mac Form 1105 Attachment 5: HUD Form Attachment 6: Fannie Mae Physical Needs Assessment Guidance to the Property Evaluator Attachment 7: HUD Table 5.1 Attachment 8: HACSJ Purchase Order Terms and Conditions Attachment 9: HACSJ Insurance Requirements Attachment 10: Section 3 Form and Explanation Attachment 11: HACSJ Vendor Info Form Page 17 of 19

18 Quote Submittal The Housing Authority is only requesting that this page and the additional documents referenced in Paragraph 3.0 be submitted. A single copy must be submitted by to Quotes@HACSJ.com. By submitting a quote response the Proposer agrees to abide by all applicable laws, ordinances, and regulations. Item #1: Total price to visit Sierra Vista Homes and perform and provide all services needed to produce the complete Green Physical Needs Assessment and Energy Audit reports as described herein and in the attachments, including any and all incidental costs (travel, lodging, fuel, meals, etc.): $ Item #2: Total price to visit Diablo Homes and perform and provide all services needed to produce the complete Green Physical Needs Assessment and Energy Audit reports as described herein and in the attachments, including any and all incidental costs (travel, lodging, fuel, meals, etc.): $ Item #3: Total price to visit Mokelumne Manor Homes and perform and provide all services needed to produce the complete Green Physical Needs Assessment and Energy Audit reports as described herein and in the attachments, including any and all incidental costs (travel, lodging, fuel, meals, etc.): $ Item #4: Total price to visit Conway Homes and perform and provide all services needed to produce the complete Green Physical Needs Assessment and Energy Audit reports as described herein and in the attachments, including any and all incidental costs (travel, lodging, fuel, meals, etc.): $ Item #5: Total price to complete the HUD GPNA tool when it becomes available, including any and all incidental costs (travel, lodging, fuel, meals, etc.): $ Grand Total Price for all five items listed above: $ Page 18 of 19

19 Submitted by: Company Name & Address: Name Telephone Date Signature Page 19 of 19