Request for Proposals Troup County Georgia. Housing Rehabilitation Program Administration

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1 Request for Proposals Troup County Georgia Housing Rehabilitation Program Administration I. PURPOSE: Troup County, Georgia (hereinafter the County) is soliciting Request For Proposals (RFP) from Experienced Administrators (hereinafter the Contractor) for CHIP-Funded Homeowner Rehabilitation Activities. The County has been awarded 2012 federal Community HOME Investment Program (CHIP) funds in the amount of $200,000 from the Georgia Department of Community Affairs (DCA), to provide a minimum of six (6) loans to low-income homeowners to make code related improvements to their homes. The Contractor chosen by the County to perform the tasks delineated under the Scope of Services must be an approved DCA Experienced Administrator for Homeowner Rehabilitation Activities. II. SCOPE OF SERVICES The Administrator is to perform all aspects of CHIP program administration in compliance the U.S. Department of Housing and Urban Development regulations published at 24 CFR Part 92, and all DCA program requirements including all reporting and record keeping. III. SPECIFIC DUTIES A. Develop program policies and procedures in compliance with DCA CHIP Program requirements and the Troup County program design as specified in the approved 2012 CHIP funding application. B. Procure all services necessary to implement program activities in compliance with procurement standards at 24 CFR and for non-profit organizations at 24 CFR Part 84 and OMB Circular A-144. Required services may include but are not limited to: Lead-based paint hazard inspection and clearance; architectural and engineering services; energy audits; housing counseling services; inspection services and general contracting services. C. Complete all tasks related to program implementation, loan processing and closeout in compliance with DCA CHIP program requirements, federal HOME regulations and local codes and policies. Related tasks include but are not limited to: Developing and providing all program forms and document, Qualifying applicants Processing applications Loan underwriting Conducting site specific environmental reviews Performing property inspections to determine eligible improvements Developing work write-ups Monitoring construction Satisfactorily close-out all project files Satisfactorily close-out the 2012 CHIP Housing Rehabilitation program 1

2 D. Interface with DCA regarding routine program administration issues, keep current on federal, state and local policy changes that may impact program requirements, and provide reports upon request to the County regarding program progress and fund expenditures. E. Expend all CHIP funds and County matching funds in accordance with all federal, state and local auditing requirements and within the expenditure deadline of May 1, IV. CONTRACTOR PRICING Contractor shall provide a price on the RFP form which is inclusive of all costs incurred by the contractor for program implementation and administration. No separate reimbursements for travel or other costs are permitted. The County reserves the right to reject any and all RFP s, to waive technicalities, and to award to the lowest responsive and responsible party, as deemed in the County s best interest V. AVAILABILITY OF CONTRACTOR PERSONNEL Contractor must, with sufficient notice, be available to attend County Commission meetings and staff meetings and other meetings or presentations related to the CHIP Housing Rehabilitation Program. Contractor shall specify the name(s) and experience of each person who would perform the items identified in the scope of services, herein. Contractor shall provide evidence/documentation of all required Certifications for each individual performing requested services. At lease one individual on the contractor staff must hold the following certifications. Lead Based Paint Visual Assessment Certificate Certified HQS Inspector Certified Renovator for Lead-Based Paint VI. CONTRACTUAL AGREEMENTS The County will execute contracts for these services. The following are important provisions that will be contained in the contracts. Conflict of Interest The Contractor agrees to avoid all instances wherein he/she might have a potential and/or actual conflict of interest regarding his/her own personal activities. Termination for Cause The County may terminate its Contract with the Contractor, for cause, upon ten days prior written notice to the Contractor indicating the Contractor s default in the performance of any term of the Contract. Termination for Convenience The County may terminate its Contract with the Contractor, for is convenience, at any time by written notice to the Contractor. In the event of the County s termination of the Contract, the Contractor will be paid for those services actually performed up to the point of the termination effective date. Partially completed performance of the Contract will be compensated upon a signed statement of completion submitted by the Contractor which shall itemize each element of the performance and which upon review and approval by the County will be paid. 2

3 VII. RFP SUBMISSION REQUIREMENTS All questions or requests for additional information shall be directed to Diana Evans by at or you may fax them to (706) The deadline for receiving questions is 5:00 p.m., Monday, June 11, All RFPs must be received at Troup County no later than 4:00 p.m. on Monday, June 18, Any RFP received after 4:00 p.m. will not be accepted. Whether the RFP is sent by mail or commercial express service, the contractor shall be responsible for the actual delivery of the RFP to Troup County before the deadline time. One original and one (1) copy of your RFP should be submitted. All RFPs shall be submitted in a sealed envelope/package. Envelope/package shall be addressed to Troup County Purchasing Department, 100 Ridley Avenue, Suite 3100, Lagrange, GA 30240, and the following clearly printed on the outside; your company name, HOUSING REHABILITATION PROGRAM ADMINISTRATION, and date. The County reserves the right to reject all RFPs, in whole or in part, to waive technicalities and to make award as deemed to be in the best interest of the County. The County requires that pricing remain firm for the initial contract year, contract will begin upon final execution of the contract documents. The contract may be renewed for up to four (4) additional one-year periods, provided that fees are firm (or pre-approved increases as may be noted on RFP Application Form), service is Satisfactory, and both parties are willing to renew. Prior to each period of renewal, any proposed increases in renewal rates will be evaluated and compared to current market conditions and actual rate of inflation. The full term of the contractual services could be (5) years, if all four annual renewal options are exercised. The County has sole discretion as to the renewal of this contract. Troup County does not discriminate on the basis of disability in the admission or access to its programs or activities. VIII. EVALUATION FACTORS All responses to the RFP will be evaluated to assess contractor qualifications, experience, quality of work and ability to meet program schedules. Rating factors and their corresponding values are as follows: 1. Cost for requested services 35% 2. Experience and capacity 25% 3. Mobility and proximity to clients 25% 4. References 15% 3

4 RFP APPLICATION FORM CHIP Housing Rehabilitation Program Administration Address: Contact Person: Business Phone: Cell Phone: NAME(S) AND EXPERIENCE OF PERSONS/ORGANIZATIONS WHO WOULD PERFORM ITEMS IN SCOPE OF SERVICES: Name(s) Phone Primary Responsibilities Please attach additional pages as necessary to describe each listed person s specific and relevant experience, including the number of years working with similar programs or activities. Signature/Date of Authorized Contractor Official Submitting this RFP Response and this RFP Schedule. signature date General Information: When was your firm established? (date) Has your firm had experience with Community HOME Investment Program (CHIP) yes no. If yes, please attach a list of the CHIP funded projects your firm has worked on including the type of project and the location of the project. 4

5 If currently administrating housing rehabilitation activities for other agencies, please indicate the following: Name of Source of Remaining Balance Approx. # Clients to be Expenditure Agency Funds of Funds Served w/ Remaining Funds Deadline Price to Perform Service: Please provide a price to complete the requested service: $ THE COUNTY REQUIRES PRICING TO REMAIN FIRM FOR THE DURATION OF INITIAL TERM OF CONTRACT. FAILURE TO HOLD FIRM PRICING FOR THE INITIAL TERM OF THE CONTRACT MAY BE SUFFICIENT CAUSE FOR THE COUNTY TO DECLARE RFP NON-RESPONSIVE. UNLESS OTHERWISE NOTED, QUOTED PRICE WILL REMAIN FIRM FOR FOUR (4) ADDITIONAL ONE YEAR PERIODS. If a percentage increase will be a part of these renewal options, please note the percentage increase for each year s options in the space provided below together with and explanation. YR 2: YR 3: YR 4: YR 5: REFERENCES Troup County requests a minimum of three (3) references:

6 Failure to return the following RFP documents may result in RFP being deemed nonresponsive and automatically rejected: 1. Requested Certifications 2. References Troup County shall be the sole determinant of technicality vs. non-responsive. 6

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