MPHA Request for Quote (RFQ) PH MPHA & NON-MPHA VEHICLE TOWING SERVICES

Transcription

1 MPHA Request for Quote (RFQ) PH MPHA & NON-MPHA VEHICLE TOWING SERVICES 1. Owner: Minneapolis Public Housing Authority (MPHA) 1001 Washington Ave. N Minneapolis, MN Quotes Due & Method: Tuesday, May 12, 2015 at 2:00 pm. Late Quotes will not be accepted. Quotes to be submitted by dropping off or using U.S. mail or delivery services to: Minneapolis Public Housing Authority Procurement Department- Attn: Jon Klinkenberg, Rm Washington Ave. N Minneapolis, MN or by attaching a PDF version of your Quote and ing it to: jklinkenberg@mplspha.org No Quotes will be accepted verbally or by phone. Put RFQ #PH on your envelope, box or Quote Request. The complete RFQ is located on the MPHA website. Three steps to the information: a. Go to b. Click on the "Business" tab c. Click on the "Contracting Opportunities" link 4. Competitive Process. This is a competitive process. In accordance with HUD Handbook No Sec. 5.5(B) this Request For Quotes is using price and other factors to determine award. Those factors are listed in SECTION D: METHOD OF EVALUATION / SCORING on page 4 of this document. 5. Items to Be Submitted With Quotes: a. Pricing sheet including Authorized Signature page; b. Copy of valid City of Minneapolis or State required Licenses / Permits for Towing; c. All information requested in SECTION B: REQUIREMENTS of this document. 6. Timing: The plan is for MPHA to award the contract for these services once they have been evaluated. The contract will be for 730 days (2 years), with options to extend three additional years. 7. RFQ Contact: Send all questions regarding this RFQ to Jon Klinkenberg, Director of Procurement, jklinkenberg@mplspha.org 8. Questions & Answers: Questions will be allowed to be submitted, only by to the RFQ Contact listed in #7 above. Answers will be posted on the MPHA web site per the instructions listed in #3 above. The deadline for submitting questions is Tuesday, May 5, 2015 at 3:00 pm. 9. Attachments: There are 4 attachments to this RFQ: a. ATTACHMENT A: Mandatory Contract Clauses For Small Procurements - Table 5.1 b. ATTACHMENT B: Current Pricing & Sample Contract and Certificate of Acknowledgement c. ATTACHMENT C: HUD Section 3 Clause d. ATTACHMENT D: MPHA Property List PH RFQ: Towing Services Page 1 of 5

2 A: STATEMENT OF WORK 1. Purpose: Provide 24 hour, 7 days a week towing services for designated MPHA properties. 2. Location of Service: See ATTACHMENT D: MPHA Property List for addresses. 3. Agreed Service Level: Contractor agrees to guarantee their services and pricing for an initial period of 2 years with three 1 year options to renew at MPHA's discretion. 4. Scope Of Work a. MPHA is requesting quotes for the towing of MPHA vehicles and non-mpha vehicles as requested by authorized MPHA employees and/or the designated parking lot monitoring service. b. The contract for the towing of vehicles from MPHA properties and locations throughout the City of Minneapolis will be a two year contract with the option of extending the contract for three additional 1 year periods at the same terms and conditions. c. All work must be performed in accordance with Minneapolis City Ordinance 349 governing Wreckers and Tow Trucks. Notice of disposition of property must be in accordance with State law. d. The owners of Non-MPHA vehicles are responsible for paying any towing, storage and associated charges due the Contractor. e. MPHA is responsible for paying for the tow/ jump-start and tire changes associated with work performed on MPHA vehicles under the towing contract. f. The Contractor selected must provide service on a 24-hour basis, 7 days a week. g. Quantities of estimated service to be performed over the term of the contract are estimates and are only to be used to determine the pricing portion of the evaluation. There is no guarantee of the number of tows that will be requested under this contract. h. The Contractor will submit Quarterly Reports on the number of vehicles towed and related charges under this contract to MPHA's Contract Administrator. A summary of the report format is listed in B16 of the REQUIREMENTS section (page 3) B: REQUIREMENTS The Contractor selected shall be in compliance with all sections of the Minneapolis City Ordinance Chapter 349 governing Wreckers and Tow Trucks. 1. Under Minneapolis City Ordinance Chapter 349, the City regulates the operation of tow truck services within the city limits. Those engaging in towing services for MPHA are required to have a valid Class A motor vehicle service license. Additionally, individual tow truck operators are obliged to hold a valid tow truck driver registration permit. Submit copies of these documents with your quote. 2. All parking areas under this contract must have the required signage provided by the Contractor. 3. Submit the location and hours of operation of the business office and vehicle storage lot located within the Minneapolis City limits. The capacity of the storage lot shall be noted. 4. Include the length of time in the towing business. PH RFQ: Towing Services Page 2 of 5

3 5. Provide the number of tow vehicles possible during normal workdays and peak winter demand periods as in the case of snow emergencies. Describe your ability to tow vehicles from MPHA parking lots on a scheduled basis with 24 hours notice, so that MPHA can plow lots on a scheduled basis as coordinated in advance with the Contractor by MPHA management offices. 6. Provide an average response time to jump-start, change tires or tow vehicles from MPHA parking lots as needed. 7. List all parking lot monitoring companies/services that the Contractor has worked with successfully to coordinate towing efforts in accordance with City of Minneapolis ordinances. 8. Professionalism of the Contractors employees relative to working with MPHA employees, tenants and the general public in a dignified and respectful manner while working with a diverse public, sometimes with language limitations and sometimes under confrontative conditions, is very important to MPHA. Indicate any special training given to employees relative to these concerns. 9. Include at least three references of towing service agreements covering similar services as in this request. List company name, contact name and phone number. 10. If required, the Contractor must be able to provide a detailed monthly invoice. The monthly consolidated invoice will be sent to: Minneapolis Public Housing Authority Accounts Payable - Suite Washington Ave. N Minneapolis, MN By submitting a Quote, the Contractor agrees that it will comply with all of the terms and conditions contained in this documents, including ATTACHMENT A: Mandatory Contract Clauses For Small Procurements - Table 5.1, if selected. 12. All employees shall be properly identified while working on the property. The Contractor's employees shall be identifiable through uniform jackets, shirts, hats and ID badges, as well as from their tow truck signage on both sides of truck. 13. The contractor shall report to MPHA management officials any condition that hinders adequate results in providing service under this contract. 14. The Contractor shall purchase, provide and maintain, at Its own expense, such Insurance as will protect the Contractor from claims set forth below: a. General Liability coverage of $1.5M per occurrence and $2M aggregate b. Auto Liability including Owned, Hired and Non-Owned coverage of $1M c. Umbrella liability coverage of $1M per occurrence minimum. d. Worker s Compensation to meet statutory requirements e. Employers Liability Limits $500,000 each category. A copy of this Certificate of Insurance Liability, listing MPHA as additional insured shall be provided prior to the time the contract is issued. The Contractor must provide at least 30 days notice when the insurance is about to expire. 15. A notarized Certificate of Acknowledgement shall be included in with your quote. (ATTACHMENT B) 16. Each quarter (3 month period from the effective date of the contract) the Contractor shall provide the MPHA Contract Administrator with a copy of a report that lists: a. Contractors name and address; b. A summary of non-mpha vehicles: PH RFQ: Towing Services Page 3 of 5

4 Number of vehicles towed and the property address they were towed from Number of vehicles dropped (not towed) Number of days of storage charged c. A summary of MPHA vehicles: Number of battery charges Number of tows to garage Number of flat tires changed C: CONSIDERATIONS 1. Reservation Of Rights: MPHA reserves the right to: a. Reject any or all Quotes, to waive any informalities in the RFQ process, or to terminate the RFQ process at any time, if deemed by MPHA to be in the best interest of the MPHA; b. Award to multiple proposers by AMP c. Reject and not consider any Quote that does not, in the opinion of the CO, meet the requirements of this RFQ, including but not necessarily limited to incomplete Quote, offering alternate (not including or equal items) or non-requested items or services; d. Determine the days, hours and locations that the successful proposer shall provide the items or services called for in this RFQ; 2. Hold Prices/Non-Escalation: By submitting a Quote, and whereas the pricing submitted is a firm-fixed cost, each proposer thereby agrees to "hold" or not increase the proposed prices during the term of the contract. 3. Quote Costs: There shall be no obligation for MPHA to compensate any proposer or prospective proposer for any costs that he/she may incur in responding to this RFQ. 4. Assignment Of Personnel: MPHA shall retain the right to request and receive a change in personnel assigned by the successful proposer to provide services for MPHA, if MPHA believes that such change is in the best interest of MPHA and the completion of the work or provision of the items. 5. Unauthorized Sub-Contracting Prohibited: The successful proposer shall not assign any right, nor delegate any duty for the work proposed pursuant to this RFQ. 6. Section 3 - W/MBE & EEO: The work to be performed under this contract is subject to the requirements of section 3 of the Housing and Urban Development Act of Section 3 requirements are included in ATTACHMENT C. MPHA values resident participation and employment in its contracting. MPHA has a goal of 20% minority business enterprise (MBE) and 7% women business enterprise (WBE) participation. The selected Contractor shall comply with all applicable equal opportunity and affirmative action laws. D: METHOD OF EVALUATION / SCORING All Quotes will be evaluated against the following criteria: ITEM PERCENTAGE Cost 60 Responses to SECTION B: REQUIREMENTS 20 References and Past Performance 10 W/MBE Certification 5 Section 3 Participation 5 Failure to provide copies of the required licenses or permits is an automatic disqualification of your Quote. PH RFQ: Towing Services Page 4 of 5

5 PRICING QUOTE SHEET Complete this page and return it with all required documents noted in this RFQ. The numbers used in calculation are estimates to be used for awarding purposes only. There is no guarantee for the amount of business that will be generated from this contract. ITEM Charge per Event Estimated Usage (A) Non-MPHA VEHICLES Towing charge per vehicle 597 Estimated Cost Drop charge (not towed) 26 Storage charge after 24 hours 69 (A) Non-MPHA Total: (B) MPHA VEHICLES Tow & deliver to shop 8 Jump starts 2 Tire change per tire 2 (B) MPHA Total: (A+B) GRAND Total: REQUEST FOR QUOTES AUTHORIZED SIGNATURE SECTION By signing this document, the proposer acknowledges they have authority to enter into a contract for their company and understands and agrees to the Statement of Work, Requirements and Considerations sections of this RFQ. YOUR QUOTE MUST INCLUDE A SIGNED AUTHORIZATION SIGNATURE, A COMPLETED QUOTE PRICING SHEET & ANY OTHER FORM, DOCUMENT OR INFORMATION REQUESTED IN THIS RFQ. FIRM'S FULL LEGAL NAME: SIGNATURE: EIN/SS#: NAME: (Please type or legibly print name) TITLE: PHONE: If this Quote is accepted by MPHA, this document will be considered part of the contract between the Contractor and MPHA. PH RFQ: Towing Services Page 5 of 5

6 MPHA Request for Quote (RFQ) PH TOWING SERVICES FOR MPHA PARKING LOTS ATTACHMENT A MANDATORY CONTRACT CLAUSES FOR SMALL PROCUREMENTS HUD Procurement Handbook for Public Housing Agencies No REV 2, Sec. 5.10, Table 5.1 The following contract clauses are required in contracts pursuant to 2 CFR ; & Appendix II and Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. HUD is permitted to require changes, remedies, changed conditions, access and records retention, suspension of work, and other clauses approved by the Office of Federal Procurement Policy. The PHA and contractor is also subject to other Federal laws including the U.S. Housing Act of 1937, as amended, Federal regulations, and state law and regulations. Examination and Retention of Contractor s Records. The PHA, HUD, or Comptroller General of the United States, or any of their duly authorized representatives shall, until three years after final payment under this contract, have access to and the right to examine any of the Contractor s directly pertinent books, documents, papers, or other records involving transactions related to this contract for the purpose of making audit, examination, excerpts, and transcriptions. Right in Data and Patent Rights (Ownership and Proprietary Interest). The PHA shall have exclusive ownership of, all proprietary interest in, and the right to full and exclusive possession of all information, materials, and documents discovered or produced by Contractor pursuant to the terms of this Contract, including, but not limited to, reports, memoranda or letters concerning the research and reporting tasks of the Contract. Termination for Cause and for Convenience (contracts of $10,000 or more). (a) The PHA may terminate this contract in whole, or from time to time in part, for the PHA s convenience or the failure of the Contractor to fulfill the contract obligations (cause/default). The PHA shall terminate by delivering to the Contractor a written Notice of Termination specifying the nature, extent, and effective date of the termination. Upon receipt of the notice, the Contractor shall: (1) immediately discontinue all services affected (unless the notice directs otherwise), and (2) deliver to the PHA all information, reports, papers, and other materials accumulated or generated in performing the contract, whether completed or in process. (b) If the termination is for the convenience of the PHA, the PHA shall be liable only for payment for services rendered before the effective date of the termination. (c) If the termination is due to the failure of the Contractor to fulfill its obligations under the contract (cause/default), the PHA may: (1) require the Contractor to deliver to it, in the manner and to the extent directed by the PHA, any work described in the Notice of Termination; (2) take over the work and prosecute the same to completion by contract of otherwise, and the Contractor shall be liable for any additional cost incurred by the PHA; and (3) withhold any payments to the Contractor, for the purpose of set-off or partial payment, as the case may be, of amounts owned by the PHA by the Contractor. In the event of termination for cause/default, the PHA shall be liable to the Contractor for reasonable costs incurred by the Contractor before the effective date of the termination. Any dispute shall be decided by the Contracting Officer.

7 MINNEAPOLIS PUBLIC HOUSING AUTHORITY SAMPLE FORM OF CONTRACT w/ Current Pricing Noted ATTACHMENT B 1. Date of Issue 2. MPHA Project No. 3. MPHA Contract No. Effective date LRPN: n/a PH Name & Address of Contractor: EIN: 5. Check Appropriate Box Individual Partnership Joint Venture Corporation organized and existing under the laws of the State of Minnesota 6. The above stated, hereinafter Contractor and Minneapolis Public Housing Authority in and for the City of Minneapolis, Minnesota, hereinafter MPHA, WITNESSETH: that the Contractor and the MPHA for the consideration stated herein mutually agree as follows: ARTICLE 1. Contract Documents: The Contract shall consist minimally of the following component parts: a. This Instrument, b. Mandatory Clauses Table 5.1, c. The RFQ document & submitted Pricing Quote Sheet, g. Addenda, if any. This instrument, together with the other documents enumerated in this Article 1 and in the RFQ Solicitation Documents, which said other documents are as fully a part of the Contract as if attached or herein repeated, form the Contract. In the event that any provisions of any component part of the Contract conflicts with any provisions of any other component part, the provision of the component part first enumerated in this, Article 1 shall govern, except as otherwise specifically stated. The various provisions in Addenda shall be construed in the order of preference of the component part of the Contract which each modified. ARTICLE 2. SCOPE OF WORK: Contractor shall furnish and pay for all labor, materials, parts, tools, equipment, supervision, permits, bonds, insurance and services necessary to satisfactorily perform and complete all work required for MPHA & Non-MPHA Vehicle Towing Services, per contract and Request for Quotes documents for the total contract price as stated below. Term of Contract is 730 days from the effective date of this contract, with MPHA's option to renew for up to 3 additional 1 year extensions. 7. Contract Price: This contract is a Firm Fixed-Price Contract Not To Exceed $75,000, to perform work as requested throughout the term of the contract. Fees are based on the following: ITEM Charge per Event (A) Non-MPHA VEHICLES (Paid by vehicle owner) Towing charge per vehicle $ Drop charge (not towed) $50.00 Storage charge after 24 $20.00 (B) MPHA VEHICLES (Paid by MPHA) Tow & deliver to shop $0.00 Jump starts $0.00 Tire change per tire $ IN WITNESS WHEREOF, the parties have caused this instrument to be executed in two (2) originals, effective on the day and year MPHA s Contracting Officer signs this instrument. 9. Contractor By (Name of Contractor) (Authorized Signature) Title (type or print) Date (Witness Signature) MINNEAPOLIS PUBLIC HOUSING AUTHORITY 10. By Legal Counsel (as to form and execution) Date 11. By Contracting Officer Date FormofContract_3/15

8 CERTIFICATE OF ACKNOWLEDGMENT BY PARTNERSHIP STATE OF ) SS On this day of, 20 COUNTY OF ) before me, a Notary Public within and for county, personally appeared to me known to be all of the Partners doing business under the Partnership name and style of and to me known to be the persons described in and who executed the foregoing instrument, and acknowledged that they executed the same as their own free act and deed. My Commission Expires Signature of Notary County, MN CERTIFICATE OF ACKNOWLEDGMENT BY CORPORATION STATE OF ) SS On this day of, 20, COUNTY OF ) before me, a Notary Public within and for county, personally appeared and to me personally known, who, being duly sworn, did say that they are respectively the and the of, the corporation named in the foregoing instrument, and that the seal affixed to said instrument was signed and sealed in behalf of said corporation by authority of its Board of and said and acknowledged said instrument to be the free act and deed of said corporation. My Commission Expires Signature of Notary County, MN CERTIFICATE OF ACKNOWLEDGEMENT BY INDIVIDUAL STATE OF ) SS On this day of, 20, COUNTY OF ) before me, a Notary Public within and for county, personally appeared known to be the person described in and who executed the foregoing instrument, and each severally acknowledged that executed the same as his/her own free act and deed. My Commission Expires Signature of Notary County, MN CertofAcknowledment_3/15

9 Directive Number: Attachment C SECTION 3 CLAUSE A. The work to be performed under this contract is 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. 170lu. Section 3 requires that to the greatest extent feasible, opportunities for training and employment be given to lower income residents of the area of the Section 3 covered project 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 Section 3 covered 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 s/he has a collective bargaining agreement or other contract or understanding, if any, a notice advising the said labor organization or workers representative of its 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, 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 this regulation. 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, 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 135. F. Noncompliance with HUD 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 Action (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 (I) 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)

10 SECTION 3 BUSINESS CERTIFICATION PROCEDURES 1. Submit a Section 3 Business Certification from a government entity in the Metropolitan Area. You may become a certified Section 3 business by submitting to Minneapolis Public Housing Authority s (MPHA) Procurement Department a current Section 3 Certificate from another government entity in the Metropolitan Area. 2. Comply with MPHA s Section 3 Certification Program. To receive a Section 3 business certification from MPHA, the business must comply with MPHA s procedures which are listed below in Part 5. If you have any questions or are a business owned by MPHA residents or are a Youthbuild program, contact the person listed below. 3. The Metropolitan Area includes MN counties: Anoka; Carver; Chisago; Dakota; Hennepin; Isanti; Ramsey; Scott; Sherburne; Washington; and Wright and WI Counties: Pierce; and St. Croix. 4. Before a contract is awarded, MPHA may request a Section 3 business to provide adequate documentation that the Section 3 business is responsive and has the ability to successfully perform the terms and conditions of the contract. For a current directory of Certified Section 3 businesses and a resident list, contact MPHA's Section 3 Coordinator (Contact information located below in #6.) 5. MPHA s Section 3 Business Certification Procedures. a. Contact MPHA s Procurement Department to request a Section 3 Certification Packet. b. Provide to MPHA the required documentation and a completed Section 3 Business Certification Form. c. Assist MPHA in verifying your Section 3 business eligibility. d. If approved, MPHA will issue a Section 3 business certification. e. Notify MPHA of any changes that may affect your certification. f. MPHA may review your Section 3 Business Certification on an annual basis. 6. Questions and Forms. To obtain any Section 3 form or for questions, please contact Ben Jackson, MPHA s Buyer/Section 3 Coordinator: phone at ; fax at ; and at bjackson@mplspha.org Also, some forms and information may be on MPHA s website at: Rev. 01/15 EQUAL EMPLOYMENT OPPORTUNITY / EQUAL HOUSING OPPORTUNITY

11 MPHA Request for Quote (RFQ) PH MPHA & NON-MPHA VEHICLE TOWING SERVICES ATTACHMENT D: MPHA Property List Asset Management Projects AMP Address Name North Amp th Ave N Art Love Manor 2415 N 3rd St Lynway Manor 3116 Oliver Ave N Oliver Manor 315 Lowry Ave N Lowry Towers th Ave N Lyndale Manor 1710 Plymouth Ave N Rainbow Terrace th Ave N Elders Community Center 901 4th Ave N Feeney Manor (Memory Care) th Ave Hamilton Manor 314 Hennepin Ave The Atrium 350 Van White Blvd Heritage Commons Northeast Amp University Ave St. Anthony Highrise 710 2nd St Dickman Park Apartments 616 Washington St Sibley Triangle Apartments nd St NE Friendly Manor rd St NE Friendly Manor 809 Spring St 809 Spring St 1717 Washington Holland Highrise 828 Spring St Spring Manor 1815 Central Ave Parker Skyview Hiawatha Amp nd St E Hiawatha Towers th Ave S Hiawatha Towers th Ave S Hiawatha Towers st Ave S Signe Burckhardt th Ave S Franklin Towers rd Ave S Third Avenue Towers th Ave S Fifth Avenue Highrise th Ave S Fifth Avenue Highrise Cedar Amp Cedar Ave Cedar High Apartments th St S Cedar High Apartments 1627 St 6th S Cedar High Apartments 1212 S 9th St Elliot Twins Apartments 1225 S 8th St Elliot Twins Apartments 1515 Park Ave S Park Center 630 Cedar Ave S Cedar High Apartments Horn Amp nd St E The Pentagon 2728 E Franklin The Riverside 3755 Snelling Ave Snelling Manor th St E 37th Street Manor 3121 Pillsbury Ave S Charles Horn Towers 115 W 31st Charles Horn Towers 3110 Blaisdell Charles Horn Towers 2121 Minnehaha Ave James R. Heltzer Manor AUX 1301 N Bryant Ave Shop 1001 N Washington Ave Main Office 2709 Essex Scattered Sites AMP Office 92 / 96 St Marys Glendale Child Care Glendale Parking Lots Various throughout complex