REQUEST FOR PROPOSALS (RFP) FOR VEHICLE MAINTENANCE SERVICES FOR HOUSING AUTHORITY OF THE CITY OF SAN ANTONIO, TEXAS AND AFFILIATED ENTITIES

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1 818 S. FLORES ST. SAN ANTONIO, TEXAS Procurement Department REQUEST FOR PROPOSALS (RFP) FOR VEHICLE MAINTENANCE SERVICES FOR HOUSING AUTHORITY OF THE CITY OF SAN ANTONIO, TEXAS AND AFFILIATED ENTITIES RFP No Prepared by: Department of Procurement Of the San Antonio Housing Authority 818 South Flores Street San Antonio, Texas President & CEO. Lourdes Castro Ramirez August 2010 HOUSING AUTHORITY OF THE CITY OF SAN ANTONIO, TEXAS ( ) Page 1

2 Date Issued: August 13, 2010 Request for Proposals For Vehicle Maintenance Services The Housing Authority of the City of San Antonio, Texas and its affiliated entities d/b/a San Antonio Housing Authority ( SAHA ) hereby invites proposals from independent contractors for vehicle maintenance services for SAHA as specified in this solicitation. As a part of our social mission and federal mandate, SAHA is committed to providing economic, training and educational opportunities to the low income individuals in the communities we serve. All contractors are required to recruit and hire low income individuals for new positions and provide training & educational opportunities to the greatest extent feasible for these individuals. This Request for Proposals (RFP) contains submission requirements, scope of services, period of services, terms and conditions and other pertinent information for submitting a proper and responsive proposal. Prospective proposers desiring any explanation or interpretation of the solicitation must request it at least seven (7) calendar days before the RFP submittal deadline. The request must be addressed to Charles Bode, Asst. Dir. Of Procurement, at the address stated below. Any information given to a prospective proposer about this solicitation will be furnished to all other prospective proposers as a written amendment to the solicitation. A pre-submittal meeting w ill be held on Se ptember 3, 2010 at 10:00 A.M. Central Time at the SAHA Central Office, 818 South Flores, San Antonio, Texas All responses to the RFP must be enclosed in a sealed envelope and labeled as follows with the specific information: RFP# , Vehicle Maintenance Services, Due Date an d Time: Sep tember 16, 2010, 11:00 A. M. (CST). Th e RF P response mu st b e addressed to The San Antonio Housing Authority, Procurement Department, 818 South Flores, San Antonio, Texas Late submissions will not be accepted. Submissions will be held in confidence until the opening. Submissions will be evaluated on the criteria stated in the RFP. After evaluation of the responses, the Contract will be awarded to the proposer/s representing the Best Value to SAHA after preferences for Section 3 business concerns are considered. The resulting Contract may be funded through Section 3 covered assistance and as such will be subject to Section 3, 24 CFR Part 135. SAHA and its affiliated entities reserve the right to reject any and all submissions. The SAN ANTONIO HOUSING AUTHORITY will receive proposals for the vehicle maintenance services until 11:00 A.M. Central Time, September 16, 2010, at the San Antonio Housing Authority Office, 818 S. Flores, at which time and place all submittals will be opened. Page 2

3 The Request for Proposals can be obtained by calling or online at or Contact Person: Charles Bode Asst. Director of Procurement (210) Notice: Contact w ith members of the SA HA Board of Commissioners, or SAHA officers and employees other than the c ontact person show n above, prior to the execution of a contract w ith the successful proposer(s) could result in disqualification of y our pr oposal. In fairness to all, pr ospective proposers dur ing the RFP process SAHA will not meet in person w ith anyone representing a potential provider of these services to discuss this RFP other than at the pre-submittal meeting. This does not exclude meetings required to conduct b usiness n ot related to the R FP, or possible personal presentations after w ritten or el ectronic proposals have been received and evaluated. HOUSING AUTHORITY OF THE CITY OF SAN ANTONIO, TEXAS By: Lourdes Castro Ramirez President and CEO Page 3

4 Table of Contents Introduction 5 RFP Information at a Glance 6 General Information 7 SAHA Reservation of Rights 10 Scope of Proposal 12 Conditions to Propose 19 Form of Proposal 21 Proposal Evaluation 25 Right to Protest 29 Disputes under the Contract 30 Additional Considerations 30 Attachments: Attachment A- Form of Proposal,Proposal Fee Sheet Build on Materials, Cost Analysis Attachment B HUD Form 5369 Instructions to Offerors HUD Form 5369-A (8-93) Certifications & Representations HUD Form 5370 C I & CII General Conditions Conflict of Interest Questionnaire Attachment C Profile of Firm Form Attachment D- Section 3 Guidelines and Forms Attachment E- Diagnostic & Specialty Equipment List Page 4

5 INTRODUCTION The San Antonio Housing Authority (SAHA) is a public housing agency created by resolution of the City of San Antonio in 1938 pursuant to the Texas Housing Authorities Law (now Chapter 392 of the Texas Local Government Code) and federal law. SAHA is a unit of government and its functions are essential governmental functions. The property of SAHA is used for essential public and governmental purposes and is exempt from all taxes, including sales tax on all its purchases of supplies and services. SAHA enters into and executes contracts and other instruments that are necessary and convenient to the exercise of its powers. SAHA maintains contractual arrangements with United States Department of Housing and Urban Development (HUD) to manage and operate its low rent public housing program and administers the Section 8 Housing Assistance Payments Programs. SAHA programs are federally funded along with development and modernization grants and rental income. Its primary activity is the ownership and management of over 6,300 public housing units. It also administers rental assistance for almost 12,000 privately owned rental units through the Section 8 program. It operates and manages its housing developments to provide decent, safe, sanitary and affordable housing to low income families, the elderly, and the disabled, and implements various programs designed and funded by HUD. SAHA has created a number of affiliated public facility corporations ( PFCs ) pursuant to Chapter 303 of the Texas Local Government Code (the Public Facility Corporation Act). In some instances, these PFCs own projects. In other cases, PFCs or other related entities serve as partners in partnerships that have been awarded low-income housing tax credits. SAHA s affiliated entities own and operate over 3,000 units of affordable housing. SAHA staff also manages the San Antonio Housing Finance Corporation ( Finance Corporation ), which is primarily a conduit issuer of bonds for developers of affordable housing projects. The Finance Corporation was created pursuant to Chapter 394 of the Texas Local Government Code (the Texas Housing Finance Corporations Act). When used herein, SAHA shall include its affiliated entities. Page 5

6 RFP INFORMATION AT A GLANCE SAHA CONTACT PERSON HOW TO OBTAIN THE RFP DOCUMENTS ON THE APPLICABLE INTERNET SITE HOW TO FULLY RESPOND TO THIS RFP BY SUBMITTING A PROPOSAL PRE-SUBMITTAL MEETING PROPOSAL SUBMITAL RETURN & DEADLINE ANTICIPATED APPROVAL BY THE BOARD Charles Bode, Asst. Director of Procurement 818 S. Flores San Antonio, TX charles_bode@saha.org Phone: Fax: Access 2. Drag your pointer over Business with SAHA and click on Current Bids. 3. Follow the listed directions or 4. Access Submit 1 original and 1 exact copy on CD of your proposal to the SAHA Procurement Dept. following the format as described under Item 5, Proposal Format. September 3, 2010 at 10:00 A.M. SAHA Central Office, 818 S. Flores, San Antonio, TX September 16, 2010 at 11:00 A.M. SAHA Procurement Dept. 818 S. Flores, San Antonio, TX October, 2010 Page 6

7 REQUEST FOR PROPOSALS 1.0 GENERAL INFORMATION 1.1 Statement of Purpose: The Housing Authority of the City of San Antonio and its affiliated entities (SAHA) are seeking proposals from independent contractors with demonstrated professional competence and experience to provide for the fleet vehicle maintenance services as specified herein. 1.2 Prospective proposers acknowledge by downloading and receiving the RFP documents and/or by submitting a proposal that the submission of a proposal to SAHA is not a right by which to be awarded a contract, but merely is an offer by the prospective proposer to perform the requirements of the RFP documents in the event SAHA decides to consider to award a contract to that proposer. 1.3 Definitions: Throughout this Request for Proposals and all resulting documents, the terms below shall be defined as follows: Best Value means that SAHA will in an evaluation of each proposal submittal, consider factors other than just cost in making the award decision Contracting Officer when named within an RFP document shall refer to the President and CEO Contract refers to the fully executed written agreement that ensues from the RFP. Whereas all RFP documents are included, by reference, as a part of the ensuing contract, when "contract" is referred to within an RFP document; such is referring to both the RFP documents and the ensuing contract document Contractor and the term "successful proposer" may be used interchangeably Day(s) unless otherwise specified, shall refer to calendar days HUD is the United States Department of Housing and Urban Development. HUD is the Federal agency from which SAHA receives funding; however, pertaining to this RFP, correspondences, including proposal submittals, received from each proposer must exhaust all provisions contained herein prior to contacting HUD (i.e. in the case of a protest) Herein shall refer to all documents issued pursuant to the noted RFP, including the RFP documents and the attachments. Page 7

8 1.3.8 President & CEO is the SAHA President and Chief Executive Officer and/or Interim President and Chief Executive Officer Offer" is the proposal submittal that the proposer delivers to SAHA in response to the RFP Offeror" or "Offerors" are the proposer or proposers Contract Administrator (CA)" is the SAHA Director of Procurement or his/her designated representative Parties When the parties, both parties or either party is stated within the RFP documents or the contract, such refers to SAHA and the successful proposer(s) Proposal, Proposal Submittal and/or Bid is the "hard copy" document that the proposer is required to, as detailed within the RFP document, deliver to SAHA Protestant is a prospective proposer or proposer(s) who feel(s) that he/she has been treated inequitably by SAHA and wishes SAHA to correct the inequitable condition or situation. To be eligible to file a protest with SAHA pertaining to an RFP or contract, the protestant must have been involved in the RFP process in some manner as a prospective proposer or proposer Prospective Prop oser, Pro poser or Bidder A prospective proposer is a firm or individual who has been notified of the RFP solicitation and/or who has requested and/or received the RFP documents and is considering responding with a proposal; a proposer is a firm or individual who has submitted a proposal in response to the RFP. All terms and conditions shall apply equally to all prospective proposers as well as proposers, though prospective proposers may not, after the deadline set for receiving proposals, receive further notices pertaining to that RFP-meaning, certain notices are only delivered to proposers and not to prospective proposers Request For Propo sals (RFP) is the competitive proposal process allowed by HUD, especially as defined within Chapter 7 of HUD Procurement Handbook REV RFP Docu ment(s) When stated in the singular or the plural form, such refers to the body of documents, including attachments and the information posted on the nahro.economicengine.com Internet site and that SAHA makes available to all prospective proposers wherein are detailed SAHA's requirements. Page 8

9 SAHA is the Housing Authority of the City of San Antonio, Texas and all its affiliated entities. Unless otherwise defined herein or within the ensuing contract, whenever the term "SAHA" is used without clearly designating a responsible SAHA staff person, the proposer(s) may assume that responsibility for that item rests with the SAHA CA Undue Delay: Failure to start repairs within two (2) business days without approval of the SAHA Fleet Manager or the CA or authorized designee. 1.4 Non-Mandatory Pre-Proposal Conferenc e: A pre-proposal conference will be held on September 3, 2010 at 10:00 a.m. Central Time at SAHA Central Office, located at 818 South Flores, San Antonio, Texas The purpose of this conference is to assist prospective proposers in the full understanding of the RFP documents so proposers are confident in submitting an appropriate proposal; therefore, at this conference, SAHA will conduct an overview of the RFP documents, including attachments. Because the purpose of this conference is to review the RFP documents, attendees should bring a copy of the RFP documents to this conference. SAHA w ill not distribute at this conference any copies of the RFP docu ments. Questions concerning the contents of the project and procedural aspects of the RFP will be answered at this time; however, the CA may require that some questions be delivered in writing prior to a response. Any questions not answered during the conference will be responded to in writing and an addendum posted on SAHA s website: and nahro.economicengine.com. All prospective proposers are encouraged to attend; however, if proposers do not plan to attend the conference, any questions or request for information must be submitted in writing to the CA seven (7) days prior to the proposal submission deadline. 1.5 Proposal Submission Deadline: September 16, 2010 at 11:00 a.m. (Central Time) at SAHA Central Office, 818 S. Flores, San Antonio, Texas 1.6 Proposer s Responsibilities-Contact with SAHA: It is the responsibility of the proposer to address all communication and correspondences pertaining to this RFP process to the CA only. Proposers must not make inquiry or communicate with any other SAHA staff member or official (including members of the Board of Commissioners) pertaining to this RFP. Failure to abide by this requirement may be cause for SAHA to not consider a proposal submittal received from any proposer who has not followed this directive. During the RFP solicitation process, the SAHA CA will not conduct any ex parte conversations which may give one prospective proposer an advantage over other prospective proposers. 1.7 Type of Contract resulting from RFP: A two (2) year Firm Fixed-Fee contract with the option to extend at the sole discretion of SAHA for up to three additional one-year periods. Page 9

10 2.0 SAHA S RESERVATION OF RIGHTS 2.1 SAHA reserves the right to reject any or all proposals, to waive any informality in the RFP process, or to terminate the RFP process at any time, if deemed by SAHA to be in its best interests. 2.2 SAHA reserves the right not to award a contract pursuant to this RFP. 2.3 SAHA reserves the right to terminate a contract awarded pursuant to this RFP, at any time for its convenience upon 14 days written notice to the successful proposer(s). 2.4 SAHA reserves the right to determine the days, hours and locations that the successful proposer(s) shall provide the services called for in this RFP. 2.5 SAHA reserves the right to retain all proposals submitted and not permit withdrawal for a period of 90 days subsequent to the deadline for receiving proposals without the written consent from the CA. 2.6 SAHA reserves the right to negotiate the fees proposed by all proposers. If such negotiations are not, in the opinion of SAHA s CA successfully concluded within a reasonable timeframe as determined by SAHA, SAHA shall retain the right to end such negotiations. 2.7 SAHA reserves the right to reject and not consider any proposal that does not meet the requirements of this RFP, including but not necessarily limited to incomplete proposals and/or proposals offering alternate or non-requested services. 2.8 SAHA shall have no obligation to compensate any proposer for any costs incurred in responding to this RFP. 2.9 SAHA reserves the right to at any time during the RFP or contract process to prohibit any further participation by a proposer or reject any proposal submitted that does not conform to any of the requirements detailed herein. Each prospective proposer further agrees that he/she will inform SAHA s CA in writing within five (5) days of the discovery of any item that is issued thereafter by SAHA that he/she feels needs to be addressed. Failure to abide by this timeframe shall relieve SAHA, but not the prospective proposer, of any responsibility pertaining to such issue SAHA reserves the right, prior to award, to revise, change, alter or amend any of the instructions, terms, conditions, and/or specifications identified within the RFP documents issued, within any attachment or drawing, or within any addenda issued. All addenda will be posted on SAHA s website Page 10

11 and nahro.economicengine.com. Such changes that are issued before the proposal submission deadline shall be binding upon all prospective proposers In the case of rejection of all proposals, SAHA reserves the right to advertise for new proposals or to proceed to do the work otherwise, if in the judgment of SAHA, the best interest of SAHA will be promoted SAHA 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 SAHA reserves the right to reduce or increase estimated or actual quantities in whatever amount necessary without prejudice or liability to SAHA, if: Funding is not available, Legal restrictions are placed upon the expenditure of monies for this category of service or supplies; or, SAHA s requirements in good faith change after award of the contract SAHA reserves the right to make an award to more than one proposer based on ratings and to award with or without negotiations or a Best and Final Offer (BAFO) SAHA reserves the right to require additional information from all proposers to determine level of responsibility. Such information shall be submitted in the form required by SAHA within two (2) days of written request SAHA reserves the right to amend the contract any time prior to contract execution SAHA reserves the right to require the Contractor to keep accurate timesheets for all employees assigned to perform any project, task, or assignment resulting from this RFP and any resulting contract SAHA reserves the right to contact any individuals, entities, or organizations that have had a business relationship with the proposer regardless of their inclusion in the reference section of the proposal submittal In the event any resulting contract is prematurely terminated due to nonperformance and/or withdrawal by the Contractor, SAHA reserves the right to seek monetary restitution (to include but not limited to withholding of monies owed) from the Contractor to cover costs for interim services and/or cover the difference of a higher cost (difference between terminated Contractor s rate and new company s rate) beginning the date of Contractor s termination through the contract expiration date. Page 11

12 3.0 SCOPE O F PROPO SAL/TECHNICAL SPECIFICATI ONS: The Contractor shall provide all material, labor, parts, and equipment to maintain and repair SAHA s fleet of vehicles and equipment and/or provide for the fueling of SAHA vehicles including reports as specified herein. SAHA currently contracts for these services with the City of San Antonio. SAHA may award multiple contracts for maintenance based on geographic location or other factors and also one or more specialty shops (tires, transmission, glass, paint & body). 3.1 REGULAT ORY: Contractor(s) shall comply with all applicable federal, state and local laws, rules, regulations, ordinances and codes and obtain any licenses or permits required to provide the services under this RFP. 3.2 PRODUCT QUALITY STANDARD: Contractor shall use parts, products and services that meet or exceed the specifications included herein and in all cases meet or exceed the requirements and specifications of the original equipment manufacturer (OEM). 3.3 INSPECTIONS: All replacements & repairs shall be subject to inspection and approval by a SAHA representative. The inspection shall be conducted by all parties responsible for the job including SAHA s fleet representative and the Contractor s representative State of Texas Safety Inspections: Maintenance Contractor(s) must be an authorized State of Texas Inspection Station in order to receive an award State inspections shall be done as required without an appointment and shall be completed within ½ hour of arrival. 3.4 LICENSING: Contractor/s shall be licensed and/or certified as required by the jurisdiction(s) in which the service is to be performed and the license/certificate shall be current and in good standing. Copies of the licenses and certificates shall be placed under Tab CONTRACTOR GENERAL REQU IREMENTS FOR MAINTENANCE: Contractor is responsible for verifying all quantities, conditions and variables of the fleet. Failure to verify shall not relieve the Contractor of his obligations under any ensuing contract. The SAHA fleet ranges in age from approximately 3 years for the newest vehicles to over 20 years old for its oldest. The fleet totals approximately 200 vehicles consisting of Hybrids, cars, compact pickups, regular pickups and some larger commercial trucks. Page 12

13 3.5.1 Contractor shall follow the manufacturer s recommendations during the servicing, repair, installation of any equipment, parts and/or materials unless in conflict with the applicable specifications. If a conflict arises Contractor shall immediately contact the Fleet Manager for resolution Service L ocations: The awarded Contractor shall have a location of suitable size and personnel to handle the repair and maintenance of the fleet vehicles without undue delay. SAHA may award multiple contracts based on location or other factors within the City of San Antonio Metro area in order to provide convenient locations for its various properties to get their vehicles serviced, repaired, and maintained Labor & Equipment: Contractor shall include in his/her proposal showing all costs for equipment, materials, hardware and labor required to accomplish the tasks specified herein and as outlined in the cost proposal forms All products listed herein are to reference a known quality and level of performance. SAHA will consider alternate brands of equal quality and performance. The Proposer must indicate on the Proposal Form if they are proposing alternate products, and provide complete manufacturer s specification with the proposal submittal. In all cases SAHA shall be the final determiner of equality. All substitutions will be approved in writing; no oral approvals shall be recognized Notice to Proceed With Repairs: The Contractor is authorized to proceed with any repairs that do not exceed $500. For repairs in excess of $500 but less than $1,000 the Contractor shall get verbal approval of the Fleet Manager. For repairs in excess of $1,000 the Contractor shall provide the Fleet Manger a written (fax, or hard copy) estimate detailing the needed repairs Contractor shall not proceed with work on any unit that has an estimated repair cost in excess of $1,000 until a notice to proceed (fax, or written) is received from the SAHA Fleet Manager Personnel : Contractor shall utilize only full trained and qualified personnel to make repairs and service SAHA fleet vehicles and equipment. All mechanics must be ASE Certified, all paint and body technicians must be I-Car/ASE Certified. If any work is performed by a non-certified mechanic/technician it must be inspected and approved by an ASE certified supervisor Special Equipment: The Contractor and/or his staff must have available the necessary specialized diagnostic equipment to diagnose OBD1, OBD2, OBD2-CAN, ABS Brake Systems, and Body Control computers for all makes and models of vehicles (foreign & domestic). Service personnel must be fully trained and if available certified in the operation of the diagnostic equipment used. Page 13

14 3.6 Service Intervals: The contractor shall service SAHA vehicles in accordance with the following guidelines. If the previous service work cannot be determined the Contractor shall inspect all serviceable fluids and components (belts, hoses etc) and determine when they should be scheduled for change and provide a recommendation to the driver and the SAHA Fleet Manager Engine Oil Changes: The oil and filter shall be changed on every car and truck to 1 ton on a 5,000 mile interval or every 4 months whichever occurs first. Contractor shall utilize a major brand (ex Castrol, Valvoline, Quaker State, Mobil 1) semi-synthetic 10W-30 oil and a major brand oil filter (ex. ACDelco, Motorcraft, Fram, Purolator) Air Filter: Contractor shall check the air filter at every oil change and replace as necessary. Filter shall be replaced at least once per year regardless of mileage Tune Up: Every vehicle shall be tuned up at 50,000 mile intervals. For standard electronic and points ignition systems the Contractor shall replace the spark plugs, spark plug wires, distributor cap, ignition rotor and points and condenser if so equipped. For distributorless ignitions (DIS) with coil packs Contractor will change the plugs and ignition wires and test and replace the coil packs as necessary. For coil on plug DIS systems the contractor shall change the plugs and inspect and test the coils, boots and wires and replace as necessary. Contractor shall only utilize OEM sparkplugs of the type, heat range and brand specified by the manufacturer for that vehicle and engine Automatic Transmission Fluid: Automatic transmission fluid and filter shall be changed every 50,000 miles. The change shall be a FULL fluid change (flush) and not just a partial change. In other words all of the old transmission fluid will be removed from the transmission and new fluid will be put in. Care will be taken to not overfill the transmission and only fluid meeting the specific requirements of the OEM will be used Manual Transmissions and Drive Axles: The fluid in manual transmissions and drive axles shall be replaced every 75,000 miles with fluid meeting the exact specifications of the OEM for that particular make and model Brake Fluid: Contractor shall flush the old fluid every three years and replace with new fluid meeting the OEM specifications and bleed the brakes system to insure clean and new fluid throughout the system and its proper operation. Page 14

15 3.6.7 Lubrication: At every oil change the Contractor shall perform following lubrication services; lubricate all joints equipped with grease fittings or plugs, lubricate all body mounts and rubber mounts and bushings with an approved lubricant to eliminate squeaks and binding, check and top off all fluids, including washer fluid, not changed. At least once per year the Contractor shall also lubricate all lock cylinders, door, hood, and trunk hinges and inspect all weather-stripping Tires: At every oil change the Contractor shall check the tires for proper wear and inflation and aging. Contractor shall inflate the tires to 5 PSI under the maximum pressure indicated on the sidewall of the tire. For example if the sidewall of the tire indicated the maximum pressure is 35 psi cold the contractor shall set the tire at 30 psi cold. Contractor shall notify the Fleet Manager of any vehicle with unsafe or questionable tires Preventative Maintenance Inspection: The Contractor shall perform a preventative maintenance inspection when scheduled and ideally at least once per year. This Inspection shall be performed by a fully certified (ASE) line mechanic and shall cover the following items/components: Brake system operation & condition including wheel bearings Cooling system inspection and test and/or replace antifreeze Tires inflation & condition Transmission operation and fluid level & condition check Drive axle(s) operation and fluid level & condition check Suspension and steering condition & operation Glass condition and window operation Air conditioning, heating and defrost operation Exhaust system condition & operation Belts and hoses Check for leaks in engine, transmission, rear end or drive unit Electrical and charging system operation & condition Body & paint condition and operation, including weather-stripping Replace and/or install indentifying decals and vehicle numbers Reports: Reports shall be generated for any service activity on a SAHA vehicle. The Contractor shall provide a copy of the report to the vehicle operator and a copy shall be sent to the Fleet Manager within three (3) business days. The reports shall provide complete detail of the reason for service, the findings and any parts or materials used and fully identify the vehicle on which the service was performed. Page 15

16 Road Service: Contractor shall provide for emergency road service as follows: Jump starting vehicles inside & outside Loop Tire changing service inside & outside Loop Fuel service (5 gallons of fuel) inside & outside Loop The fuel will be billed at cost Towing to repair shop or other specified location. It is preferred that the Contractor has his own equipment; however, SAHA will not object to a subcontracting arrangement but all billing and other issues will be through the Contractor. 3.7 WARRANTIES: All parts installed and any services provided under any contract resulting from this RFP must include both a Manufacturer s Warranty, if applicable, plus a minimum of a one (1) year or 12,000 mile warranty (whichever occurs first) from the Contractor for labor and installation unless specified otherwise herein. This period will begin on the date of FINAL acceptance by SAHA. 3.9 Responsibility for Subcontractors: All requirements for the Prime contractor shall also apply to any and all subcontractors. It is the Prime Contractors responsibility to insure the compliance by the subcontractors. At all times the Prime Contractor remains liable to SAHA for the performance and compliance of his/her subcontractors Specialt y Shops: In addition to the contract/s for general maintenance SAHA may award contracts to one or more of the following specialty services if determined to be in SAHA s best interest Transmission Shop Body Shop Tire Shop Auto Glass Service 3.11 Transmission Shop: SAHA may award multiple locations based on a geographic area or other factors to allow for multiple locations to provide convenient access for SAHA properties service vehicles. All transmission mechanics must be ASE certified and trained in the repair of automatic and manual transmissions. The shop must have available the necessary diagnostic and specialty tools required to properly repair and service all makes and models of transmissions from approximately the 1980 model year and newer Body Shop: SAHA may award multiple locations based on a geographic area or other factors to allow for multiple locations to provide convenient access for SAHA properties service vehicles. All technicians must be ASE/I-Car certified and trained in body repair and painting. The shop must have available the necessary diagnostic and specialty tools required to properly repair, service and paint all makes and models of vehicles from approximately the 1980 model year and newer. Page 16

17 3.13 Tire Shop: SAHA may award multiple locations based on a geographic area or other factors to allow for multiple locations to provide convenient access for SAHA vehicles. Tire shops must be an authorized dealer for one or more of the tire brands on the State of Texas TXMAS Tire contract to be considered for an award. New tires will only be procured through those contracts. Shops must also be capable of servicing the full range of tires from small equipment to large trucks Auto Glass Service: SAHA may award one or more full service auto glass contracts. The auto glass service shall have both shop and mobile replacement services for all types of automotive glass Auto Parts: Contractor shall indicate the discount to be applied to parts used in the repair of SAHA owned vehicles. SAHA reserves the right to obtain parts through other contracts when it is determined to be in SAHA s best interest HUD Section 3 Program: Contractor shall utilize Section 3 residents as defined in Attachment D to perform the requirements under this bid to the greatest extent feasible and shall document such efforts quarterly. There is a 30% goal for hiring Section 3 residents on any contract/s resulting from this RFP. Contractors will be evaluated on his performance at achieving this goal and such evaluation shall be a factor in future awards. Contractor must submit a detailed Section 3 utilization plan w ith his/her bid and the numbe r of expected new hires Con tractor expects as a result of an aw ard, failure to do so may result in disqualification of the bid COMMUNICATIONS: Form: All claims, notices, demands, requests, instructions, approvals and proposals must be submitted in writing Notice to Contractor: Any Notices or Demands upon the Contractor shall be sufficiently given if delivered at the office of the Contractor stated on the signature page of the Contract or at such other office as he/she may from time to time designate in writing to SAHA Procurement Department or deposited in the United States mail in a sealed, postage-prepaid envelope or if delivered with charges prepaid to any telegraph company for transmission and addressed to the office of the Contractor indicated on the signature page of the contract or such other address as may be subsequently specified in writing to SAHA. Page 17

18 No tice to SAHA: All notification papers required to be delivered to SAHA or its designated representative shall, unless otherwise specified in writing to the Contractor, be delivered to SAHA at 818 South Flores, San Antonio, Texas, 78204; and any notice to or demand upon SAHA shall be sufficiently given if so delivered or deposited in the United States mail in a sealed, postage-prepaid envelope or delivered with charges prepaid to any telegraph company for transmission to SAHA at the above address or to such other address as SAHA may subsequently specify in writing to the Contractor for such purpose Receipt: Any such notice shall be deemed to have been given as of the time of actual delivery; or in the case of mailing, when the same should have been received in due course after the date of surrender to the Post Office; or in the case of telegrams, at the time of actual receipt, as the case may be. 4.0 CONDITIONS TO PROPOSE: 4.1 Pre-Qualification of Proposers: Prospective proposers will not be required to pre-qualify in order to submit a proposal. However, all proposers will be required to submit adequate information showing that the proposer is qualified to perform the required work (i.e. Profile of Firm Form (Attachment C). Failure by the prospective proposer to provide the requested information may, at SAHA s discretion, eliminate that proposer from consideration, provided that all proposers were required to submit the same information. 4.2 RFP Forms, Documents, Specifications and Drawings: Prior to submitting a proposal in response to the RFP, it shall be each prospective proposer s responsibility to examine carefully and, as may be required, properly complete all documents issued pursuant to this RFP Unless otherwise instructed, specifications and drawings (if provided) do not purport to show all of the exact details of the work. They are intended to illustrate the character and extent of the performance desired under the proposed contract and may be supplemented or revised from time to time Catalogs, brand names or manufacturer s references where provided are descriptive only and indicate type and quality desired. Proposals on brands of like nature and quality will be considered unless specified otherwise. If proposing other than references, proposal submittal shall show manufacturer, brand or trade name, and other description of product offered. If other than brand(s) specified is offered, illustrations and complete description of products offered must be included in the proposal submittal. Failure to take exception to specifications or referenced data will require Contractor to furnish specified brand names, numbers, etc. Page 18

19 4.3 Submissions and Receipt by SAHA: Time for Receiving Proposals: Proposals received prior to the proposal submittal deadline shall be securely kept, unopened, by SAHA. The CA, whose duty it is to open such proposals, will decide when the specified time has arrive. No proposal received after the designated deadline shall be considered Proposers are cautioned that any proposal submittal that is time-stamped as being received by SAHA after the exact time set as the deadline for the receiving of proposals shall not be considered. Any such proposals inadvertently opened, but shall be ruled to be invalid. No responsibility will attach to SAHA or any official or employee thereof, for the pre-opening of, or the failure to open a proposal not properly addressed and identified A total of one (1) original signature copy (marked ORIGINAL ) and One (1) exact copy, less cost information, on CD, with a cover and extending tabs, of the proposal submittal, shall be placed unfolded in a sealed package with the proposer s name and return address and addressed as follows: RFP # {Insert Number} {Insert Exact Title of RFP} {Insert Month, day, year, Time of Bid Opening} The San Antonio Housing Authority Procurement Department 818 S. Flores San Antonio, Texas Withdraw al of Proposals: Proposals may be withdrawn as detailed within Section 5(g) of Form HUD-5369 (10/2002), Late Submissions, Modifications and Withdrawal of Bids. Negligence on the part of the proposer in preparing his/her proposal confers no right of withdrawal or modification of his/her proposal after such proposal has been received and opened Procedure to withdrawal proposal submittal : A request for withdrawal of a proposal due to a purported error need not be considered by SAHA unless filed in writing by the proposer within 48 hours after the proposal deadline. Any such request shall contain a full explanation of any purported error and shall, if requested by SAHA, be supported by the original calculations on which the proposal was computed, together with a certification and notarization thereon that such computation is the original and was prepared by the proposer Page 19

20 4.4 Exceptions to Specifications: or his/her agent, who must be identified on the notarized form. The foregoing shall not be construed that such withdrawal will be permitted, as SAHA retains the right to accept or reject any proposed withdrawal for a mistake A prospective proposer may take exception to any of the proposal documents or any part of the information contained therein, by submitting, in writing to the SAHA CA, at least seven (7) days prior to the proposal submission deadline, a complete and specific explanation as to what he/she is taking exception. Proposed alternate documents or information must also be included. SAHA reserves the right to agree with the prospective proposer and issue a revision to the applicable RFP requirements, or may reject the prospective proposer s request When taking exception, prospective proposers must propose services that meet the requirements of the RFP documents. Exceptions to the specification and/or approved "equal" requests may be discussed at the scheduled pre-proposal conference (if scheduled). All verbal instructions issued by the SAHA officers not already listed within the RFP documents shall only become official when issued as addenda or as a written answer issued pursuant to receipt of a written question. 5.0 FORM OF PROPOSAL : The proposal shall be submitted in the following manner. Failure to submit the proposal in the manner specified may result in a premature opening of, post-opening of, or failure to open and consider that proposal, and may, at the discretion of the SAHA CA, eliminate that proposer from consideration for award. 5.1 Required Forms: All required forms furnished by SAHA as a part of the RFP document issued shall, as instructed, be fully completed and submitted by the proposer. Such forms may be completed in a legible hand-written fashion, by use of a typewriter, or may be downloaded and completed on a computer. If, during the download, a form becomes changed in any fashion, the proposer must edit the form back to its original form (for example, signature lines must appear on the page which the line was originally intended). 5.2 Tabbed Pr oposal Submittal: SAHA intends to retain the successful Proposer pursuant to a Best Value basis, not a Low Bid basis. Therefore, so that SAHA can properly evaluate the proposals received, all proposals submitted in response to this RFP must be formatted in accordance with the sequence noted below. Each category must be separated by numbered index dividers and the number on the index divider must extend so that each tab can be located without opening the proposal and labeled with the corresponding tab reference noted below. None of the proposed services may conflict with any requirement SAHA has published herein or has issued by addendum. Page 20

21 5.2.1 Tab 1, Form of Proposal: This Form is attached hereto as Attachment A to this RFP document. This one-page Form must be fully completed, and submitted under this tab as a part of the proposal submittal. The proposed fee section of this form will be intentionally left blank in the proposal submittals. The Fee Proposal Sheet, Build on Materials (BOM) & Cost Analysis (Attachment A) must be completed separately and placed in a sealed envelope. DO NOT INCLUDE THE PROPOSED FEE SHEET, OR COST ANALYSIS IN THE PROPOSAL SUBMITTAL COPY (CD). THEY MUST BE SUBMI TTED SEPARAT ELY IN A SEAL ED ENVELOPE AT THE TIME OF PROPOSAL SUBMITTAL AND ATTACHED ONLY TO THE ORIGINAL COPY Tab 2, Fo rm HUD Forms an d Conf lict of Interest Questionnaire: These Forms are attached hereto as Attachment B to this RFP document and must be fully completed, executed where provided thereon and submitted under this tab as a part of the proposal submittal Tab 3, Pr ofile of Firm Form: The Profile of Firm Form is attached hereto as Attachment C to this RFP document. This two-page Form must be fully completed, executed and submitted under this tab as a part of the proposal submittal by the Proposer and each subcontractor Tab 4, Experience, Past Perf ormance, Managerial Capacit y & Financial Viability: The Proposer must submit under this tab a concise description of its experience, past performance, managerial capacity and financial viability to deliver the proposed services, to include: Firm s experience in the operation of vehicle maintenance repair services of this or greater scope, staff size, special equipment inventory, shop size and/or location and names of parts suppliers Financial ability to provide such services to include copies of most recent financial statements or balance sheets that clearly show assets, liabilities, income, credit lines, debt and/or if available the most recent audit Management & Quality Control plan for oversight of all services and the coordination of owner s personnel, subcontractors and suppliers to comply with the requirements of this solicitation Owner/Manager and staff s automotive repair expertise, include resumes of manager and key staff. Evidence of commitment to excellence in workmanship and professionalism as evidenced by awards and certifications. Page 21

22 5.2.5 Tab 5, Client Information: The proposer shall submit three former or current clients, preferably other than SAHA, for whom the proposer has performed similar or like services to those being proposed herein. The list shall, at a minimum, include for each reference: The client s name; The client s current telephone number and address, Description of services provided to the client, Date of services; Tab 6, Joint Venture/Subco ntractors: The proposer shall identify hereunder if this proposal is a joint venture or partnership with another entity. Please remember that all information required from the proposer under the proceeding tabs must also be included for any joint venture or partner. One entity must be designated as the primary contact for the joint venture or partnership in the proposal. Proposers must also provide SAHA with the name, contact information to include address, phone number, address, core area of business, and years of expertise for each subcontractor and supplier intended to be utilized by the Proposer to perform the services requested in this RFP. Proposer must realize that the actual usage of the subcontractor will be contingent upon SAHA s prior written approval, and Proposer remains responsible to SAHA for any and all services and goods provided pursuant to this RFP and any resulting contract. If no joint venture exists or subcontractors will not be utilized, please provide this statement, NO JOINT VENTURE/ NO SUBCONTRACTORS, in this section Tab 7, Section 3 Business Documentation: Proposers are required to submit a utilization plan outlining their efforts to employ qualified Section 3 businesses or persons regardless of whether or not they are seeking a preference. The plan shall detail the Proposer s good faith effort to hire, train or provide educational opportunities to Section 3 residents and the potential number of new hires if awarded a contract. FAILURE TO PROVIDE A SECTION 3 PLAN MAY CAUSE THE SUBMITTAL TO BE DISQUALIFIED AS NON- RESPONSIVE. In addition, any Proposer claiming a Section 3 Business Preference, he/she shall under this tab include the fully completed and executed Section 3 Business Preference Certification Form attached hereto as Attachment D and any documentation required by that form. Please include all supporting documentation with the bid. Supporting documentation includes but is not limited to income tax returns for lowincome employees for which Proposer is seeking the preference, verification of total number of full-time employees, names, addresses and social security numbers of low-income residents who are Proposers employees. Note: If you qualif y as a Section 3 Business Co ncern, your bid w ill receive a preference over other bids as spec ified in Attachment D. Page 22

23 5.2.8 Tab 8, Small/Minority/Disadvantaged/Veteran Business Enterprise Utilization Plan: The Proposer is required to include hereunder a plan identifying the Proposer s good faith efforts to assist SAHA in its responsibility to foster the development of small and historically underutilized business enterprises. All subcontracting and supplier opportunities shall be outlined herein and subcontractors/suppliers listed on the form provided in Attachment C. FAILURE TO PROVIDE A S/W/MBE PLAN MAY CAUSE THE SUBMITTAL TO BE DISQUALIFIED AS NON-RESPONSIVE Tab 9, Other Information: I nclude any and all licenses under this tab. The proposer may also include hereunder any other general information that the proposer believes is appropriate to assist SAHA in its evaluation. If no pertinent information is to be placed under this tab, please place hereunder a statement that NO INFORMATION IS BEING PLACED HEREUNDER. 5.3 Proposed Costs: Fee Costs: Each proposer must enter the proposed cost to SAHA for the listed project. Your proposed fee is inclusive of all necessary costs to provide the proposed services, including, but not limited to: employee costs and benefits; clerical support; overhead; profit; supplies; materials; licensing; insurance; etc. Please note that the fee proposal for this property is inclusive of all elements required to deliver the gas supply upgrades as specified herein and each fee proposed shall be fully burdened with profit, overhead and all other associated costs to deliver a complete system Additional Related Work that May Be Required: Please note SAHA may retain the Contractor, if it is deemed by SAHA to be in its best interest, to perform additional services at fees proposed by the Contractor in their unit price response. 5.4 Proposal Submitta l Binding Method: It is preferable and recommended that the proposer bind the proposal submittals in such a manner that SAHA can, if needed, remove the binding (i.e. comb-type, etc.) or remove the pages from the cover (i.e. 3-ring binder, etc.) to make copies then return the proposal submittal to its original condition. 6.0 PROPOSAL EVALUATION: 6.1 Proposal Opening Results: It is understood by all proposers/prospective proposers that the proposals are publicly opened and the results will be a matter of public record. When SAHA has concluded all evaluations, has chosen a final top-rated proposer, has completed the award and is ready to issue such results, SAHA shall notify the successful proposer. Page 23