QUOTATIONS FOR SMALL PURCHASES (QSP) FOR Cabinet and Vanity Installation Prepared by: Department of Procurement Of The Housing Authority of DeKalb County 750 Commerce Drive, Suite 201 Decatur, GA 30030 Page 1
GENERAL OVERVIEW: The Housing Authority of DeKalb County (HADC) is seeking price quotes from qualified entities that demonstrate professional competence and experience. This Quotation for Small Purchase contains submission requirements, scope of services, period of services, terms and conditions and other pertinent information for submitting a proper and responsive proposal. The complete solicitation will be placed on the NAHRO e-procurement website, https://nahro.economicengine.com/. Automatic confirmation of receipt of the submitted quotes will be forwarded to joyce.gardner@dekalbhousing.org by your submission on the website. It is the responsibility of the firm to periodically visit the website to retrieve any Addenda that may have been issued during this solicitation. Pre-Submittal Conference: Thursday, October 18, 2012 @ 10 a.m. Question Submittal Deadline: Monday, October 22, 2012 @ 2 p.m. Proposal/Quote Submittal Deadline: Thursday, October 25, 2012 @ 2 p.m. Submissions will be evaluated on the criteria stated in the QSP. After evaluation of the responses, the Contract will be awarded to the qualified Quoter/s representing the Best Value to HADC. HADC and its affiliated entities reserve the right to reject any and all submissions. Notice: Contact with members of the HADC Board of Commissioners, or HADC officers and employees other than the contact person shown above, by any prospective Quoters, after publication of the quote and prior to the execution of a contract with the successful Quoter(s) could result in disqualification of your proposal. In fairness to all prospective Quoter(s) during the quote process, if HADC meets in person with anyone representing a potential provider of these services to discuss this quote other than at the pre-submittal meeting, an addendum will be issued to address all questions so as to insure no Quoter has a competitive advantage over another. This does not excluded meetings required to conduct business not related to the quote, or possible personal presentations after written qualifications have been received and evaluated. Page 2
1.0 HADC CONTACT: All questions must be directed in writing to Joyce Gardner, Procurement Specialist, at joyce.gardner@dekalbhousing.org. 2.0 DEFINITIONS: Throughout this QSP and all resulting documents, the terms detailed following shall be defined as follows: 2.1 Best Value, means that the HADC will in an evaluation of each proposal submittal, consider factors other than just cost in making the award decision. 2.2 Contracting Officer, when named within a solicitation document shall refer to the HADC Executive Director or his/her designated representative. 2.3 Contract, refers to the fully executed written agreement that ensues from the solicitation. Whereas all solicitation documents are included, by reference, as a part of the ensuing contract, when "contract" is referred to within an solicitation document; such is referring to both the solicitation documents and the ensuing contract document. 2.4 Contract Administrator (CA)," is the HADC Director of Administration or his/her designated representative. 2.5 Contractor, and the term "successful proposer" may be used interchangeably. 2.6 Day(s), unless otherwise specified, shall refer to calendar days. 2.7 HUD is the United States Department of Housing and Urban Development. HUD is the federal agency from which the HADC receives funding; however, pertaining to this solicitation, 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). 2.8 Herein, shall refer to all documents issued pursuant to the noted solicitation, including the solicitation documents and the attachments. 2.9 Executive Director is the HADC Executive Director. 2.10 Offer" is the proposal submittal that the Proposer delivers to HADC in response to the solicitation. Offeror" or "Offerors" is the proposer(s). Page 3
2.11 Parties. When the parties, both parties or either party is stated within the solicitation documents or the contract, such refers to HADC and the successful proposer(s). 3.0 APPLICABILITY: By submitting a quote to HADC, the firm or individual doing so (hereinafter, "the Quoter") is automatically agreeing to abide by all terms and conditions herein, including those terms and conditions within the HUD document, form HUD-5370-EZ (10/2006), General Contract Conditions for Small Construction/Development Contracts, which is attached hereto. 4.0 AGENCY RESERVATION OF RIGHTS: The HADC reserves the right to: 4.1 Reject any or all quotes, to waive any informalities in the QSP process, or to terminate the QSP process at any time, if deemed by the HADC to be in the best interest of the HADC; 4.2 Terminate a contract awarded pursuant to this QSP at any time for its convenience upon delivery of a 10-day written notice to the apparent or successful Quoter; 4.3 Determine the days, hours and locations that the successful Quoter shall provide the items or services called for in this QSP; 4.4 Reject and not consider any quote that does not, in the opinion of the Procurement Department, meet the requirements of this QSP, including but not necessarily limited to incomplete quotes offering alternate (not including or equal items) or non-requested items or services; 5.0 QUOTER S RESPONSIBILITY: Each Quoter must carefully review and comply with all instructions provided herein, provided within any named attachments and those provided within the HADC website. 6.0 DEADLINE: Each Quoter shall submit his/her proposed costs, prior to the posted deadline as described on page 2 of this document. Whereas this is an informal solicitation process, the HADC reserves the right to extend the posted deadline at any time prior to the deadline, if, in the opinion of the Procurement Department, it is in the best interest of the HADC to do so. 7.0 HOLD PRICES/NON-ESCALATION: By submitting a quote, and whereas the quote sum submitted is a firm-fixed quote, each Quoter thereby agrees to "hold" or not increase the proposed quote prices during the term of the work. 8.0 PURCHASE ORDER (PO): The HADC will procure the applicable goods or services Page 4
by issuance of a PO (which shall have the same meaning as a "contract"). PO s will be issued on an as-needed basis only. By submitting a quote, the successful Quoter thereby agrees to confirm receipt of the PO in the manner directed by the HADC. 8.1 AWARD CRITERIA: If an award is completed pursuant to this QSP, and unless otherwise instructed in writing by the Procurement Department, award shall be made to the responsive and responsible Quoter that submits the lowest cost. 9.0 INVALID OR ALTERNATE QUOTES: Failure to complete and submit all required information, or to add any additional requirements not acceptable to the HADC, may invalidate the quote submitted. Furthermore, the HADC shall reserve the right to reject, without consideration, alternate quotes, meaning those that do not meet the requirements of this QSP. 10.0 QUOTE COSTS: There shall be no obligation for the HADC to compensate any Quoter or prospective Quoter for any costs that he/she may incur in responding to this QSP. 11.0 SHIPPING COSTS: Each quoted sum submitted shall include completion of the specified services at the HADC site or location, as specified within this QSP or on the PO issued. 12.0 ASSIGNMENT OF PERSONNEL: The HADC shall retain the right to demand and receive a change in personnel assigned by the successful Quoter to provide services to the HADC if the HADC believes that such change is in the best interest of the HADC and the completion of the work or provision of the items. 13.0 UNAUTHORIZED SUB-CONTRACTING PROHIBITED: The successful Quoter 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 ensuing PO or contract) without the prior written consent of the Procurement Department. Any purported assignment of interest or delegation of duty, without the prior written consent of the Procurement Department shall be void and may result in the cancellation of the PO or the contract with the HADC. 14.0 LICENSING AND INSURANCE REQUIREMENTS: Prior to award (but not as a part of the quote submission) the successful Quoter will be required to provide: 14.1 An original certificate evidencing the Quoter s current industrial (worker s compensation) insurance carrier and coverage amount; Page 5
14.2 An original certificate evidencing General Liability coverage, naming the HADC as an additional insured, together with the appropriate endorsement to said policy reflecting the addition of the HADC as an additional insured under said policy (minimum of $1,000,000 each occurrence, general aggregate minimum limit of $1,000,000, together with damage to premises and fire damage of $50,000 and medical expenses any one person of $5,000), with a deductible of not greater than $1,000; 14.3 An original certificate showing the Quoter's automobile insurance coverage in a combined single limit of $500,000. For every vehicle utilized during the term of this program, when not owned by the entity, each vehicle must have evidence of automobile insurance coverage with limits of no less than $50,000/$100,000 and medical pay of $5,000; 14.4 A copy of the Quoter s business license. 14.5 State Contractor s License: As required by State of Georgia law, the contractor shall have a license to perform these services. They will be responsible for obtaining permits from DeKalb County. 15.0 Documents that apply to this QSP (PLEASE NOTE: The following Section 15. only applies to this QSP and the ensuing award if the successful Quoter will provide any work; meaning, the noted sections do not apply to this QSP or the ensuing award if the successful Quoter is only providing materials, supplies, commodities, or equipment.): 15.1 This Conditions To Quote form; 15.2 A copy of 24 CFR 135, commonly known as Section 3 (included by reference; a copy will be delivered by the HADC to any firm upon submission to the Procurement Department of a written request for such). The successful Quoter hereby agrees to comply with all requirements of the HUD Section 3 Program as detailed therein. If a Quoter chooses to certify as a Section 3 Quoter, he/she shall receive the preference noted therein. In any case, the successful Quoter shall be required to, as detailed therein, "to the greatest extent feasible... provide economic opportunities to low- and very-low income persons," meaning, if the successful Quoter must hire anyone to help with the work, he/she must submit a work plan showing how he/she will give first preference to such jobs to Section 3 persons; Page 6
15.3 The HADC reserves the right to require the successful Quoter/contractor to utilize any form required by HUD to complete the required work and by submitting his/her quote each contractor agrees to do so at no additional charge. 15.4 The forms and information available for this quotation are listed below. Fillable documents listed below are for informational and review purposes. 15.4.1 Profile of Firm 15.4.2 General Contract Conditions for Small Construction/Development Contracts (HUD-5370EZ) 15.4.3 Purchase Order Terms and Conditions 15.4.4 E-Verify Program Memorandum of Understanding 15.4.5 E-Verify Contractor Affidavit 15.4.6 Certification for a Drug-Free Workplace 15.4.7 Section 3 Clause 15.4.8 Davis-Bacon Wage Decision Number GA120107 15.4.9 Unit Floor Plans Page 7
16.0 Technical Specifications or Statement of Work (SOW) that applies to this QSP: Required Services: The Contractor shall provide the materials, labor, tools and equipment necessary to demolish and remove existing cabinets and vanities, and install new cabinets and vanities provided by the HADC. The HADC anticipates that it will require the chosen contractor to complete these services at the location below: 16.1 Site Location: Spring Chase Apartments, 4949 Memorial Drive, Stone Mountain, GA 30083 16.1.1 Apartment 1713 Kitchen and bath 16.1.2 Apartment 922 Kitchen only 16.1.3 Apartment 312 Kitchen and bath 16.1.4 Apartment 622 Kitchen and bath 16.2 HADC will provide cabinets, countertops with sinks and faucets, moldings and base/wall fillers and trim molding. 16.3 Plastic laminate countertops will be post-formed. 16.4 Provide backsplashes at juncture of countertop with back and sides. 16.5 Contractor shall install new stainless steel sink, 20 gauge double bowl with new drains and lines. 16.6 Contractor shall remove garbage disposal and contain all wires in a covered junction box, or equal. 16.7 All garbage disposals shall remain on site after removal. Please submit to Property Manager on site. 16.8 Contractor shall remove garbage disposal on/off switch and replace with a black or dark brown cover plate. 16.9 Contractor to install new faucets and supply lines. Supply lines shall be either 3/8 or ½. Length to faucet is approximately 24 Note to all Contractors. Quantities displayed in this write-up are for Housing Authority estimates only. Contractors shall be responsible for their own field measurements. The Quoter is assumed to have visited the site for the purpose of Page 8
observing first hand conditions relevant to the proper completion of the work. The Housing Authority bears no responsibility for any contractor estimating errors due to contractor s failure to visit the site and make field measurements. The Construction Advisor will determine any conflict in the interpretation of the write-up. When feasible, HUD s Cost Effective Energy Conservation Measures 24 CFR, Part 39 (5/79), will be a part of the required work. When possible, units must meet the County s Minimum Property Standards and other County codes which is the preferred quality level of rehabilitation to be achieved. 16.9.1 HUD requires that no lead-based paint be used on this project. 16.9.2 All work must comply with applicable codes: 16.9.2.1 Was the dwelling built prior to 1978? (X) yes (_) no 16.9.2.2 Was the dwelling occupied by a child(ren) of seven years of age? (X) yes (_) no 16.9.2.3 Has the dwelling been inspected for defective paint surfaces (interior and exterior)? (X) yes (_) no 16.10 Project Deadline: Contractor will have seven (7) days from the Notice to Proceed date to complete work or Contractor will be subject to pay $50.00 a day liquidated damages. 16.11 Warranty/Guarantee: All work provided by any contractor pursuant to any contract that ensues from this QSP shall be warranted or guaranteed by that contractor for a period of time of not less than 360 days (this does not overrule the product guarantees). 16.12 All Quoters having familiarized themselves with the Scope of Work, General Specifications and all other documents in the Request for Quotes package, must base their prices accordingly. Pricing must include labor, materials and supplies for services for a one-year period. All permits, licenses, taxes, shipping, delivery charges, overhead and profit must be included in the quote price. 16.13 Entry of Proposed Fees: The proposed fees shall be submitted by the Quoter and received by the HADC where provided on the noted Internet System only. Do not submit, enter or refer to any fees or costs within a hard copy quote submittal any Quoter that does so may be rejected without further consideration. The System will automatically calculate the listed/entered quantities multiplied by the proposed unit fees entered. Such fees shall be all-inclusive of all related costs that the Contractor will Page 9
incur to provide the noted services, including, but not limited to: employee wages and benefits; clerical support; overhead; profit; licensing; insurance; materials; supplies; tools; equipment; long distance telephone calls; document copying; etc. You must enter a proposed fee for the majority of Pricing Items (a "No Bid" is not allowed for any item), though a No Charge is allowed for several of the Pricing Items. 16.14 In submitting this quote, it is understood that the right is reserved by the HADC to reject any and all quotes. If written notice of the acceptance of this quote is mailed, emailed or delivered to the undersigned within sixty (60) days after the quotes are received, or at any time thereafter before this Quotation for Small Purchase is withdrawn, the undersigned agrees to execute and deliver a contract in the prescribed form and furnish the required Insurance Certificate(s) and compliance documents within ten (10) days after notification of award. NOTE: The penalty for making false statements in offers is prescribed in 18 U.S.C. 10C. PAYMENT Payment is Net 30 days from receipt of invoice. Page 10