REQUEST FOR PROPOSAL Amherst County, Virginia HOUSING REHABILITATION AND ARCHITECTURAL SERVICES Old Town Madison Heights Revitalization Project Issue Date: April 21, 2016 Title: Commodity Code: Issuing Agency & Address: Location of Work: Old Town Madison Heights Community Revitalization Project Housing Rehabilitation and Architectural Services Dean Rodgers, County Administrator Amherst County, Virginia Period of Contract: May, 2016 March, 2017 Contact Person: Kelly T. Hitchcock, Project Manager Virginia s Region 2000 Local Government Council 828 Main Street, 12 th Floor, Lynchburg, VA 24504 o (434) 845-5678, x. 218; c (434) 534-2531 khitchcock@region2000.org Proposal packages must be labeled: Old Town Madison Heights Housing Assessment Proposals are due by 3:00pm, May 5, 2016 to Kelly Hitchcock, Senior Planner, 828 Main Street 12 th Floor, Lynchburg, VA 24504. Proposals will be date stamped and recorded as they are received. Proposals received after this date and time will not be considered and will be returned to the proposer unopened. In compliance with this Request For Proposals, which includes the attached Table of Contents and all provisions and appendices attached and referenced therein, and subject to all the terms and conditions set forth herein, the undersigned offers and agrees to furnish the services described in the RFP cited above and submit this signed proposal which includes this completed and signed page, the completed and signed current GSA Form 330 and other data as required by the RFP. It is understood that this proposal and the scope of services may be modified, by mutual agreement in subsequent negotiations. NAME AND ADDRESS OF FIRM: DATE: By: (signature in blue ink) FEI/FIN#: Title: Phone: (print or type name) 1 Request for Proposal Housing Rehabilitation and Architectural Services
REQUEST FOR PROPOSALS HOUSING REHABILITATION and ARCHITECTURAL SERVICES GENERAL INFORMATION Amherst County has received a $30,000 Community Development Block Grant (CDBG) Planning Grant from the Virginia Department of Housing and Community Development (VDHCD) to be used to implement a housing and building condition assessment within a portion of the Old Town Madison Heights community. The County will utilize the results of the assessment, along with other project evaluation elements, in order to develop a community improvement construction grant to VDHCD in March, 2017. The Old Town Madison Heights Revitalization Planning Grant will include a number of project elements which, along with the housing and commercial building assessment, will include an evaluation of the area s infrastructure to develop a comprehensive revitalization plan for the community. PURPOSE AND SCOPE OF SERVICES Amherst County desires to procure an architectural firm and/or housing rehabilitation specialist to assist in the planning activities, including housing and building condition evaluation within a portion of the Old Town Madison Heights community and preparation in cost evaluations in preparation for a future CDBG grant application. A contract for these planning services would be substantially complete by 28 February 2017, and would include the following type of housing rehabilitation specialist and architectural services: 1. Attend monthly Project Management Team; two neighborhood meetings and two public hearings, during the course of the planning grant. 2. Conduct walk-through inspections of as many as possible of the occupied housing units in the project area with the current HUD Section 8 Inspection form to identify violations of the DHCD Housing Quality Standards (HQS). Housing units are defined as owneroccupied single-family housing units, investor-owned single family and multi-family housing units and owner-occupied mobile homes; 3. Must conduct walk-through inspections of all occupied low- and moderate-income housing units in the project area with the current HUD Section 8 Inspection form to identify violations of the DHCD Housing Quality Standards (HQS) as outlined in the CDBG Grant Management Manual; 4. Identify all repairs needed to bring all substandard houses up to DHCD HQS; 5. Develop preliminary cost estimates of all need repairs, broken down by major building components costs and by base construction, individual exceptions and demolition costs; 6. Provide a minimum of three biddable work write-ups and itemized cost estimates. Work write-up must comply with DHCD s Housing Quality Standards as outlined in Grant Management Manual; and 7. Develop housing rehab summary spreadsheets in a format to be provided. 8. Provide inspection and evaluation of commercial property external improvement needs, according to DHCD project-eligible improvements. 9. Develop costs estimates for commercial property improvements. 2 Request for Proposal Housing Rehabilitation and Architectural Services
Amherst County may at its sole discretion amend or extend its contract with the successful proposer to include housing rehabilitation and building design and construction management services should the County submit and be awarded a construction improvement grant from VDHCD. Any new agreement will include required activities as stipulated by VDHCD. INFORMATION TO BE INCLUDED IN PROPOSAL Proposals should outline the consultant s qualifications to provide this service. Please provide three references and contact information for similar work and copies or web-based links to examples of similar work. The proposal should include: 1. Brief company profile (including sub-consultants, if any) and an effective statement as to why the firm or team of firms is uniquely qualified to assist Amherst County in the Old Town Madison Heights CDBG Revitalization Planning Grant initiative; 2. Name of firm s key contact person, including telephone number, fax number and email address; 3. Firm and individual s knowledge and experience in housing/building construction, evaluation, and repair. 4. List of similar projects, particularly CDBG housing rehabilitation projects, completed by the individual or firm within the last five years. Include a reference contact list, including at least the contact name, firm name, address and telephone number, for all projects. 5. Copy of DPOR certification as a lead risk assessor for all individuals who will serve as a rehab specialist. SELECTION PROCESS Amherst County will appoint a Selection Committee to review and evaluate all proposals submitted by firms or individuals responding to the RFP. The proposals will be evaluated and ranked based on the Selection Criteria outlined below. Amherst County may ask the top ranked firms to attend a presentation/ interview as part of the evaluation process. At the conclusion of evaluation process the firms will be ranked in priority order. The contract may be offered to the top ranked firm or individual or Amherst County may negotiate a contract with the top-ranked firm or individual. If a contract satisfactory to both parties cannot be negotiated, Amherst County will them enter into negotiations with the next highest ranking firm and so on until an agreement is reached. EVALUATION CRITERIA Selection criteria will include: 1. Understanding of the services to be provided. 2. Local government experience of key personnel assigned to this project. 3. Familiarity with Virginia CDBG housing rehabilitation and building exterior rehabilitation procedures and requirements. 4. Familiarity with DHCD Housing Quality Standards. 3 Request for Proposal Housing Rehabilitation and Architectural Services
5. Familiarity with Community Development Block Grant procedures and requirements. 6. The capacity of the Rehab Specialist to perform the work within the time limitation, taking into account the current and planned workload of the firm or individual. 7. Performance on similar projects based upon interviews with County, Town, and City administrators. 8. Proximity to the Old Town Madison Heights project area. EQUAL OPPORTUNITY EMPLOYER Minority- and/or female-owned businesses and Local (Section 3) County businesses are encouraged to apply. Amherst County is an Equal Opportunity Employer. All responding businesses or individuals shall comply with Executive Order 11246. INCURRING COSTS Amherst County is not liable for any cost incurred by contractors prior to issuance of a contract. IMMIGRATION REFORM AND CONTROL ACT OF 1986 By signing this quotation, the bidder certifies that it does not and will not during the performance of this contract violate the provisions of the Federal Immigration Reform and Control Act of 1986, which prohibits employment of illegal aliens. SUBMITTAL SCHEDULE AND PROCEDURE Respondents should submit two hard copies and one electronic copy of their proposal to: Kelly Hitchcock, Senior Planner Region 2000 Local Government Council 828 Main Street, 12 th Floor Lynchburg, VA 24504 Proposals must be received at the above address by 3:00 p.m. on Thursday, May 5 2016. All proposals will be date stamped and recorded upon arrival. Proposals received after the above noted submittal date and time will not be considered. 4 Request for Proposal Housing Rehabilitation and Architectural Services
Legal The following outlines general Terms and Conditions related to the execution of the Title contract with the Town of Appomattox. A. General: a. In the solicitation or awarding of contracts, Amherst County shall not discriminate because of the race, religion, color, sex, national origin, age, disability or any other basis prohibited by state law relating to discrimination in employment. b. Amherst County welcomes and encourages the participation of small businesses and businesses owned by women and minorities in procurement transactions. B. Grant: It is understood and agreed that this contract shall be subject to the grant from the Virginia Department of Housing and Community Development for performance of the services subject to this Request for Proposal. The contract shall be terminated when existing funds are exhausted. C. Award of Contract: a. Amherst County reserves the right to reject any and all proposals and to waive any informalities. b. The Successful Bidder shall, within fifteen (15) calendar days after prescribed documents are presented for signature, execute and deliver to Amherst County the contract forms and any other forms required by the Request for Proposal. c. Any contract resulting from this Request for Proposal is not assignable. D. Bidder's Representations: By submitting a bid in response to this Request for Proposals, the bidder certified that it has read and understands the bid documents, specifications, and drawings, if any, and has familiarized itself with all federal, state and local laws, ordinances and regulations that in any manner affect the cost, progress or performance of the work. E. Bonds: Amherst County does not require the Successful Bidder to furnish Performance Bond and a Payment Bond for this contract. F. Insurance: The successful bidder shall maintain insurance to protect itself and Amherst County from claims under the Workers' Compensation Act, and from claims for damages for personal injury, including death, and for damages to property, which may arise from performance under this contract. The successful bidder shall deliver Certificate of Insurance to the Amherst County specifying the limits acceptable to Amherst County which are as follows: Workers' Compensation and Employer's Liability: $1,000,000 per employee for bodily injury Automobile Liability (bodily injury/property damage): $1,000,000 combined single limit per occurrence Comprehensive General Liability (bodily injury/property damage): $1,000,000 each occurrence Excess Liability: $3,000,000 each occurrence and annual aggregate 5 Request for Proposal Housing Rehabilitation and Architectural Services
The Certificate shall show Amherst County named as an additional insured for commercial general liability and automobile liability. G. Bidder s Performance and Indemnification: a. All goods and/or services delivered and/or rendered shall comply with all applicable federal, state and local laws, and shall not infringe any valid patent or trademark. The successful bidder shall indemnify, keep, save, and hold Amherst County, its officers and employees, harmless from any liability for infringement and from any and all claims or allegations of infringement by the bidder or Amherst County, its officers and employees, arising from, growing out of, or in any way involved with the goods delivered or services rendered pursuant to this purchase. b. The bidder shall indemnify and hold harmless Amherst County against and from all liability, claims, damages and costs, including attorney's fees of every kind and nature and attributable to bodily injury, sickness, disease or death or to damage or destruction of property resulting from or in any manner arising out of or in connection with provision of any services under this contract, the failure to provide any services or the use of any services or materials furnished (or made available) by the Successful Bidder, provided that such liability is not attributable to Amherst County s sole negligence. H. Record Retention/Audits: The Successful Bidder shall retain, during the performance of the contract and for a period of three years from the completion of the contract, all records pertaining to the Successful Bidder's proposal and any contract awarded pursuant to this Request for Proposal. Such records shall include but not be limited to all paid vouchers including those for out-of-pocket expenses; other reimbursement supported by invoices, including Bidder's copies of periodic estimates for partial payment; ledgers, cancelled checks; deposit slips; bank statements; journals; contract amendments; insurance documents; payroll documents; timesheets; memoranda; and correspondence. Such records shall be available to Region 2000 on demand and without advance notice during the Successful Bidder's normal working hours. I. Default: If the Successful Bidder is wholly responsible for failure to perform under this contract or to complete this contract as specified herein, Amherst County may consider the Successful Bidder to be in default. In the event of default, Amherst County will provide the Successful Bidder with written notice of default, and the Successful Bidder will be provided twenty (20) calendar days to provide a plan to correct said default. If the Successful Bidder fails to cure said default within twenty days, Amherst County, among other actions, may complete the performance through a third party, and the Successful Bidder shall be responsible for any amount in excess of the agreement price incurred by the Town of Appomattox in completing the performance as specified in the contract. J. Termination of Contract a. Amherst County reserves the right to terminate the contract immediately in the event that the Successful Bidder discontinues or abandons the performance; if adjudicated bankruptcy, or is reorganized under any bankruptcy law; or fails to keep in force any required insurance policies or bonds. b. Failure of Successful Bidder to comply with any section or part of this contract will be considered grounds for immediate termination of the contract by Amherst County. 6 Request for Proposal Housing Rehabilitation and Architectural Services
c. Notwithstanding anything to the contrary contained in the contract between the Amherst County and the Successful Bidder, Amherst may, without prejudice to any other rights it may have, terminate the contract for convenience and without cause, by giving 30 days written notice to the Successful Bidder. d. If the termination clause is used by Amherst County, the Successful Bidder will be paid by Amherst County for all services satisfactorily performed by the Successful Bidder up to the termination date set in the written termination notice. K. Controlling Law; Venue This contract is made, entered into, and shall be performed in Amherst County, Virginia, and shall be governed by the applicable laws of the Commonwealth of Virginia. Any dispute arising out of the contract resulting from the Request for Proposal, its interpretations, or its performance shall be litigated only in the Amherst General District Court or the Circuit Court for the Amherst County, Virginia. 7 Request for Proposal Housing Rehabilitation and Architectural Services