DEERFIELD  BEACH  HOUSING  AUTHORITY       REQUEST  FOR  PROPOSALS  (RFP)  #2014-­‐3       FOR    

ENVIRONMENTAL  ASSESSMENTS            

    Issue  Date:     Thursday,  May  8,  2014       Due  Date:     Thursday,  May  22,  2014            Deerfield  Beach  Housing  Authority  Business  Skills  Center  533  Dixie  Highway  Deerfield  Beach,  FL  33441  (954)  425-­‐8449  (954)  425-­‐8450  FAX            

 

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 ENVIROMENTAL  ASSESMENTS  –  REQUEST  FOR  PROPOSALS      INTRODUCTION    The   Deerfield   Beach   Housing   Authority   (DBHA)   is   a   public   housing   agency   established  under   the   United   States   Housing   Act   of   1937/310   ILCS   10   Housing   Authority   Act.       Its  mission  is  to  provide  quality  affordable  housing  for  low-­‐  to  moderate-­‐income  families,  and  to  make  public  housing  in  Deerfield  Beach  a  “housing  of  choice”  instead  of  “housing  of  last  resort”.         DBHA   manages   2   family   and   elderly   public   housing   developments   totaling  approximately   196   units   administers   approximately   361   Housing   Choice   (Section   8)  vouchers  and  56  LIHIC  units.        A   seven   (7)   person   Board   of   Directors,   authorized   by   State   Law,   is   responsible   for   the  development   of   housing   policy   and   the   authorization   of   expenditures.     Operations   and  recommendations  regarding  planning  strategies  made  to  the  Board  of  Directors  and  are  the  responsibility   of   the   Director   of   DBHA.     The   DBHA   is   subject   to   all   City   ordinances   and  regulations.          GOALS  AND  OBJECTIVES    The   Deerfield   Beach   Housing   Authority   invites   the   submission   of   proposals   from  Environmental  Assessment  firms  (herein  referred  to  as  Respondents)  to  perform  a  wide  variety   of   environmental   services   for   the   DBHA.     Environmental   issues   associated   with  projects   for   which   the   DBHA   is   seeking   services   include,   but   are   not   limited   to,   the  following:    Environmental  Assessments:    Environmental  site  assessments  (including  Phase  I,  II,  and  Baseline);   remedial   activities;   test   barrels   at   site   locations;   testing   for   PCB   containing  materials;   soil   sampling;   storage   tank   related   services;   air   quality   monitoring   and  assessments;   hazardous   waste   assessments;   and   general   environmental   engineering  professional   services.   HUD   environmental   reviews   in   conjunction   with   Capital   Fund  Programs   and  HUD  property  dispositions/acquisitions,   utilizing  HUD   form   (7015.15).  All  environmental  assessments  An  EA  is  a  document,  which  provides  sufficient  information  on  potential   environmental   effects   of   a   proposed   action   and   its   alternatives   to   lead   to   a  Finding  of  No  Significant  Impact  (FONSI)  or  a  determination  an  EIS  is  required  and  to  assist  the   agency   in   complying  with   the  National   Environmental   Policy  Act   (NEPA)  whether   or  not  an  EIS  is  required.  In  order  to  ensure  such  compliance,  preparation  of  documents  must  be  carried  out  in  accordance  with  the  National  Environmental  Policy  Act  of  1969  (42  U.S.C.  4321,   et.   seq.),   the   Council   on   Environmental   Quality   Regulations   for   Implementing   the  Procedural   Provisions   of   24   CFR   part   58.35,   24   CFR   part   50   and   40   CFR   arts   1500-­‐1508.The  Contractor  shall  be  familiar  with  all  applicable  statutes,  regulations,  guidelines,  

 

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 and  significant  judicial  decisions  and  must  comply  with  them  in  preparation  of  the  EA.  The  Contractor   shall   establish   and   maintain   a   complete   Administrative   Record,   which   will  include,   but   not   be   limited   to,   all   technical   data,   expert   opinions,   completed   studies   and  other  background  data  that  form  the  basis  of  the  EA.  The  Administrative  Record  will  serve  to  document  all  research  performed  under  this  Contract.   It  shall  specifically   list  the  dates  and  sources  of  data  used  in  all  documents  produced  under  this  contract.  All  documents  of  the  EA  shall  contain  specific  references  to  the  sources  of  data  used  in  the  text  and  graphics  that  comprise  the  EA.      Industrial  Hygiene   Services:  Asbestos  building  surveys  or  re-­‐surveys,  new  construction  assessments,   abatement   of   asbestos   and   asbestos   containing   materials,   development   of  asbestos   operation   and   maintenance   plans   and   recurring   inspections;   assessment   and  mitigation  of  lead-­‐based  paint;  microbiological  material  including,  molds,  fowl  and  animal  excrement   assessments   and   abatement;   and   general   industrial   hygiene   professional  services.   Develop   with   DBHA   in   preparation   of   Work   Scopes   and   Specification   for   the  abatement  of  Hazardous  materials.        The  DBHA  is  approaching  the  completion  of  the  services  contained  in  this  RFP  by  use  of  the  Team  Approach.    The  DBHA  envisions  that  Environmental  Assessments  (EA)  or  Industrial  Hygiene  Services  (IH)  firms  will  provide  the  necessary  oversight  and  project  management  services   for   the   successful   completion   (meets   proposed   schedules   and   budgets)   of   the  project.     Services   of   the   EA/IH   firms   shall   include   receipt   of   "Request   for   Proposals"   to  procure   subcontractor   services,   proposal   preparation,   project   management,   scheduling,  budgeting,   arrangement   for,   and   oversight   of,   subcontractor   services,   completion   of  required   notifications   and   reports   to   the   City,   County,   State   and   Federal   regulatory  agencies,  and  continued  communications  with  the  DBHA.    Subcontractor   services   (as   requested)  may   include   the   following,   at  a  minimum:    drilling  services;   excavation,   transportation   and   disposal   of   impacted   soils   and   groundwater;  underground  storage  tank  removals  (Respondent/Team  Member  MUST  be  qualified  with  the  Florida  Department  of  Environmental  Quality  to  perform  this  task);  analytical  services;  asbestos,  lead  paint  and  microbiological  material  abatement/mitigation;  and  other  services  deemed  necessary  to  complete  this  project.      Intent  of  the  Request  for  Proposals    The  DBHA  intends  to  award  a  professional  services  contract  as  a  result  of  this  solicitation.    The   contract   will   be   for   a   term   of   two   years,   subject   to   the   necessary   approvals.       The  successful  Firm  will  be  granted  the  right  to  perform  the  Services  described  under  Scope  of  Services  for  the  specified  contract  period.  Services  will  be  requested  on  a  Task  Order  basis    

 

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Task   Orders   are   specific   work   assignments   performed   by   the   qualified   respondent  awarded  a  contract  based  on  this  RFP.    The  work  assignments  will  cover  one  or  more  areas  as  outlined  under  Scope  of  Services.    Each  Task  Order  will  be  negotiated  based  on  the  cost  proposed  (fee  structure)  as  defined  under  Proposal  Requirements.    Task  Orders  will  be  for  a  firm  fixed  fee.        PROPOSAL  REQUIREMENTS    Detailed  Proposal    A   detailed   proposal   must   be   submitted   together   with   all   required   forms.     Vendors   are  urged  to  keep  all  proposals  focused  and  as  brief  as  possible  while  providing  enough  detail  to  enable  an  informed  review  of  the  products  and  services  offered.    All  identified  elements  must  be  included  for  the  proposal  to  be  considered  complete.        Among  required  forms  are  the  Vendor  Authorization  Form,  Non-­‐Collusive  and  Non-­‐Identity  of   Interest   Affidavit,   Resolution   of   Corporate   Authority,   Certificate   of   Partnership  Authority,   Sole   Proprietor   Authorization,   Certificate   of   Non-­‐Organizational   Conflict   of  Interest,   proof   of   insurance,  HUD  Form  5369-­‐c,  HUD  Form  5370-­‐c   and  HUD  Form  2530,  Previous  Participation  Certificate.    Plan  of  Action  for  the  Accomplishment  of  Services    All   proposers   must   address   at   least   the   following   areas   concerning   their   concepts,  strategies  and  methods  for  the  accomplishment  of  services:    A)    Respondent  Responsibilities  

A  responsibility  matrix  should  be  provided  to  indicate  the  persons  who  will  participate  in  their  respective  areas  of  expertise  and  which  person  will  have  prime  responsibility  for  the  task(s).     Indicate   who   would   assume   the   position   and   responsibilities   of   the   Project  Manager.  B)    Equipment/Support  Services  

Respondents  will  provide  a  list  of  common  or  specialty  equipment  owned  and  maintained  in  house  and  readily  available  through  contractual  agreements.    This  would  include  photo  ionization   detectors   (PIDS),   sampling   equipment,   personal   protective   equipment,  physical/chemical  geophysical  measuring  and  sampling  equipment,  major  office  equipment  (number   of   computers,   printers,   plotters,   etc.),   vehicles,   and   other   devices   available   to  complete  the  projects  stated  in  this  RFP.    Respondent  and  its  Team  Member(s)  must  have  a  computer   system   capable   of   communicating  with   the  DBHA  via   the   Internet,   and   able   to  transfer  files  in  a  format  compatible  to  the  DBHA  (i.e.  –  Word  or  Excel).  

 

 

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C)    Office  Location  The  Respondent   and  Team  Member(s)  will   provide   a   list   of   their   offices   from  which   the  majority  of  DBHA  work  will  be  performed.    Key  professional  and  technical  staff  proposed  to  work  on  any  part  of   this  project  must  be  stationed  at   this   location.    Specialized  expertise  from  outside  offices  utilized  intermittently  during  the  study,  design  or  implementation  of  a  complex  project  will  be  allowed.    Qualifications/Experience    Proposers   shall   provide   experienced,   qualified   and   capable   personnel   to   perform   the  functions   and   responsibilities.       The   Statement   of  Qualifications/Experience  must   clearly  demonstrate   the   Proposer’s   knowledge   and   experience   in   from   Environmental  Engineering  and  Industrial  Hygiene  Services.    All   proposers   shall   provide   a   Statement   of   Qualifications/Experience   that   addresses   the  following:    A)    Respondent  Organizational  Chart  

The   Respondent   shall   submit   an   organizational   chart   showing   the  management/staff/administration   of   their   office   and   a   flow   chart   of   key   personnel  (professional  and  technical  staff)  performing  the  services  specified  in  the  RFP.  

B)    Team  Member(s)  Organizational  Chart  The  Respondent  shall  submit  an  organizational  chart  indicating  the  Team  Member(s)  and  their  responsibilities.     It   is  the  intent  of  the  DBHA  that  any  Team  member(s)  identified  in  the  submittal  are  firmly  committed  to  the  project.  No  substitution  of  Team  Member(s)  will  be  allowed  or  permitted  after  the  delivery  of  the  submittal  unless  approved  by  the  DBHA.  

C)    Resumes  The  Respondent  and  Team  Member(s)   shall  provide  a   copy  of   chronological   resumes   for  each  of  the  key  technical  personnel  that  will  be  available  to  complete  the  services  stated  in  this  RFP.    Include  a  statement  as  to  the  local  availability  of  these  personnel.  D)    Licenses/Certifications/Registrations  

Provide   copies   of   all   applicable   licenses/certifications/registrations   for   all   personnel  (Respondent  and  Team  Member(s))  performing  the  services  contained  in  this  RFP.  

E)  References  

Two  references  for  each  area  which  the  Respondent  intends  to  seek  pre-­‐qualification  must  be  provided,  including  the  following  specific  items:    Client  Name,  Contact,  Address,  Phone  Number,  Dollar  Value  of  Contract,  and  General  Nature  of  Services  Provided.  F)  Legal  Actions  

Provide  a  list  and  brief  description  of  all  legal  actions  for  the  past  three  years  in  which  the  Respondent  and  EACH  Team  Member(s)  has  been:  

 

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1) A  defendant  in  a  lawsuit  for  deficient  performance  under  a  contract;  or  2) A  Respondent  in  an  administrative  action  for  deficient  performance  on  a  project;  

or  3) A  defendant  in  a  criminal  action;  or  4) A  principal  in  any  action  taken  against  an  insurance  or  bonding  company.  

 SBE/WBE/MBE/DBE  Goals    It   is   the   policy   of   DBHA   to   encourage   its   contractors   to   understand,   endorse   and   fully  implement  the  policies  and  programs  associated  with  expanding  the  business  potential  for  small  (SBE),  women-­‐owned  (WBE),  minority-­‐owned  (MBE)  and/or  disadvantaged  business  enterprises   (DBE).  Each  Proposer  must  provide   its  policy   statement  on   these  matters,   as  well   as   its   plan   for  meeting   and   fostering   these   objectives   in   terms   of   its   own   team   and  project   expenditures.     This   should   include   a   specific   list   of   intended   and/or   potential  consultants   and/or   sub-­‐consultants   for   each   category   referenced   above,   and   the  percentage  value  of  work  that  will  be  performed  by  each  consultant  and/or  sub-­‐consultant.  The  submission  should  also  include  documentation  or  other  certification  which  verifies  the  designation  for  category(s)  indicated.    Compliance  with  Section  3  of  the  Housing  &  Urban  Development  Act  of  1968    The  purpose  of  Section  3  is  to  ensure  that  employment  and  other  economic  opportunities  generated  by  HUD  assistance  or  HUD-­‐assisted  projects   covered  by  Section  3,   shall   to   the  greatest   extent   feasible,   be   directed   to   low-­‐   and   very-­‐low   income   persons,   particularly  persons  who  are  recipients  of  HUD  assistance  for  housing.    Each  Offeror  must   provide   its   policy   statement   on   these  matters,   as  well   as   its   plan   for  meeting  and  fostering  these  objectives  in  terms  of  its  own  team  and  project  expenditures,  as   well   as   similar   activities   associated   with   low-­‐   and   very-­‐low   income   persons,   notably  those  living  in  public  housing.      Cost/Fees      The  Respondent  shall  submit  unit  rates   for   the   list  of  professional  services  attached  (at  a  minimum)   If   hourly   rates   are   used,   a   schedule   of   rates   of   individuals   that   would   be  employed   must   be   included.     Hourly   rates   must   be   "fully   loaded"   including   benefits,  overhead  and  profit.  This  rate  schedule  must  also  include  additional  details  of  mark  ups  for  overhead  and  profit.  Provide  a  cost  break  down  for  each  type  of  service  or  each  step  of  the  service  provided.    The  schedule  should  indicate  cost  for  services  and  specify  that  all  costs  shall   be   held   firm   and   fixed   by   the   firm   for   a   period   at   least   ninety   days   following  submission  of  the  proposal.    

 

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The  Respondent  must  clearly  and  unambiguously  specify   the  cost  of   the  services   in   their  proposals.  Any  other  taxes,  fees  or  commissions  applicable  to  the  proposed  contract  are  the  responsibility  and  liability  of  the  vendor  who  must  include  these  cost  items  in  the  price  of  the  goods  and  services.    Confidential  Materials    Any  material  submitted  by  the  firm  that  is  to  be  considered  as  confidential  must  be  clearly  marked  as  such.      EVALUATION    Review  Team          A  Review  Team  will  conduct  the  evaluation  of  proposals.    The  Review  Team  will  consist  of  two  (2)  to  four  (4)  representatives  from  the  DBHA.    The  Review  Team  shall  evaluate  and  score  each  responsive  proposal  using  the  method  described  in  Evaluation  Criteria  Section.    The  Review  Team  may  schedule  discussions  with  Proposers.    The  Review  Team  will  rank  firms  and  determine  which  are  within  the  competitive  range.    Best  and  final  offers  will  be  obtained.    After  consideration  of  the  best  and  final  offer,  an  award  recommendation  will  be  made  and  a  final  contract  document  will  be  executed  subject  to  DBHA  approval  process.    Evaluation  Criteria    All   proposals   will   be   evaluated   individually   on   their   technical   merit   prior   to   examining  price.     The   technical   evaluation   will   consist   of   a   qualitative   review   of   the   proposal  specifications.     Upon   completion   of   the   technical   evaluations   for   all   Offeror,   the   price  proposals  will  be  analyzed.    The   proposals   which   have   a   reasonable   chance   of   being   selected   for   award   will   be  considered  to  be  in  the  competitive  range.    They  will  be  asked  to  participate  in  negotiations  to  discuss  technical  and  price   factors  so  as   to  ensure  a  mutual  understanding  of  both  the  DBHA’s  requirements  and  Offeror’s  proposals.    The  DBHA  reserves  the  right  to  determine  that   there   is  no  need   to  hold  negotiations  and  make  an  award  based  on   initial  proposals  received.    At   the   conclusion  of  negotiations,  Offeror  will   be  given  an  opportunity   to   submit   revised  proposals  (including  changes  to  technical  approach  and  price)  before  final  evaluation.    The  Review   Committee   shall   determine   what   tradeoff   between   technical   merit   and   cost  promises  the  greatest  value  to  the  DBHA,  price  and  other  factors  considered.    The  contract  will  be  awarded  to  the  responsible  firm  whose  proposal  is  most  advantageous,  with  price  and  other  factors  considered.    Award  will  not  necessarily  be  made  to  the  lowest  Offeror.    

 

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   Vendor  proposals  will  be  evaluated  by  DBHA  against  the  criterion  that  follows.    1.   Quality  of  plan  of  action             0-­‐  30  points  

 2.   Qualifications/Experience               0  -­‐  40  points    3.   MBE/WBE/  SBE/DBE             0  -­‐  5  points    4.   Section  3  Plan               0  -­‐  5  points    5.     Cost/Fee  Schedule                 0  -­‐  20  points       TOTAL                 100  POINTS    Process  for  Award    DBHA  shall  open   the  proposals   following   the  proposal  deadline  date.    Without   limitation  and  at   its  sole  option,  DBHA  reserves  the  right  to  accept  or  reject  any  or  all  proposals,   to  take   exception   to   these   RFP   specifications,   to   negotiate   with   finalists,   or   to   waive   any  informalities.    Firms  may  be  excluded  from  further  consideration  for  failure  to  fully  comply  with   the   specifications   of   this   RFP.     DBHA  may   decide   to   reject   all   proposals   and/or   to  reissue  this  RFP  with  modifications.    DBHA  shall  reject  the  proposal  of  any  vendor  who  has  been  barred  from  working  on  HUD  projects.     DBHA   also   reserves   the   right   to   reject   the   proposal   of   any   vendor   who   has  previously  failed  to  perform  properly,  or  to  complete  on  time,  contracts  of  a  similar  nature.    DBHA  reserves   the  right   to  make  an  award  based  solely  on  the  proposals  or   to  negotiate  further  with  one  or  more  vendors.    The  vendor  selected  for  the  award  will  be  chosen  on  the  basis  of  an  assessment  of  the  greatest  benefit  to  the  DBHA,  not  necessarily  on  the  basis  of  lowest  price.    DBHA  also  reserves  the  right  to  negotiate  and  award  any  element  of  this  RFP,  make   multiple   awards,   reject   any   or   all   proposals   or   waive   any   minor   irregularities   or  technicalities  in  proposals  received  as  the  best  interest  of  DBHA  may  require.      PROCUREMENT  PROCESS    Availability  of  RFP  Package    The  RFP  package  may  be  obtained  in  person  from  The  Deerfield  Beach  Housing  Authority  Central   Office,   533   South  Dixie  Highway,   Deerfield   Beach,   Florida   33441   after   Thursday,  May  8,  2014.    RFP  packages  may  be  mailed  via  United  States  Postal  Service  Priority  Mail  

 

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upon   request.     RFP   packages  may   be   shipped   by   other  means   provided   the   requester   is  willing   to   bear   the   cost   of   postage.   The   RFP  will   also   be   posted   on   The   Deerfield   Beach  Housing  Authority’s  website.  All  RFP  package  shipments  must  be  pre-­‐paid.    The  DBHA  will  not  honor  requests  for  COD  shipments  or  facsimile  transmission  of  the  package.    Submission  Place    Proposals  shall  be  submitted  to:      

The  Deerfield  Beach  Housing  Authority  Business  Skills  Center  533  S.  Dixie  Hwy.  Deerfield  Beach,  FL  33441  (954)  425-­‐8449  (954)  425-­‐8450  Fax  

 Submission  Method    One  (1)  original  and  two  (2)  copies  of  the  written  proposal  shall  be  submitted  in  separate  sealed  envelopes.    The  face  of  each  envelope  shall  contain,  in  addition  to  the  above  address,  the  proposal  number  and  title.    Submission  Date  and  Time    Proposals  must   be   received   by   Thursday,  May   22,   2014   by   4p.m.   EST.     They  will   not   be  opened  publicly.    It  is  the  Firm’s  responsibility  to  ensure  that  its  proposal  is  delivered  at  the  proper  time  and  place.    Proposals  which  for  any  reason  are  not  timely  delivered  will  not  be  considered  and  will  be  returned  unopened.    Proposals  sent  by  overnight  delivery  service  will  be  considered  timely  filed  if  date  stamped  by  at  least  one  (1)  day  before  the  date  set  for  receipt   of   proposals   and   time   stamped   at   a   time   that   they   should   have,   pursuant   to   the  express  policy  of  the  delivery  service  used,  permitted  delivery  at  the  date,  time  and  place  set  for  receipt  of  proposals.  The  burden  of  proof  to  establish  timely  filing  of  a  proposal  by  overnight   delivery   service   shall   be   solely   upon   the   entity   or   person   submitting   the  proposal.    Offers  by  telegram,  facsimile  or  telephone  are  not  acceptable.    DBHA  staff  designated  to  receive  proposals  will  determine  when  the  deadline  for  receipt  of  proposals   has   expired.     No   responsibility  will   attach   to   an   officer,   employee   or   agent   of  DBHA  for  not  recognizing  or  receiving  a  proposal  which  is  not  properly  marked,  addressed  or  delivered  to  the  submission  place,  in  the  submission  method,  by   the  submission  date  and  time.      Questions  and  Interpretations    All   inquires  to  this  RFP  must  be  submitted  in  writing  to  the  address  noted   in  Submission  Place  Section  no   later   than  one  (1)  week  prior   to   the  submission  date  and   time.   Inquires  

 

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should  make   reference   to   specific   section  of   this  RFP  and,  where  appropriate,  paragraph  numbers.    DBHA  may,  at  its  option,  elect  to  respond  in  writing  to  inquiries.    Copies  of  any  such   written   communication   shall   be   made   available   to   all   prospective   bidders.     No  interpretation  shall  be  considered  binding  unless  provided  in  writing  by  the  DBHA.    Withdrawal  of  Proposals  

 

 Proposals  may  be  withdrawn  by  written,  certified  mail  to  DBHA  at  the  above  listed  address  prior  to  the  proposal  deadline  date.    Negligence  on  the  part  of  the  vendor  in  preparing   the   proposal   confers   no   right   of   withdrawal   or   modification   of   the  proposal  after  the  proposal  deadline  has  elapsed.    Price  and  Scope  of  Work  Changes    All  proposals  should  be  firm  and  not  subject  to  change  by  the  vendor  for  a  period  of  ninety   days   (90)   from   the   proposal   deadline   date.     Note,   however,   that   DBHA  reserves  the  option  to  negotiate  prices  downward  and  to  negotiate  additional  scope  of  work  and  cost  changes  based  on  final  negotiations  with  the  selected  vendor.    Mistakes  in  Proposals    If  a  mistake  in  a  proposal  is  suspected  or  alleged,  the  proposal  may  be  corrected  or  withdrawn  during  any  negotiations  that  are  held.    If  negotiations  are  not  held,  or  if  best   and   final   offers   have   been   received,   the   Firm  may   be   permitted   to   correct   a  mistake  in  its  proposal  and  the  intended  correct  offer  may  be  considered  based  on  the  conditions  that  follow:    o The  mistake  and  the  intended  correct  offer  are  clearly  evident  on  the  face  of  the  

proposal.    o The  Firm  submits  written  evidence   that  clearly  and  convincingly  demonstrates  

both  the  existing  offer  and  such  correction  would  not  be  contrary  to  the  fair  and  equal  treatment  of  other  Firms.  

 Mistakes   discovered   after   award   shall   not   be   corrected   unless   the   DBHA   Counsel  makes  a  written  determination  that  it  would  be  disadvantageous  to  the  DBHA  not  to  allow  the  mistake  to  be  corrected.    The  approval  or  disapproval  of  requests  of  this  nature  shall  be  in  writing  by  the  DBHA’s  Legal  Counsel.    Execution  of  Proposals    The   original   proposal   must   contain   a   manual   signature   of   an   authorized  representative  of   the  Firm.    The  proposal  must  be   typed  or  printed   in   ink.    Use  of  erasable  ink  is  not  permitted.    All  corrections  made  on  the  proposal  sheets  must  be  initialed  by  the  authorized  representative.    The  company  name  must  appear  on  each  sheet.     The   proposal   must   include   all   documents,   materials   and   information  required  herein.