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Painting & Repair Services RFP 2020-04 REQUEST FOR PROPOSAL PAINTING & REPAIR SERVICES 3116 South Street Portsmouth, VA 23707 Delores F. Adams Director of Procurement ISSUED December 10, 2019 Small, Minority and Women-Owned businesses are encouraged to apply TABLE OF CONTENTS Section Description Page Table of Contents Notice and RFP Information at a Glance 1 Schedule of Submittals 3 1.0 Solicitation 5 1.1 Invitation 5 1.2 Background 5 1.3 Reservation of Rights 6 2.0 Scope of Services 7 2.1 Contractor Requirements 7 2.2 Painting Specifications 9 2.3 Preparation of Services 10 2.4 General Workmanship 10 2.5 Additional Painting and Painting Related Services 11 2.6 Location of Work 12 2.7 Change in Units 16 2.8 Final Inspection 16 2.9 Work Hours and Procedures 17 2.10 Current Contractor 18 2.11 Special Instructions to Offerors 18 3.0 Proposal Submission Instructions 22 3.1 Procurement Standards 22 3.2 Submission of Proposals 22 3.3 Submission Deadline 23 3.4 Confidentiality 23 4.0 Evaluation Criteria 24 4.1 Technical Evaluation Criteria 24 4.2 Price Evaluation 25 5.0 Submission Format 25 6.0 Proposals Evaluation and Selection Process 28 6.1 General 28 6.2 Proposal Evaluation 28 6.3 Negotiations 30 7.0 Insurance Requirements 30 7.1 Worker’s Compensation 31 7.2 Commercial General Liability 31 7.3 Automobile Liability 31 7.4 Professional Liability/Errors and Omissions 31 7.5 City/Sate Business License 31 8.0 Contractor Responsibility Review 32 8.1 Selection 32 8.2 Assessment 32 9.0 Award Criteria 32 9.1 Award 32 9.2 Contract Award Procedure 33 9.3 Contract Period 34 9.4 Contract Type 34 9.5 Start-up Costs 34 9.6 Confidentiality 35 10.0 Withdrawal/Mistakes 35 11.0 Conflict of Interest 35 12.0 Protest Procedures 37 12.1 Protest of Procurement 37 12.2 Contract Claims 37 12.3 Appeal Rights 38 12.4 Deadline for Appeal 38 12.5 Appeal to HUD 38 List of Attachments 39 RFP 2020-04 PORTSMOUTH REDEVELOPMENT AND HOUSING AUTHORITY REQUEST FOR PROPOSALS PAINTING & REPAIR SERVICES Notice 2020-04 Painting & Repair Services The Portsmouth Redevelopment and Housing Authority is requesting proposals from qualified firms experienced with providing painting and repair services in Authority owned and/or managed properties. Copies of the RFP package are available from the PRHA Procurement Office at the address listed below. The RFP can also be assessed through eVA at www.eva.virginia.gov, the Authority website at www.prha.org. A Pre-Proposal Walk-Thru of all the properties will be held on Tuesday, December 17, 2019, at 10:00 a.m. beginning at 3116 South Street, Portsmouth, VA. Interested firms must submit one original and four (4) copies and an electronic version of their proposal package, with the items listed in the schedule of submittals, to Portsmouth Redevelopment and Housing Authority, Procurement Office, ATTN: Delores Adams, 3116 South Street, Portsmouth, Virginia 23707. All proposals shall be returned to the Authority by 3:00 p.m., Local Prevailing Time, on Thursday, January 16, 2020. PORTSMOUTH REDEVELOPMENT AND HOUSING AUTHORITY Delores Adams Director of Procurement December 6, 2019 Small, Minority and Women-Owned businesses are encouraged to apply Page 1 of 39 RFP 2020-04 PORTSMOUTH REDEVELOPMENT AND HOUSING AUTHORITY REQUEST FOR PROPOSALS PAINTING & REPAIR SERVICES RFP INFORMATION SHEET Proposals received in the issuing office after 3:00 p.m. on January 16, 2020, by Facsimile or by E- mail will not be considered. Portsmouth Redevelopment and Housing Authority (Authority) is not responsible for delays in the delivery of mail by the U.S. Postal Service, private couriers, or the intra- authority mail system. It is the sole responsibility of the Offeror to ensure that its proposal reaches the issuing office by the designated date and hour. The official time used in the receipt of proposals is that time written or stamped by the Authority. All requests for interpretation of specifications shall be by written request, sent via facsimile to (757) 399-8697 or email to [email protected] by January 11, 2020, five (5) days prior to the due date of the proposals. Any changes to this proposal document will be issued as addenda, and will be on file in Procurement until proposals are opened. All such addenda will become part of the contract and all Offerors will be bound by such addenda, whether or not received by the Offeror. This form must be signed, as well as subsequent addenda, and all pages returned in a sealed envelope. All signatures must be original and not photocopies. In compliance with this Request for Proposals, and subject to all the conditions thereof, the undersigned offers, if this proposal is accepted within ninety (90) calendar days from the date of the evaluation, to furnish any or all of the items and/or services upon which prices are quoted, at the price set opposite each item or negotiated, to be delivered at the time and place specified herein. The undersigned certifies he has read, understands, and agrees to all terms, conditions, and requirements of this proposal, and is authorized to contract on behalf of firm named below. Company Name: Federal Tax ID: DUNS Number: SCC Number: Address: City/State/Zip: Telephone: Fax Number: E-Mail: Print Name: Title: Signature: Date: Delores F. Adams Director of Procurement Page 2 of 39 RFP 2020-04 PORTSMOUTH REDEVELOPMENT AND HOUSING AUTHORITY REQUEST FOR PROPOSALS PAINTING & REPAIR SERVICES SCHEDULE OF SUBMITTALS RESPONSES DUE: Thursday, January 16, 2020 at 3:00 p.m., Local Prevailing Time At a minimum, your response should include the information listed below. Submit one original and four copies and an electronic copy of your Proposal. Offerors are encouraged to use the following Schedule of Submittals when preparing your response. Failure to sign your submission by an individual authorized to commit your firm to the project may render the submission as non- responsive and may not be considered. Failure to submit a document specified in this RFP as listed below is curable if done within the timeframe specified upon our notice to you, however any documents not submitted by the deadline given you will not be considered for scoring purposes. Initial o Cover Letter with Company Name; how firm or individual will carry out the responsibilities outlined in this RFP and signature Tab 1. Proven ability to successfully perform work. Evidence of the Offeror’s ability to perform the work as indicated by Profiles of the principals’ and staff’s professional and technical competence/experience and their facilities; Tab 2. Past performance in terms of experience with similar projects, cost control, quality of work and compliance with performance schedules. Attachment 1 - Experience Form Tab 3. Capability to provide services on time and on budget demonstrating knowledge of Federal, State and local laws, rules and regulations, Federal standards or other regulatory agencies’ criteria having jurisdiction over the agency. Workplan and QC Plan to detail how you meet the requirements of this solicitation. Attachment 2 – Questionnaire, Tab 4. Efforts to Utilize MBE’s and WBE’s in the Project. Attachment 3 – Minority and Women-Owned Business Participation Form Tab 5. Section 3 Compliance Strategy. Attachment 4 – Section 3 Forms Tab 6. Pricing Schedule Attachment 5 – Price Proposal Tab 7. Evidence that the Firm or Individual is currently licensed and registered in the Commonwealth of Virginia and maintains liability, property, workmen’s compensation, errors and omission and automobile insurance. Submit Copies of Licenses and Insurance Page 3 of 39 RFP 2020-04 PORTSMOUTH REDEVELOPMENT AND HOUSING AUTHORITY REQUEST FOR PROPOSALS PAINTING & REPAIR SERVICES Tab 8. Required Forms . Completed and Executed Attachment 6 – Form HUD 5369-C Certifications and Representations of Offerors; . Completed and Executed Attachment 7 – Authorization for Verification of References; . Completed Attachment 8 – Statement of Offeror’s Qualifications; . Completed Attachment 9 – Conflict of Interest Statement; . Completed Attachment 10 – W-9 Form . Completed Attachment 11 – Non-Collusive Affidavit For Offerors information attached are: o Attachment 12 - Instructions to Offerors, Form HUD-5369B o Attachment 13 – General Conditions for Construction Contracts, Form HUD-5370 o Attachment 14 – Sample Contract o Attachment 15 – Davis-Bacon Wage Determination o Attachment 16 – Painting Checklist o Attachment 17 - Site Maps o Attachment 18 – Property Paint Information This Schedule of Submittals is provided to assist you in responding to this RFP but is not intended to waive or modify any provision of the RFP. Page 4 of 39 RFP 2020-04 PORTSMOUTH REDEVELOPMENT AND HOUSING AUTHORITY REQUEST FOR PROPOSALS PAINTING & REPAIR SERVICES RESPONSES DUE: Thursday, January 16, 2020 at 3:00 p.m., Local Prevailing Time 1. SOLICITATION 1.1 INVITATION The Portsmouth Redevelopment and Housing Authority (PRHA or the Authority), is seeking the services of experienced, qualified firm(s) to provide painting and repair services for vacant and occupied units on an as-needed basis for a period of one year, with an option to renew up to four additional one-year periods, at PRHA’s discretion. Interested firms must demonstrate their ability and capacity to complete the full Scope of Services outlined in the Request for Proposal (“RFP”). Offerors are advised that the proposal should provide information demonstrating a well-developed, thoughtful approach to completing specific tasks as described under the Scope of Services. 1.1.1 The selected firm shall have at least five (5) years’ commercial experience working with public housing authorities or multifamily properties and the proven ability to manage the scope of work outlined in this RFP. Proposals should show that the submitting firm meets the licensure and experience qualifications in the scope of work of this solicitation.
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