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RFP 1852-18 Grant Writing Services

HOUSING AUTHORITY OF THE CITY OF HARTFORD, 180 John D Wardlaw Way, HARTFORD CT 06106 REQUEST FOR PROPOSAL # 1852-18 GRANT & FUNDING TECHNICAL ASSISTANCE

 

PROCUREMENT THROUGH SMALL PURCHASE PROCEDURES – PRICE

AND OTHER FACTORS 1852-18

GRANT & FUNDING TECHNICAL ASSISTANCE

Released July 9, 2018

CONTENTS

Section 1: Introduction, Submission, Evaluation and Award

Section 2: Scope of Services

Section 3: Qualification Statement (signature required)

Section 4: Price Proposal Form (signature required)

Section 5: General Terms and Conditions

ATTACHMENTS:

Acknowledgement of Addenda (list all issued addenda, signature required)

HUD Form 5369b: Instructions to Offerors (Pre-award Terms)

HUD Form 5369c: Representations, Certifications and other Statement (signature required)

Sample Contract

SCHEDULE OF EVENTS:

Solicitation Issuance                                    Monday, July 2, 2018

Proposal Due Date                                     Thursday, August 2, 2018 @ 2:00 pm

Evaluation Period (tentative)                      Week of August 13, 2018

Award/Contract Effective                          On or around week of August 27, 2018


HOUSING AUTHORITY OF THE CITY OF HARTFORD, 180 John D Wardlaw Way, HARTFORD CT 06106 REQUEST FOR PROPOSAL # 1852-18 GRANT & FUNDING TECHNICAL ASSISTANCE

SECTION 1

INSTRUCTIONS TO RESPONDENTS

1.1. INTRODUCTION

The Housing Authority of the City of Hartford (the “Authority”) is seeking to contract through its small purchase procedures with one or more vendors (each a “Contractor”) to provide Grant and Funding Technical Assistance services on an "as needed, when needed" basis. The Authority reserves the right to make multiple awards as a result of this solicitation if such awards are in its best interest. The Authority reserves the right to make partial or full award of the services described below. Any obligations of Respondents in this solicitation continue to be obligations of Contractor(s) when awarded.

Term Contract. The term of the contract resulting from this solicitation (the “Contract”) will be for three (3) years commencing on the date of award. Upon satisfactory completion of the initial term of the Contract, the Authority may extend the term of this Contract for two additional one year terms at its sole option at the prices initially bid by each successful Contractor. The Authority shall provide Contractor with written notice of its intent to extend the Contract at least ninety (90) days prior to the expiration of the then current Contract term.

Quantities. The Contract is an indefinite delivery, indefinite quantity contract. Services are required as and when needed. The Authority reserves the right to make partial or full award of the services described below.

Non-Exclusive. The Contract is not an exclusive contract and there is no guarantee as to the amount of work to be assigned for any particular period of time. The Authority reserves the right to go out to separate solicitation for major projects or for assignments not covered by the Scope of Services described in this solicitation.

Funding. The Contract is contingent upon continued funding availability from one or more sources including federal funds. In the event that funds are not available at any time during the Contract term, the Authority reserves the right to cancel the Contract. In such event, each Contractor will be paid for satisfactory services provided to date of cancellation.

The Contract is subject to an aggregate annual not to exceed expenditure limit of thirty thousand dollars ($30,000) across all Contractors (the “Annual Limit”). Annual expenditures may not exceed the Annual Limit without confirmation of funds availability and an amendment of the Contract.

1.2. PRE-PROPOSAL CONFERENCE

A pre-proposal conference has not been scheduled for this solicitation.

1.3 QUESTIONS AND COMMUNICATION

All questions must be put in writing to the solicitation Contact named below no later than 5 calendar days before the due date for the submission of responses. The intent of this requirement is to assure that all Respondents are in receipt of the same information and to allow the Authority sufficient time to post questions and answers in an Addendum to this solicitation. The Authority reserves the right to use its discretion in issuing Addenda for questions and answers; only those questions and answers which might materially affect a vendor’s response will result in an Addendum. It is the responsibility of each Respondent to check the Authority’s website: www.hartfordhousing.orgfor a copy of all Addenda issued for this solicitation.

NOTE: Any solicitation or lobbying directed to any Authority staff or the Board of Commissioners is prohibited and is grounds for disqualification of Respondent’s proposal.


HOUSING AUTHORITY OF THE CITY OF HARTFORD, 180 John D Wardlaw Way, HARTFORD CT 06106 REQUEST FOR PROPOSAL # 1852-18 GRANT & FUNDING TECHNICAL ASSISTANCE

SOLE SOLICITATION CONTACT

Ben Bare
General Counsel and Chief Procurement Officer
180 John D Wardlaw Way
Hartford, CT 06106
email: bids@hartfordhousing.org

www.hartfordhousing.org

1.4. PROPOSAL DEADLINE AND DELIVERY

Respondents must deliver in a sealed package one (1) original, and two (2) copies of their response as well as an electronic version on CD or small portable drive (i.e. a “thumb drive”) to the following location no later than 2:00 PM on Thursday, August 2, 2018.

Deliver to:

Housing Authority of the City of Hartford
Attention: Bid Department
180 John D Wardlaw Way
Hartford, CT 06106

To assure proper receipt and handling of responses, the outside of the package must be clearly marked with Respondent’s Name and Address, and the words: SOLICITATION 1852-18 Grant and Funding Technical Assistance

You must acknowledge any and all addenda issued and related to this solicitation with your submission by executing the attached Acknowledgement of Addenda.

1.5. PROPOSAL FORMAT

The following documents must be completed and returned by all Respondents:

Executive Summary.  Submit a letter on your company letterhead, signed by an authorized agent for the company. The letter should summarize your proposal response and incorporate, by attachment:

Client References. Include three (3) references for which you have provided a similar scope of work. Include contact name, address, and phone number. Provide a description and value of the work performed.

Organizational Chart. Provide an organizational chart, highlighting credentials, and qualifications, and roles of key staff and subcontractors who will be involved in the work.


HOUSING AUTHORITY OF THE CITY OF HARTFORD, 180 John D Wardlaw Way, HARTFORD CT 06106 REQUEST FOR PROPOSAL # 1852-18 GRANT & FUNDING TECHNICAL ASSISTANCE

Technical Proposal. Submit a detailed response to Solicitation Section 2, Scope of Services.

Address the scope items in the same sequence as they are presented in the solicitation. Include a description of your organizational capability to perform in a manner that demonstrates evidence of your knowledge and experience. Staff or subcontractor substitution after award will not be permitted without prior written approval of the Authority.

Fee Proposal. Submit a complete Fee Proposal indicating any and all costs associated with the services proposed. Cost plus a percentage of cost is prohibited. Respondents are required to submit hourly billing rates for key staff as well as identify any and all items that are billable expenses. Any and all costs not specifically provided for in the proposal response will be borne by each Contractor. Travel costs and other incidental expenses are not allowed under this Contract.

Qualifications Statement. Complete the Qualifications Statement and provide all information requested therein. Resumes shall include each person’s professional licenses and certifications. Provide attachments wherever more space is needed to respond to the question.

HUD Form 5369c. Complete and attach the Certifications and Representations of Offerors Non-Construction Contract.

1.6. RIGHT TO VERIFY INFORMATION

The Authority reserves the right to verify any and all information provided in the Proposal. If there is evidence of misleading or false information, the Authority may, in its discretion, reject the Respondent’s submittal.

1.7. EVALUATION OF PROPOSALS

The Authority will assign an agent to review each proposal to determine if the proposal substantially complies with the requirements and procedures contained in this RFP. Respondents that are not in substantial compliance will not be considered further.

A selection committee will be convened to review responsive proposals.

1.8. EVALUATION CRITERIA                                                                    POINTS

General Background and Experience.......................................... 40

Verifiable experience for the services proposed; capacity to perform; references; integrity; knowledge of public policy; past performance; financial and technical resources.

Technical Response ......................................................................... 20

Narrative Response to the Scope of Services, demonstrated knowledge of staff.

Competitiveness of Proposed Fees.............................................. 40


HOUSING AUTHORITY OF THE CITY OF HARTFORD, 180 John D Wardlaw Way, HARTFORD CT 06106 REQUEST FOR PROPOSAL # 1852-18 GRANT & FUNDING TECHNICAL ASSISTANCE

1.9. INTERVIEWS

A selection panel may interview the highest scoring Respondents (typically the highest 3 unless it is in the Authority’s best interest to interview more). Initial scores may be adjusted based upon the outcome of interviews. The Authority reserves the right to make award based solely upon written proposals, therefore, Respondents are urged to provide a complete response with their best and final offer.

1.10. AWARD

Award will be made to the Respondent(s) whose proposal is/are deemed most advantageous to the Authority. The Authority reserves the right to make award to one or more Respondents whichever is deemed to be most advantageous to the Authority. Further, the Authority reserves the right to administer the Contract in whatever way is most advantageous taking into consideration cost effectiveness, efficiency, and practicality. Administering the Contract may include assigning work on a rotational basis or by assigning specific developments to each awardee. The Authority further reserves the right to make a “no award” on all or any part of this Request for Proposal and to negotiate the extent of services provided (upward or downward).

1.11. SOCIO ECONOMIC CONSIDERATION: The Authority encourages responses from individuals and companies located in or owned by persons residing in a public housing development (commonly referred as Section 3).

1.12. CONDITIONS OF CONTRACT

This Request for Proposal, including all attachments, together with the Contractor’s proposal response will form the entire agreement between the Contractor and the Authority. Any and all exceptions to the Sample Contract attached to this RFP should be noted in the Respondent’s response to this RFP.

In the event additional services are required that have not been awarded but are within the scope of the services described in this RFP, the Authority will have the sole and exclusive right to allocate the service to a firm under contract or seek the services on the open market, whichever is deemed to be in its best interest.

The person signing the proposal on behalf of the Respondent shall be authorized to commit the Respondent in contractual matters and to conduct negotiations or on behalf of the Respondent.

For Full RFP, Click Here.

© 2018 The Housing Authority of the City of Hartford 180 John D. Wardlaw Way, Hartford, CT 06106
(860) 723-8400

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