Bid Detail

15-081 - RFP: Relocation Advisory Services

Introduction

The City of Springfield is seeking proposals from qualified individuals, firms, entities and/or joint ventures (hereafter "Consultants") to provide on-call residential and business relocation advisory services for various projects across departments and throughout the City.

Scope of Services

The City is seeking an entity to provide on-call relocation advisory services for various departments. Departments covered under this contract may include, but will not be limited to, the Office of Disaster Recovery & Compliance, Community Development, Office of Housing, Office of Planning & Economic Development and Treasurer-Collector's Office.

The City is seeking a contract term of three years, with a thirty day termination notice.

The City as a public agency undertaking a project which will result in the displacement is required to provide relocation benefits to all persons and/or entities forced to relocate as a result of the Project. The Consultant must therefore demonstrate experience working with federal and state relocation requirements, as set forth in the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as amended (49 CFR, Part 24), and MGL, Chapter 79A and 760 CMR, Part 27.

As a pre-condition to rendering the Relocation Advisory Services requested herein the Consultant must be capable of being certified by DHCD Bureau of Relocation, as a "Relocation Advisory Agency" for the Project pursuant to MGL, Chapter 79A, section 2.

As provided in M.G.L. c. 30B, § 6, the proposals shall not be opened publicly, but the City shall cause them to be opened in the presence of one or more witnesses at the time specified above.

Until the completion of the evaluations, or until the time for acceptance specified above, whichever occurs earlier, the contents of the proposals shall remain confidential and shall not be disclosed to competing Proposers. At the opening of proposals, the City shall prepare a register of proposals which shall include the name of each Proposer and the number of modifications, if any, received. The City may open the price proposals at a later time, and shall open the price proposals so as to avoid disclosure to the individuals evaluating the proposals on the basis of criteria other than price.

The City shall determine the most advantageous proposal from a responsible and responsive Proposer taking into consideration price and the evaluation criteria set forth in the RFP. The City shall award the contract by written notice to the selected Proposer within the time for acceptance specified above. The parties may extend the time for acceptance by mutual agreement. Inclusion of any such condition in a proposal shall be cause for rejection of the proposal.

If the City awards the contract to a Proposer who did not submit the lowest price, it shall explain the reasons for the award in writing, specifying in reasonable detail the basis for determining that the quality of services under the contract will not exceed its actual needs.

As provided in M.G.L. c. 30B, § 12, the City may not enter into a contract unless funds are available for the first fiscal year at the time of contracting. Payment and performance obligations for succeeding fiscal years shall depend upon the availability and appropriation of funds. The City, therefore, must reserve the right to cancel the contract if funds are not appropriated or otherwise made available to any fiscal year succeeding the first year.

Late submissions will not be considered.

The City reserves the right to waive any informality in the proposal, to reject any or all proposals or to accept any proposal which it deems to be in the best interest of the City.

A pre-proposal meeting will not be held for this project.

Candidates are asked to mail or hand-deliver one (1) original and four (4) copies of both the non-price (technical) and price proposals. All proposals to be considered must be prepared in accordance with the requirements as specified in this Request for Proposals (herein "On-Call Services - Relocation Advisory Services, Bid No. 15-081").

Inquiries

All inquiries from prospective Consultants, whether from individuals, firms or joint ventures must be submitted in writing to the Office of Procurement. In order to provide prompt answers to questions, the CPO requests that all proposers submit the written questions seven (7) days prior to the RFP response deadline. Accordingly, questions must be received in writing only at the City of Springfield, Office of Procurement not later than September 22, 2014. Questions may be faxed or e-mailed (lstabilo@springfieldcityhall.com ). The CPO will compile written answers which will be mailed back to all Proposers who requested a copy of the RFP, no later than September 24, 2014.

The Consultant's RFP submission shall include a letter of transmittal, signed by an individual(s) authorized to bind the prospective Consultant contractually. The letter must state the RFP submission will remain valid for ninety (90) days from its submission date and thereafter until the prospective Consultant withdraws it, until a contract is executed or until the procurement is terminated by the City, whichever comes first.

All information pertaining to the prospective Consultant's approach to meeting the requirements of the RFP response shall be organized and presented in the prospective Consultant's submission. The instructions contained in this RFP must be strictly followed. Accuracy and completeness are essential. Omissions and ambiguous or equivocal statements will be viewed unfavorably and will be considered in the evaluation.

All response requirements must be submitted for each party comprising the prospective Consultant's organization, firm, or joint venture as well as any sub-consultants and sub-contractors. The City may reject any and all submissions that do not meet the requirements set forth.

The City of Springfield supports the goal of twenty percent minority and women participation in all contracts. No questions will be answered unless received by the Chief Procurement Officer at least 7 days prior to the expiration of the time set for submitting bids or proposals. The Chief Procurement Officer reserves the right to waive any informality in and to reject any or all bids if it is in the public interest to do so.

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