Bid Detail

17-075 - Invitation for Bids: Notice of Funding for Historic Renovation Grant Program

End date: Wednesday January 11, 2017 at 2 p.m.

Introduction

In the immediate aftermath of the tornado, due to public safety concerns, the City of Springfield demolished the rear drill shed at the historic Howard Street Armory, which is listed on the National Register of Historic Places and was occupied at the time of disaster by the South End Community Center. FEMA and the Massachusetts Historic Commission determined that the emergency demolition of the drill shed had an adverse effect because it resulted in the loss of a portion of a historic property that still retained historic integrity and significance after the tornado. The City and FEMA have entered into a Memorandum of Agreement (\"MOA\"), in accordance with 36 CFR Part 800, that will allow an Alternate Project to direct FEMA program funds for repair and replacement of the Howard Street Armory to reestablish the functions of the South End Community Center and Senior Center at new locations. The MOA stipulates that to mitigate the adverse effect of the emergency demolition, the City is required to develop a Historic Preservation Grant Program.

In accordance with the MOA, the City of Springfield is making $175,000 dollars available in CDBG-DR funds for bids from property owners and/or developers for “ready to proceed” historic renovation projects.

Project Eligibility Requirements

Through this initial solicitation, the City is seeking projects that meet the following criteria:

1. Project must be located within the geographical area of the City designated as the Tornado Impact Zone. (See Map A)
2. Project must be located within the boundaries of a National Register District and/or a Local Historic District. (See Map A)
3. Project must be located within a HUD CDBG target area. (See Map B)
4. Property must have sustained damage from the June 1, 2011 tornado and must continue to have unrepaired exterior and/or emergency structural damages as a result of the tornado. Applicant must be able to demonstrate this and sign an affidavit to this effect.
5. Property owner must have registered with FEMA and must have a valid FEMA registration number.
6. Property owner must not have received duplicative benefits from another source/s (insurance, FEMA, SBA, etc.) for the repairs applied for under this program.
7. City of Springfield and State property taxes, fees, fines and municipal liens must be current.
8. Mortgage payments must be current.

Applicants must be able to demonstrate site control for all proposed projects. Projects should be “ready to proceed” immediately or within thirty days of the award. All repairs funded under this Program must be completed and expenses paid out no later than October 31, 2017. All projects must meet the HUD Elimination of Slums and Blight National Objective, therefore only exterior and emergency structural repairs will be eligible for funding under this program. For more information on HUD National Objective requirements you may visit the following website http://portal.hud.gov/hudportal/documents/huddoc?id=DOC_16472.pdf

The following is a list of exterior repairs that may be eligible:

• Roofing
• Painting
• Shingle/Siding Repair
• Chimney/Foundation Repair and Re-Pointing
• Window Restoration or Replacement with Suitable Materials
• Removal of Vinyl/Aluminum Siding
• Porch Repair
• Repair of Original Siding/Trim




Below is a list of potentially ineligible activities:
• Installation of Vinyl/Aluminum Siding
• Installation of Replacement Vinyl Windows/Doors
• Landscaping/Driveway/Hardscapes

CDBG-DR Funding and Payment Method
The City is making available a maximum amount of $175,000 in Community Development Block Grant – Disaster Recovery (CDBG-DR) funds towards “ready to proceed”, eligible historic renovation project. CDBG-DR funds awarded under this Program must be spent no later than October 31, 2017 and all spending should be in accordance with the following:

• Springfield’s CDBG-DR Action Plan (http://www3.springfield-ma.gov/planning/fileadmin/Planning_files/Community_Development/11-27-13_CDBG_DR_Action_Plan_FINAL.pdf)
• HUD Guidance in the March 5, 2013 Federal Register (FR-5696-N-01) (http://www.gpo.gov/fdsys/pkg/FR-2013-03-05/pdf/2013-05170.pdf)
• The Housing and Community Development Act of 1974, 42 USC 5301-5321.

Award of funding will be at the sole discretion of the City of Springfield. In order to be awarded funds, proposers must have demonstrated ability to comply with CDBG-DR requirements and must have a successful track record utilizing comparable federal funds and complying with comparable federal regulations.
All projects must meet the HUD Elimination of Slums and Blight National Objective, therefore only exterior and emergency structural repairs will be eligible for funding under this program.

Grantees will need to obtain prior approval from the Springfield Historic Commission for all work. The Springfield Historic Commission must issue a Certificate of Appropriateness and grantee will be required to submit that certificate to the City of Springfield, Office of Disaster Recovery & Compliance. Funding will be released to grantees on a re-imbursement basis. Grantees will need to submit detailed invoices, photographs showing completed work and receipts and proof of all payments to the City for review and approval. The City will review all payment requests and backup documentation and approve or deny payment within thirty (30) days.

Proposers should demonstrate the ability to proceed within the allotted timelines and submit any information that shows an ability to comply with CDBG-DR guidelines and requirements.

The work to be performed with CDBG-DR funding is subject to the requirements of section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u (section 3). 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.
Grantees must agree to sign a contract requiring compliance with HUD\'s regulations in 24 CFR 135, which implement section 3. The contract will require a certification that the grantee is under no contractual or other impediment that would prevent them from complying with the part 135 regulations.

The grantee\'s contractor must agree to send to each labor organization or representative of workers with which the contractor has a collective bargaining agreement or other understanding, if any, a notice advising the labor organization or workers\' representative of the contractor\'s commitments under this section 3 clause, and will post copies of the notice in conspicuous places at the work site where both employees and applicants for training and employment positions can see the notice.

The notice shall describe the section 3 preference, shall set forth minimum number and job titles subject to hire, availability of apprenticeship and training positions, the qualifications for each; and the name and location of the person(s) taking applications for each of the positions; and the anticipated date the work shall begin.

The grantee\'s contractor must agree to include this section 3 clause in every subcontract subject to compliance with regulations in 24 CFR part 135, and agrees to take appropriate action, as provided in an applicable provision of the subcontract or in this section 3 clause, upon a finding that the subcontractor is in violation of the regulations in 24 CFR part 135. The contractor will not subcontract with any subcontractor where the contractor has notice or knowledge that the subcontractor has been found in violation of the regulations in 24 CFR part 135.

The contractor will certify that any vacant employment positions, including training positions, that are filled (1) after the contractor is selected but before the contract is executed, and (2) with persons other than those to whom the regulations of 24 CFR part 135 require employment opportunities to be directed, were not filled to circumvent the contractor\'s obligations under 24 CFR part 135.

Noncompliance with HUD\'s regulations in 24 CFR part 135 may result in sanctions, termination of this contract for default, and debarment or suspension from future HUD assisted contracts.

With respect to work performed in connection with section 3 covered Indian housing assistance, section 7(b) of the Indian Self-Determination and Education Assistance Act (25 U.S.C 450e) also applies to the work to be performed under this contract. Section 7(b) requires that to the greatest extent feasible (i) preference and opportunities for training and employment shall be given to Indians, and (ii) preference in the award of contracts and subcontracts shall be given to Indian organizations and Indian-owned Economic Enterprises. Parties to this contract that are subject to the provisions of section 3 and section 7(b) agree to comply with section 3 to the maximum extent feasible, but not in derogation of compliance with section 7(b).

Submission Deadline

COMPLETE BIDS MUST BE RECEIVED BY JANUARY 11, 2017 AT 2:00 P.M. by

LAUREN STABILO, CHIEF PROCUREMENT OFFICER
SPRINGFIELD PROCUREMENT DEPARTMENT
36 COURT STREET, CITY HALL 3RD FLOOR, RM. 307
SPRINGFIELD, MASSACHUSETTS 01103

The proposal package must be submitted as follows:

Proposer’s name, address, phone and fax number marked on the outside of one (1) envelope, marked “Invitation for Bid and Notice of Funding Availability for Redevelopment per Bid No. 17-075”. One (1) unbound original of bid proposal and four (4) bound, complete copies must be submitted simultaneously in envelope.

Pre-Proposal Assistance

Assistance in the completion of a submission including any assistance in assembling a development team and/or financial analysis cannot be provided.

In order to provide prompt answers to questions, the Procurement Department requests that all bidders submit written questions one week prior to the response deadline. Accordingly, questions must be received in writing only at the City of Springfield, Procurement Department not later than January 4, 2017. Questions may be faxed or emailed. The Procurement Department fax number is (413) 787-6295 and email may be sent to Lauren Stabilo at lstabilo@springfieldcityhall.com . The Procurement Office will compile written answers which will be emailed back to all Proposers who requested a copy of the IFB, no later than January 6, 2017.

Submission Evaluation Criteria

Acceptable bids will be judged in accordance with the following Evaluation Criteria.

��§ Historic and Neighborhood Appropriateness
��§ Financial Need
��§ Historic Significance of Property
��§ Proposer\'s Ability to Comply with CDBG-DR regulations

Anticipated Schedule of Events

The anticipated schedule, which is in the discretion of the City of Springfield and can be modified, is as follows:

December 5, 2016 IFB/NOFA issued
January 4, 2017 IFB/NOFA questions due by 4:00 p.m.
January 6, 2017 IFB/NOFA questions answered
January 11, 2017 IFB/NOFA responses due by 2:00 p.m.
January 2017 Bids Reviewed
January 2017 Projects Awarded
February 2017 Contract Executed
October 2017 Projects Completed


Bid Submission Requirements

Responses must contain standard procurement bid forms. Specifically,

Properly executed forms including:

A. Request for Proposal Form Completed and Signed
B. Tax Certification Affidavit, Signed and Notarized
C. Collusion Statement
D. Affirmative Action Plan
E. Signed FEMA/SBA certifications that allow the City to verify amounts of FEMA/SBA/Insurance benefits received
(Forms for items A-D and F are provided with the RFP package.)
F. A requested grant amount (with detailed sheets)








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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