Bid Detail

24-047 - RFP: On-Call Home Rehab and Construction Project Management Services

The City of Springfield, Massachusetts (the ‘City”), acting through the Chief Procurement Officer of the City, issues this Request for Proposals (the “RFP”) to parties (individually referred to as a “Proposer”) who have an interest in providing On-Call Home Rehabilitation and Construction Project Management Services for City rehabilitation and new construction projects funded by the Office of Community Development/Disaster Recovery. In connection with various projects the selected vendor will provide inspections, specifications, general advice and provide contractor oversight to the City during rehabilitation and new construction projects. Proposals must be prepared in strict accordance with the instructions and requirements contained in this RFP and must be submitted to the City of Springfield, Office of Procurement, 36 Court Street - Room 307, Springfield, MA 01103 on or before 2:00 PM on October 6, 2023.

Section III: Scope of Services

If selected, the Proposer, in a professional and proper manner, to the satisfaction of the City, and in accordance with the law and industry standards, shall provide the services enumerated herein.

The Services will mainly include, but will not be limited to, the following activities:

• Providing home rehabilitation and new construction project management and consulting services to City staff as requested by the City of Springfield.
• Providing advice and/or recommendations on federal and state lead requirements, as requested by the City of Springfield.
• Review 3rd party lead inspections, risk assessments and cost estimates.
• Review weatherization reports provided by MassSave and Springfield Partners for Community Action.
• Correspond with 3rd party lead inspectors throughout the duration of the job, as necessary.
• Conduct inspections of prospective city funded home rehabilitation projects and de-leading projects.
• Conduct re-inspections of city funded rehabilitation and/or new construction projects as projects progress. Ensure work corresponds to specifications and is in compliance with local, state and federal regulations.
• Review and approval of contractor invoices, complete inspections to ensure work completion.
• Review contractor change order requests and ensure all change orders are necessary and proposed costs are reasonable.
• Prepare bid specifications to bring property to code enforcement compliance.
• Conduct site walk-throughs and site visits for prospective contractors/bidders.
• Provide independent cost estimates for rehabilitation and/or new construction projects.
• Review contractor bids, ensure cost reasonableness and correspond regarding any necessary adjustments.
• Correspond with city staff, homeowners and contractors on ongoing rehabilitation and new construction projects as necessary.
• Oversight of construction and rehabilitation projects. Including providing checklist of outstanding items needed for project completion and/or certify project completion.
• Review homeowner complaints regarding completed rehabilitation and/or construction work and make determinations on contractor warranty obligations.
• Make referrals for outside engineering and/or structural assessments, as applicable.
• Make referrals for outside hazardous materials assessment (i.e. asbestos, lead, etc.), as applicable.
• Review new construction specifications and plans.

This list of services is intended to serve as an example of services provided, but additional services, allowed by the Price Agreement may be requested.

Section IV: Section 3 Clause
The work to be performed under this contract 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.
The parties to this contract agree to comply with HUD's regulations in 24 CFR part 135, which implement section 3. As evidenced by their execution of this contract, the parties to this contract certify that they are under no contractual or other impediment that would prevent them from complying with the part 135 regulations.
The contractor agrees 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 contractor agrees 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).

The City hereby requests competitive sealed bid proposals in accordance with Massachusetts General Laws Chapter 30B, § 6 for a one-year period, unless extended by the City in its sole discretion. The contract will be a single year contact with the option to renew this agreement on a yearly basis for two (2) additional years from the Date of Expiration of the one (1) year term without price changes. Any Bidder submitting a Bid shall understand and agree that the City's Option to Renew may be exercised upon the expiration of the base one-year agreement, and that all aspects, conditions, and pricing shall remain in effect for the duration of the second and third year and the Bidder will comply with such without modification. The City of Springfield also reserve the right to terminate this Contract at any time with (30) days written notice to the awarded Contractor.

The City intends to award one on-call contract, estimated at not to exceed $250,000 annually.

These contracts may be utilized by other City Departments on an as needed basis with prior approval from the City of Springfield, Office of Community Development/Disaster Recovery.

For any services that are subcontracted the vendor must acknowledge in their proposal that they will be subcontracting those services and must acknowledge that they will be the prime contractor responsible for the oversight and timely completion of all projects. Vendor will be responsible for the compensation of sub-contractors. Sub-contractors must be disclosed in the “Basic Proposal – Form B - Subcontractor Disclosure”. Proposer may not use additional subcontractors, not listed, without the prior written approval of the City of Springfield, Office of Community Development/Disaster Recovery.

The City may cancel this RFP, or reject in whole or in part any and all RFP’s. If the City determines that cancellation or rejection serves the best interest of the City.

No interpretation of the meaning of the requirements of this RFP will be given out except in response to a written request. Questions regarding the RFP must be received on or before September 28, 2023 at 4:00PM EST. All inquiries should be in writing and delivered via email or facsimile (413) 787-6295 to:

Chief Procurement Officer
Attn: Lauren Stabilo
Springfield Office of Procurement
36 Court Street, Room 307
Springfield, MA 01103
lstabilo@springfieldcityhall.com

All inquiries related to the requirements should prominently refer to “Bid # 24-047– “ON-CALL HOME REHABILITATION AND CONSTRUCTION PROJECT MANAGEMENT SERVICES,” and the opening date. Please keep in mind the schedule of bid events and questions should be received early enough in the schedule to permit the City’s responses to be sent to and received by all prospective Proposer(s).

To be given consideration, any inquiry must be received at least seven (7) days prior to the date for receipt of the proposals specified above. Any and all such interpretations, supplemental instructions or information will be made in the form of written addenda which will be sent to all holders of the RFP. The City, in its sole discretion, may decline to provide the information requested. Any addenda so issued shall become part of the RFP.

Responses to inquiries will be in the form of a numbered addendum to the specifications issued by the Office of Procurement and sent to all parties listed in the bid file as Proposer(s) having requested the bid documents from the Office of Procurement. Proposer should base responses only on the specifications including any addenda.

PLEASE NOTE that all addenda must be acknowledged either in the bid response (there is a space for that purpose on the bid cover sheet) when submitted or by following the instructions on the addendum cover sheet. If using the latter means to acknowledge receipt, the Proposer must write the business name of the firm, sign the sheet and email it to lstabilo@springfieldcityhall.com or fax it to (413-787-6295) and/or include a copy of the sheet in the bid response. Failure to acknowledge any addendum may cause rejection of a bid response as required by chapter 30B. Proposer(s) are advised to call the Office of Procurement (413-787-6285) before sending their bid responses to confirm that all addenda are accounted for.

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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