Sealed Bid - Physical Needs Assessment

HOUSING AUTHORITY OF THE CITY OF ARKADELPHIA
REQUEST FOR PROPOSAL
PHYSICAL NEEDS ASSESSMENT
RFP #AR012PNA2023

The Housing Authority of the City of Arkadelphia (AHA) is requesting sealed proposals from licensed, qualified professional consultants to perform a Physical Needs Assessment (PNA) of its properties. The Assessment must include the ability to submit reports in accordance with the U.S. Department of Housing and Urban Development (HUD), Capital Needs e-tool 3.0 submission, recognizing all current HUD revised Notifications in conjunction with the developments located at Carpenter Hill, Southview and Pine Court.
Proposals will be received by the Housing Authority of the City of Arkadelphia at 670 S. 6th Street, Arkadelphia, Arkansas until 2:00 p.m. CST on April 6, 2023. Proposals must be submitted in person to Bobbi Partain at 670 S. 6th Street Arkadelphia Arkansas, 71923 by the due date and time. All question in reference to this solicitation shall be addressed via email to bobbi.partain@arkadelphiahousing.org. Single copies of the RFP
package will be available at 670 S. 6th Street, Arkadelphia, Arkansas 71923 and/or obtained by visiting the AHA website at www.arkadelphiahousing.org beginning on March 13, 2023.
All responses submitted are subject to these Instructions and Supplemental Instructions to Offerors, General and Supplemental Conditions, and all other requirements contained herein, all of
which are made a part of this Request for Proposals by reference.
The Housing Authority of the City of Arkadelphia reserves the right to reject any or all proposals for just cause and to waive any informality in the submission process if it be in the public interest to
do so. 

A pre-bid meeting will be held at the AHA office on March 20, 2023 at 1:00 p.m. All vendors are highly encouraged to attend.

The Housing Authority of the City of Arkadelphia (AHA) is requesting proposals from licensed, qualified, and experienced contractors to provide a Physical Needs Assessments (PNA), that will collaborate the Capital improvements to submit in the required eTool program identifying all health and safety improvements for Public Housing development inventory owned by the AHA as identified in Appendix C.
Qualifications: Offerors must:
1. Be trained to evaluate building systems, health and safety conditions, and physical and
structural conditions; and to provide cost estimates for maintaining, rehabilitating, or
improving deficiencies. Must also have environmental expertise, as inspection will include
environmental issues as well. Must have all required licenses.
2. Have acceptably completed PNA and RAD PCA reports for similar types of public housing developments in similar physical condition and age in the subject market or in
similar areas.
3. Not be under suspension or debarment by HUD or involved as a defendant in criminal or civil action with HUD.
4. Produce reports that are well regarded in the marketplace in terms of content, timeliness, and responsiveness. The assigned inspector, not just the company, must have personal experience in conducting such audits.
s. Have the capacity to complete the project inspection and prepare the report in a time frame acceptable to the AHA.

INDEX OF SUBMITTAL DOCUMENTS
The Index of Submittal Documents is provided to assist in completing a responsive submittal. The
Index of Submittal Documents contains a listing of all required submittal items. Please review this table and submit with your proposal all documents that are checked as a "Required Submittal". Documents that are checked "Signature Required" must be properly
executed. Documents that are checked "Notary/Corporate Seal Required" must be notarized and/or have a corporate seal affixed.

INDEX OF SUBMITTAL DOCUMENTS
DOCUMENT REQUIRED
SUBMITTAL
SIGNATURE
REQUIRED
NOTARY/CORPORATE
SEAL REQUIRED
Contractor's Summary X X X
HUD-5369-C, Certifications and
Representations of Offerors
(Non-Construction Contract)
X X
Certification of Contractor
Non- Exclusion
X X
Non-Collusive Affidavit X X X
Acknowledgement of Addenda
(if necessary)
X X
Written Proposal X
Fee Proposals
(Part A and Part B)
X X
NOTE: ALL REQUIRED SUBMITTAL DOCUMENTS MUST BE SUBMITTED WITH
THE PROPOSAL PACKAGE.

SUPPLEMENTAL INSTRUCTIONS TO
OFFERORS
1. Submission of Proposals
One (1) complete set of all required submittal documents must be submitted electronically to
bobbi.partain@arkadelphiahousing.org. Proposals must be received no later than 2:00 CST p.m.
on April 6, 2023.
Single copies of the RFP package may be downloaded from the AHA website at
https://www.AHAonline.com.
2. Interpretations/Questions
During the period between issuance of this RFP and the proposal due date, no oral interpretation
of the RFP's requirements will be given to any prospective Contractor. Requests for interpretation
must be made, in writing via email, at least 3 days before the submission due date and time to:
HOUSING AUTHORITY OF THE CITY OF ARKADELPHIA
Attn: Bobbi Partain
670 S. 6th Street
Arkadelphia, Arkansas 71023
Email: bobbi.partain@arkadelphiahousing.org
3. Addendum and Update Procedures for the RFP
During the period of advertisement for this RFP, AHA may wish to amend, add to, or delete from the contents of this RFP. In such situations, AHA will issue an addendum to the RFP setting forth the nature of the modification(s). The AHA will post all addenda pertaining to this RFP on its website at https://www.housingarkadelphia .org. Hard copies may be mailed or
faxed upon request.
4. Proposals
Proposals shall be submitted electronically. All pages shall be numbered. Consideration should
be given to the form and format of the proposal, as documents are duplicated and distributed internally for review and evaluation by the Evaluation Committee. Proposals shall be organized and include all requirements outlined in Part III - Submission Requirements. The front cover shall bear the RFP name and number, submission date, Contractor 's name, address, emailaddress and phone number.
5. Submittal Forms
Provide, as a part of the proposal, all required certifications, and forms, as listed on the Index of
Submittal Documents page and included in Appendix B of this RFP. Documents that are checked "Signature Required" must be properly executed. Documents that are checked
"Notary/Corporate Seal Required" must be notarized and/or have a corporate seal affixed.
6. Acceptance of Proposals
Proposals are time and date stamped via email and must be submitted by the date and time indicated. AHA reserves the right to accept or reject any or all submissions, to take exception to
this RFP's specifications or to waive any formalities. Contractors may be excluded from further
consideration for failure to fully comply with the specifications of this RFP.
AHA also reserves the right to reject the proposal of any Contractor who has previously failed to
perform properly or to complete on time, a contract of similar nature; who is not in a position to
perform the contract; who habitually and without just cause neglected the payment of bills or
otherwise disregarded its obligations to subcontractors, providers of materials, or employees; or
who makes a misrepresentation in their response to this request or engages in unauthorized
contact with AHA Staff, Board Members, Evaluation Committee Members, Residents, or
Consultants.
7. Time for Reviewing Proposals
Proposals received prior to the due date and time will be securely kept, unopened. After the closing
date, all proposals received are opened and evaluated in confidence. Proposals are not opened
publicly. The Contracting Officer's authorized designee will decide the time to open and review
proposals. Once submitted, proposal become the property of AHA.
8. Wi thdrawal of Proposals
Proposals may be withdrawn upon written request dispatched by the Contractor in time for
delivery during business hours prior to the time fixed for receipt provided that written confirmation
of withdrawal is from the authorized signature of the Contractor and is mailed and postmarked
prior to the time set for review of proposals. Negligence on the part of the Contractor in preparing
its proposal confers no right of withdrawal or modification of its proposal after the submission due
date and time.
9. Selection of Contractor
Contractors shall be selected in accordance with the evaluation criteria contained herein,
provided the proposal is in the best interest of the housing authority (AHA). The selected firm
will be notified at the earliest practical date. Subsequent contract awards may be subject to
approval from the HOUSING AUTHORITY OF THE CITY OF ARKADELPHIA's Board of
Commissioners, and/or the U.S. Department of Housing and Urban Development. Companies,
individuals, or firms listed on the System for Award Management (SAM) Excluded Parties List
of companies or firm's ineligible to receive awards will be not considered for award.
10. Protest of Award
Any protest to the award of a contract agreement or purchase order based on a formal method of
procurement, where the solicitation is advertised, must be received within ten business days after
notice of award, or the protest will not be considered. AHA shall issue a written decision to a
properly filed protest within 15 business days of receipt.
11. Cert i ficat ion of Legal Enti ty
Prior to execution of a contract agreement the company/firm shall certify that joint ventures,
partnerships, team agreements, new corporations, or other entities that either exist or will be
formally structured are or will be legal and binding under Arkansas Law
12. Arkansas Secretary of State
Prior to execution of a contract agreement, companies/firms must be registered to do business in
the State of Arkansas and must be active and in good standing.
13. Costs Borne by Contractor
All costs related to the preparation of responses to this RFP and any related activities are the
responsibility of the Contractor. AHA assumes no liability for any costs incurred by the Contractor
throughout the entire selection process.
14. Best Avai lable Data
All information contained in this RFP is the best data available to AHA at that time. This
information is provided to given in the RFP is not intended as representation of binding legal
effect. This information is furnished to assist Contractors in preparing a response; AHA assumes
no liability for any errors or omissions.
15. Contact wi th AHA Staf f , Board Members, Evaluat ion Commi t tee, Resident s
and Consul tants
Contractors may not make direct contact with AHA Staff, its Board Members, Evaluation
Committee Members, Residents or Consultants. All communications regarding the RFP shall be
in writing as provided in HUD Form 5369-B, Instructions to Offerors for Non-Construction,
Paragraph 4 and these Supplemental Instructions to Offerors.
16. Contractor Responsibi l i t ies
Each Contractor is presumed by AHA to have thoroughly studied this RFP and become familiar
with the Scope of Services, and all other information contained in this RFP. Failure to do so may
be at the Contractor's own risk.
17. Publ ic Access to Procurement Information/Conf ident ial i ty
All information submitted in response to a solicitation issued by the Housing Authority of the City
of Arkadelphia (AHA) shall remain confidential until after final approval by AHA's Board of
Commissioners and/or the United States Department of Housing and Urban Development (HUD).
AHA's policy regarding public access is in strict accordance with the guidelines set forth in its
Procurement Policy, Public Access to Procurement Information, HUD Procurement Handbook for
Public Housing Agencies, Section 1.6 - Public Access to Procurement Information and Section
7.2 (J) Confidentiality. Furthermore, pursuant to Arkansas State Law, AHA shall not disclose
information submitted in confidence in response to this RFP, not otherwise required by law to be
submitted, where such information should reasonably be considered confidential.
HOUSING AUTHORITY OF THE CITY OF ARKADELPHIA
REQUEST FOR PROPOSAL
PHYSICAL NEEDS ASSESSMENT
RFP #AR012PNA2023
PART I -GENERAL BACKGROUND INFORMATION
1.1 Introduct ion/ Background Informat ion
The Housing Authority of the City of Arkadelphia (AHA) is requesting sealed proposals from
licensed, qualified professional consultants to perform a Physical Needs Assessment (PNA)
of its properties. The PNA must be conducted in accordance with U.S. Department of Housing
and Urban Development (HUD) required criteria.
As the PNA data is for initial feasibility planning, the AHA is requesting a 2-part fee proposal
by development. Fee 1 is the feasibility PNA, and Fee 2 is the additional cost on a per
development basis if the AHA decides to submit a Rental Assistance Demonstration (RAD)
application and requires a full RPCA for RAD compliance.
AHA is a political subdivision of the State of Arkansas. Its mission is to provide decent, safe,
and sanitary housing for low-income families. AHA receives funding from the U.S.
Department of Housing and Urban Development (HUD) for the operation and modernization of
low-income public housing owned by the Housing Authority.
HUD regulations require Public Housing Authorities (PHAs) to conduct a Physical Needs
Assessment (PNA) of its properties every 5 years. HUD requires the PNA to be performed
and data shall be uploaded to a HUD website using HUD's PNA tool software, also known as
the "PNA tool." The software and user guide are currently available from the HUD Capital
Fund web page:
https://www.hud.gov/program_offices/public_indian_housing/programs/ph/capfund/physicalass
essment
As discussed later in this RFP under Section 4, Deliverables and Timeframe, the contractor
will be required to assist the AHA with successfully submitting the data to HUD. The results
of the PNA shall be provided in accordance with the HUD PNA user guide.
PART II -SCOPE OF SERVICES
The selected firm will be expected to perform all the normal duties associated with
providing capital needs assessment services, including but not limited to inspection and
analysis of the following services:
1. Conduct Physical Needs Assessments (PNA) of developments owned by the AHA in
accordance with Uniform Physical Condition Standards (UPCS) and 24 CFR 905.23 on
a timely basis.
2. Conduct assessments on a representative sampling of each unit type in each development
insuring that the sampling will be no less than 10% of units in the development and
10% of units identified as ADA units.
3. Prepare and deliver a Physical Needs Assessment report on each development of the
AHA including recommended capital fund improvements projected to be required over
the next 20 years.
4. Include in each Physical Needs Assessment report the following:
a) A complete description of the current age, condition and remaining useful life of
all building systems, structures, and components, identifying any existing
malfunctions or deficiencies, with specificity including the following:
1. Site, including topography, drainage, pavement, curbing, sidewalks, parking,
landscaping, amenities, water, sewer, storm drainage, gas and electric utility
lines;
2 Structural systems, both substructure and superstructure, including exterior
walls and balconies, exterior doors and windows, roofing system and drainage.
3. Interiors, including unit and common area finishes (carpeting, vinyl flooring,
tile flooring, plaster walls, paint condition, etc.) unit kitchen finishes,
cabinets and appliances, unit bathroom finishes and fixtures, and common
area lobbies and corridors; and
4. Mechanical systems, including plumbing and domestic hot water, HVAC,
electrical, lighting fixtures, fire protection and elevators; and
5. Buildings, facilities, common use areas, residential units, parking areas, curbs,
ramps, railings to ensure compliance with applicable federal, state, and
local laws regarding accessibility for persons with disabilities.
A complete description of the corrective work that must be completed to
ameliorate any existing deficiencies or any deficiencies that are expected
to occur over the next twenty (20) years and the estimated cost;
a) A complete list of repairs and replacements that will be necessary or
advisable in the next twenty (20) years, identified by the year in which
they should occur and their estimated cost taking inflation into
consideration;
b) A prioritized list of repairs, replacements or improvements that require
immediate completion based on health, safety or to make the property
comparable to market rate properties in the community;
c) A list of improvements to each property that would enhance its
appearance, marketability, competitiveness, curb appeal and value,
including improvements to individual units, common areas, grounds,
signage, lighting, and security, with estimated costs; and
d) Representative digital color photographs and detailed narrative
describing the property's exterior and interior physical elements and
condition, including architectural and structural components and
mechanical systems.
e) The report shall provide a cost-benefit analysis of any individual repair or
improvement costing more than $10,000 per work item that represents an
upgrade to current elements or that could be considered to reduce the
operating expenses. (For example, individual utility metering, extra
insulation, thermopane windows, water savers on showers and toilets,
automatic setback thermostats and durable siding.) Compare the cost of the
item with the long-term impact on rent and expenses, considering the
remaining useful life of building systems, as needed. (Note: This analysis
does not apply to items proposed to address accessibility issues, discussed
below.)
f) Assessment of each development's compliance with Section 504 of the
Uniform Federal Accessibility Standard (UFAS) for handicapped persons
and 24 CFR 968.315(e)(2).
g) The contractor shall provide the AHA with status reports (upon request)
during the preparation phase to track and monitor the progress.
h) The final report should indicate 1) the source for the cost
estimates (Dodge, Means, or other) and 2) whether contractor
overhead, profit and/or general conditions are included in the
costs, and if they are at what percentages of hard costs.
Provide the AHA with two (2) hard copies of the report in three-ring binders and
electronically via email or USB. The firm will be required to submit a report of its
inspection and analysis which will include any actions and estimated costs necessary to:
(a) rehabilitate the development to a new or "like new" condition; (b) identify and correct
all deficiencies in order for the development to comply with applicable federal, state and
local laws and requirements regarding accessibility for persons with disabilities; and (c)
ensure compliance with ADFA Multi-Family Minimum Design Standards.
The contractor must possess all applicable State and local licenses to perform the required
services.
GENERAL OVERVIEW
AHA hereby requests proposals from qualified firms and individuals to perform a PNA in
accordance with all current HUD regulations, the HUD PNA software ("tool"), forms, user
guide, and other guidance as may be issued HUD from time to time.
The PNA will reflect 100 units in 3 projects from the AHA portfolio as identified in APPENDIX
C of this RFP. The projects in Appendix C that are the subject of the PNA, are to include
both dwelling and non-dwelling spaces and buildings, as well as roads and parking areas
contained within each project.
APPENDIX C contains a list of all properties, by project, with date of construction, total
number of units, and (separately) number of public housing Annual Contributions Contract
(ACC) units and including a listing of other community facilities to be included in the
assessment.
The results of the PNA will provide AHA with data to assess its physical inventory and obtain
financing.
PHYSICAL NEEDS ASSESSMENT (PNA) TECHNICAL SPECIFICATIONS
The AHA is seeking proposals from qualified and licensed entities to provide the following
detailed services:
General Requirements:
In accordance with the PNA User Guide, and the Public Housing and Modernization Standards
Handbook 7485.2. The PNA will be conducted in accordance with 24 CFR 905.300. The selected
Contractor will provide a full range of services including evaluating the existing conditions of the
housing stock based upon a representative sample selection of buildings, units, common areas, and
other AHA physical facilities. The assessment will identify energy conservation measures and the
cost-savings that result from implementing the measures, thereby reducing operating costs. All
identified physical improvements will meet or exceed HUD mandatory standards, and those
established by local and state health, safety, and building codes. At a minimum, the goal of the
PNA is to identify and provide a description of all physical improvements that will be required to
bring the property back to a level comparable with "as-built," to the degree reasonably possible
based on available components and building age. The effort should provide the AHA with the
information necessary to ensure long-term physical viability and in a manner suitable for planning
and budgeting purposes. Data shall be in a format suitable for HUD reporting requirements.
Generally, identify deficient conditions, such as those that result from deferred maintenance,
and building and life safety code noncompliance or obsolescence issues.
Perform interviews and review existing property documentation as directed by AHA.
Documentation may include building plans, building histories, prior assessments
and audits, maintenance records, and Real Estate Assessment Center (REAC) scores
of each development.
IDENTIFY ALL DEVELOPMENT COMPONENTS TO BE A PART OF THE
ASSESSMENT
Establish a methodology that will sample multiple like-kind buildings, and common areas such
as lobbies, corridors, and community facilities. This requirement may be updated per HUD
notice.
Establish a plan to inspect the following:
1. 10 percent of apartment interiors.
2. 10 percent of scattered site units.
3. 100 percent of common areas.
The HUD PNA tool provides a general list of potential components to be assessed. Generally,
components to be assessed are those for which replacement represents a significant capital cost
eligible for funding from the HUD Capital Fund grant received by the PHA. The HUD list is not
all inclusive and may not include significant components that will need assessment.
Perform walkthrough assessment/inspections of each development and other AHA properties
to ascertain the condition of the property; immediate critical and non-critical needs; general code
compliance; expected repair, replacement, and major refurbishment needs; and total estimated
cost to complete such items. The assessor will record the data on the HUD PNA approved data
collection forms for the following: site, building exterior, building systems, unit, and common
areas.
Identify work necessary to comply with federal, state, and local requirements and codes, such as
elimination of asbestos/lead and new energy code compliance.
The assessor will provide and record an estimate of Expected Useful Life (EUL) for each individual
component and will provide a source for EUL in general.
The assessor will provide and record a replacement unit cost for each individual component and
for a total of those components. (e.g., per window and per window times all similar windows.)
Identify work items needed and costs for implementation to make selected units accessible and
usable by the handicapped as required by Section 504 of the Rehabilitation Act of 1973. This
will include costs to retrofit a specific number of dwelling units to meet Section 504 requirements
for persons with disabilities. Each area that is designated as part of Section 504 or Americans
with Disabilities Ac t (ADA) requirements will be inspected to ensure that the components
are functioning according to their purpose. (Note: A regulatory compliance review is not required
for these units or areas; only a functionality and EUL assessment is needed.)
Identify energy conservation measures and review energy audit reports to incorporate energy audit
recommendations into the PNA. Evaluate options for increased energy efficiency.
The intent of the assessment is to perform a full evaluation based on visual observation of
accessible areas. The assessor is not expected to perform destructive or forensic testing (opening
wall cavities, cutting pipes, etc.) or to enter confined spaces. No destructive testing is to take place
without prior written approval of the housing authority.
Any deficiencies identified that could have an impact on health and safety will be brought to
the attention of the AHA immediately by written and verbal notification as a matter of ensuring
the safety of residents and housing authority personnel.
The selected Contractor will develop a Comprehensive Costing Library. Professional/certified
cost estimating utilizing "R.S. Means" construction costing is preferred. Building a
comprehensive cost and EUL component library is vital to using the HUD PNA Tool. The
comprehensive cost and EUL component library must contain descriptions and reference
information.
Provide a detailed report for the AHA development that details the assessment data. The
selected Contractor will detail quantity and cost estimates to accomplish each work item, a
total for each project, and a grand total to accomplish all needed physical improvements. General
work category (e.g., Kitchens, Bedrooms) costing without specific work item costing is
unacceptable. Provide individual cost tables and digital photographs to document notable
conditions at each property. The Contractor shall show a line-item prioritization. The work
shall include a review of any prior plans, recommendations, and a detailed report on items
completed in the interim. A major part of the work consists of a thorough assessment of noted
property, leading to a prioritized list out recommended improvements, plus a detailed physical
database. Included i s the identification of work that may be recommended to improve longterm
viability, such as change in physical configurations, comprehensive revitalization with
total demolition, and/or disposition. All data will be entered into the HUD PNA tool, sufficient
to produce a 20-year cost projection of needs for each capital component (refer to HUD website
for PNA Tool).
The work performed by the contractor under this solicitation must follow the regulations
outlined by HUD at the time of issuance of this RFP. Contractors shall ensure that data
collected under this solicitation include all information required under the proposed rule and are
sufficient to enter the PNA tool. The Contractor shall include in its price all costs to complete
the HUD PNA tool, as required.. ·
PHASES OF WORK: WORK SHALL CONSIST OF THREE PHASES:
1. Pre-Assessment-focuses primarily on preparing for the assessment, as well as collecting
and recording development data and utilizing architectural plan measurements and count
data.
2. Assessment-focuses on helping you to identify all building components, including
quantities of each present component; establish remaining useful life (RUL);
and determine eligibility and cost of component refurbishment or replacement.
3. Post-Assessment-focuses on establishing industry-standard parallels through collection,
review, data input, and report production.
STEPS OF WORK: THE STEPS INVOLVED INCLUDE, BUT ARE NOT LIMITED TO:
1. Develop a detailed survey scope and survey methodology, pertinent to the collection of
all assessment data and the information required to develop the database.
2. Survey existing physical conditions at the development, including but not limited to
the roofs, envelopes, windows, landscaping, streets/parking areas, sidewalks, etc.;
the building interiors, including all finishes, fixtures, materials, and equipment; all
common areas, including halls, lobbies, stairwells, etc.; crawl spaces, utility tunnels,
etc.; and all mechanical, electrical, plumbing, and air conditioning systems, etc.
3. Interview resident representatives and maintenance and management staff; collect and
record all relevant data.
4. Based on information gathered in the steps above, analyze the condition of all systems
and components at the development and identify all capital improvements or
modernization necessary.
5. Provide cost estimates for each item of recommended improvement, including units
and unit prices where applicable.
6. Employ quantitative units in building the database wherever possible.
7. Review the AHA most recently available PNA information to verify completed items
and items that remain incomplete.
PRIORITIZE EACH WORK ITEM:
There should be at least five (5) categories of priority, ranging from emergency, through urgent,
to long-range.
To allow for future updates and modifications, the Contractor shall provide the entire plan in
an electronic database format to facilitate future updates.
PNA REPORT:
Upon completion of inspections, the selected contractor will provide a report to AHA in narrative
and spreadsheet forms that meets the AHA requirements, in both paper and electronic format.
This requirement also includes the XML report to be generated from the PNA tool for
submission to HUD. The draft report will contain the PNA results and will be submitted to
AHA for review and comment.
The awarded contractor may be requested to update the PNA as needed and/or prepare a RAD
PNA.
THE REPORT OF THE PNA SHALL INCLUDE:
An introductory background section, summarizing the prior PNA and history; the past capital
improvements; the assessment procedures, assumptions, and methods; the prioritizing system
and approach; the cost-estimating methods and assumptions; and an explanation of and
reference to the cost-estimating guide proposed.
A separate HUD Form 52828, Physical Needs Assessment, for each asset management
property/development assessed. Attach to each report color photographs and a detailed narrative
describing the property's exterior and interior physical elements and condition, including
architectural and structural components and mechanical systems. Include a section for the
development that gives general information and descriptions of the development.
A listing of each issue of deficiency, by priority, giving at a minimum the system (HVAC, site,
unit interior, etc.), a brief description of the problem, a brief recommendation, and a cost
estimate.
An attachment that includes an overall listing of the recommended work items by priority, a
copy of the survey form, and a listing of all the systems, components and subcomponents, and
entry codes used in the database.
An Executive Summary summarizing major findings and recommendations plus any other
major issues, including any repair items that immediately impact health and safety such
as code violations; regulatory compliance issues such as relocation planning, asbestoscontaining
materials, lead-based paint, and environmental issues; or systematic problems. Also
describe any Section 504 work items, energy conservation measures, and any environmental
hazard (asbestos/lead-based paint) items.
Deliverables and Timeframe
The Contractor shall deliver the following, not later than 120 days from the effective date of
the contract:
1. A briefing, at a time, date, and place determined by AHA, reflecting an overview of
the Contractor's findings based on the completed PNA. At a minimum, the Contractor
shall address the overall condition of each building listed in APPENDIX C and review
the PNA report to be submitted to HUD.
2. A full, bound hard copy of the results of the PNA. This includes a separate report prepared
for each development that includes a discussion of all building systems, photographs of
representative interiors and systems, and a table showing immediate repairs and life-cycle
component replacement.
3. A copy of the PNA tool with all AHA PIC Data, Inspections, Master Cost Library,
Replacement Needs, Refurbishment Needs, Sustainability Needs, Accessibility Needs,
and Marketability Needs installed, if necessary.
4. A demonstration of technical assistance to AHA staff regarding submission of the
required reports to HUD, including the PNA and future annual updates. The Contractor
shall provide no less than 2 hours of training to PHA staff to instruct them in the use of the
PNA tool for ongoing management and annual updating.
This shall include a preparation of the initial XML submission (generated within· the tool)
and detailed instructions for how the PHA shall submit it to HUD, in accordance with
HUD requirements at the time the submission is due. The Contractor shall also provide
instructions or references to the procedure for applying annual updates for submission to HUD.
The Contractor will continue to provide AHA staff with technical assistance until they are able
to successfully submit the completed PNA file, which must be validated by HUD as a
successful submission.
Two (2) hard copies of each item shall be submitted, as well as one (1) electronic copy submitted
in either MS Excel or MS Word format on a "flash" or "thumbnail" drive or compact disc (CD).
These documents/devices shall be the sole property of the AHA. The Contractor shall not
provide the documents produced for AHA under this contract to any other party unless approved
in writing by the Contracting Officer.
Time Completion Plan/Schedule (TCP/S): Offerors shall establish in the TCP/S the
schedules/milestones shown below for the deliverables identified. In developing the schedule
of milestones, the Contractor shall provide for thirty (30) calendar days for the AHA to review,
coordinate, and comment on draft deliverables.
PART III -SUBMISSION REQUIREMENTS
Listed below are the sections that must be included in your proposal. Each section must be clearly
labeled using the bold-faced titles listed below and shall be assembled in the order described
below.
Proposals must be organized and indexed using the subheadings as follows:
3.1 Staffing and Qualifications
Provide a brief history of your firm including information regarding number of years in
business, type of expertise and ownership structure. Include an organizational chart that
illustrates your firm's staffing plan to complete the scope of services. Identify key positions,
personnel, specialists, etc. who will be employed to work under this contract indicating their
specific role in the provision of services. Include the experience and qualifications of each staff
personnel demonstrating their capacity to perform their assigned services. Identify the key point
of contact for this engagement.
Provide a copy of your State and local license(s) that demonstrate your qualifications to provide
and perform and Physical Needs Assessment as described in the Scope of Services.
3.2 Knowledge and Relevant Experience
Provide in writing your firm's knowledge and relevant experience in performing physical
needs assessment audits. Detail your experience with public housing agencies where a physical
needs assessments and energy audit has been performed.
Provide written documentation of at least 5 years of experience performing physical property
inspections and a sample cost estimate. Demonstrate your knowledge of applicable multifamily
building standards and codes.
3.3 Approach to the Scope of Services
In narrative format, describe in detail your approach to complete the services outlined in the RFP.
Include a proposed timeline to complete the work.
3.4 Cost Proposal (Cost Proposal Form must be submitted and marked
confidential)
Complete the fee proposal forms, Part A and B, in the format as prescribed in (APPENDIX B).
Identify all personnel, hourly rates, and the number of hours proposed to work under this
engagement. In addition, identify proposed overhead and profit, travel (if necessary), and other
costs that may be associated with the provision of the requested services.
3.5 Section 3 Requirements
Describe in detail the efforts and methods to be employed that will ensure to the greatest extent
feasible the requirements of Section 3.
Describe and provide data of previous efforts your firm has employed to ensure to the greatest
extent feasible, Section 3 Employment and training participation, and Section 3, DBE, WBE
contracting was included.
3.6 Required Certifications
The following documents, which are contained in Appendix B, must be included in the proposal,
and must be properly executed and/or notarized:
• Contractor's Summary
• HUD Form 5369-C- Certifications and Representations of Offerors- Non- Construction
Contracts
• Certification of Contractor Non-Exclusion
• Non-Collusive Affidavit
• Acknowledgement of Addenda
• Employee Verification Affidavit
• Cost Proposal Forms (Part A and B)
PART IV - PROCUREMENT PROCESS
Proposals received in response to this solicitation may be evaluated using a two-stage evaluation
process. Stage I of the evaluation process will be used to determine the Offerors that will be
included in the competitive range (short list), from which final selection for contract award(s) will
ultimately be made. Stage II of the evaluation process will be reserved for the short-listed firms
only. Scoring will be based upon how well the proposal meets the criteria established in this RFP.
During Stage I of the evaluation process, proposals will be evaluated and scored by an Evaluation
Committee. Scoring will be based on predetermined Evaluation Criteria contained in the
solicitation. The available points associated with each area of consideration are shown. The
results of the evaluation will be used to determine those Offerors to be included in the competitive
range.
The competitive range shall include those Offerors who are determined through the evaluation
process and due diligence review (verification of Contractor responsibility) to be the most
qualified. These Offerors may be requested to supply additional information to assist in
completing the due diligence review. Failure to satisfactorily complete the due diligence review
within the timeframe established by AHA will result in exclusion from the competitive range.
Stage II of the evaluation process may entail presentations/interviews with the Offerors in the
competitive range. Offerors not included in the competitive range will not proceed to Stage II of
the evaluation process. The purpose of the presentations/interviews is to provide the Evaluation
Committee an opportunity to obtain additional information as a result of the written responses.
Stage II evaluation will be conducted upon completion of the presentations/interviews in
accordance with the same procedures and criteria outlined above for Stage I evaluation.
AHA reserves the right to make no award or decline to enter into negotiations should it believe
that no Offeror to this RFP will be capable of delivering the necessary level of services within an
acceptable price range and/or time period, or if the total points received after evaluations is
unacceptable, as determined by AHA. Further, AHA reserves the right to forego Stage II of the
evaluation process and enter into negotiations with the highest ranked firm from Stage I of the
evaluation process. If an Agreement cannot be negotiated with a firm(s), AHA will terminate
negotiations and the procedure will continue until a contract(s) have been negotiated. All
contracts and subsequent contract awards to selected Offerors are subject to HUD funding
availability, and final approval from the Housing Authority of the City of Arkadelphia's Board
of Commissioners, and/or. the U.S. Department of Housing and Urban Development.
AHA will award contracts resulting from this solicitation to the responsible offerors whose offers,
conforming to the solicitation, will be most advantageous, price and other technical factors
specified herein considered. AHA reserves the right to make contract awards without
negotiations, and to make no award or decline to enter negotiations should it believe that no
Contractor to this RFP will be capable of delivering the necessary level of services within an
acceptable price range and/or time-period. AHA further reserves the right to forego Stage II of the
evaluation process and enter negotiations based on the results of Stage I of the evaluation process.
Should the AHA exercise its right to make contract award without negotiations or to forego Stage
II of the evaluation process, contract award will be based on initial proposals received.
4.2 Evaluation Criteria
Evaluation Criteria
Staffing and Qualifications
Knowledge and Relevant Experience
Ability to Perform in a Timely Manner
Cost Proposal
Section 3 Requirements
15 Points
25 Points
25 Points
30 Points
5 Points
Total Possible Points 100 Points
APPENDIX A
General Conditions for Non-Construction U.S. Department of Housing and Urban
Development
Office of Public and Indian Housing
Office of Labor Relations
OMB Approval No. 2577-0157 (exp. 11/30/2023)
Contracts
Section II - (With Maintenance Work)
Public Reporting Burden for this collection of information is estimated to average one hour per response, including the time for reviewing instructions,s
earching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. HUD may not
conduct or sponsor, and an applicant is not required to respond to a collection of information unless it displays a currently valid OMB control number.
Applicability. This form HUD-5370C has 2 Sections. These
Sections must be inserted into non-construction contracts as
described below:
in the classification under this Contract from the first
day on which work is performed in the classification.
2. Withholding of funds
1) Non-construction contracts (without maintenance) greater
than $250,000 - use Section I;
2) Maintenance contracts (including nonroutine maintenance
as defined at 24 CFR 905.200) greater than $2,000 but not
more than $250,000 - use Section II; and
3) Maintenance contracts (including nonroutine maintenance),
greater than $250,000 - use Sections I and II.
The Contracting Officer, upon his/her own action or upon
request of HUD, shall withhold or cause to be withheld from the
Contractor under this Contract or any other contract subject to
HUD-determined wage rates, with the same prime Contractor,
so much of the accrued payments or advances as may be
considered necessary to pay laborers and mechanics employed
by the Contractor or any subcontractor the full amount of wages
required by this clause. In the event of failure to pay any laborer
or mechanic employed under this Contract all or part of the
wages required under this Contract, the Contracting Officer or
HUD may, after written notice to the Contractor, take such action
as may be necessary to cause the suspension of any further
payment or advance until such violations have ceased. The
Public Housing Agency or HUD may, after written notice to the
Contractor, disburse such amounts withheld for and on account
of the Contractor or subcontractor to the respective employees
to whom they are due.
Section II - Labor Standard Provisions for all Maintenance
Contracts greater than $2,000
1. Minimum Wages
(a) All maintenance laborers and mechanics employed under
this Contract in the operation of the project(s) shall be paid
unconditionally and not less often than semi-monthly, and
without subsequent deduction (except as otherwise
provided by law or regulations), the full amount of wages
due at time of payment computed at rates not less than
those contained in the wage determination of the Secretary
of Housing and Urban Development which is attached
hereto and made a part hereof. Such laborers and
mechanics shall be paid the appropriate wage rate on the
wage determination for the classification of work actually
performed, without regard to skill. Laborers or mechanics
performing work in more than one classification may be
compensated at the rate specified for each classification for
the time actually worked therein; provided, that the
employer's payroll records accurately set forth the time
spent in each classification in which work is performed. The
wage determination, including any additional classifications
and wage rates approved by HUD under subparagraph
1(b), shall be posted at all times by the Contractor and its
subcontractors at the site of the work in a prominent and
accessible place where it can be easily
3. Records
(a) The Contractor and each subcontractor shall make and
maintain for three (3) years from the completion of the work
records containing the following for each laborer and
mechanic:
(i) Name, address and Social Security Number;
(ii) Correct work classification or classifications;
(iii) Hourly rate or rates of monetary wages paid;
(iv) Rate or rates of any fringe benefits provided;
(v) Number of daily and weekly hours worked;
(vi) Gross wages earned;
(vii) Any deductions made; and
(viii) Actual wages paid.
seen by the workers.
(b) The Contractor and each subcontractor shall make the
records required under paragraph 3(a) available for
inspection, copying, or transcription by authorized
representatives of HUD or the HA and shall permit such
representatives to interview employees during working
hours on the job. If the Contractor or any subcontractor
fails to make the required records available, HUD or its
designee may, after written notice to the Contractor, take
such action as may be necessary to cause the suspension
of any further payment, advance or guarantee of funds.
(b) (i) Any class of laborers or mechanics which is not listed in
the wage determination and which is to be employed under
the Contract shall be classified in conformance with the
wage determination. HUD shall approve an additional
classification and wage rate only when the following criteria
have been met:
(1) The work to be performed by the classification
required is not performed by a classification in the 4. Apprentices wage determination; and Trainees
(2) The classification is utilized in the area by the
industry; and (a) Apprentices and trainees will be permitted to work at less
than the predetermined rate for the work they perform
when they are employed pursuant to and individually
registered in:
(i)
(3) The proposed wage rate bears a reasonable
relationship to the wage rates contained in the
wage determination. A bona fide apprenticeship program registered
with the U.S. Department of Labor, Employment
and Training Administration (ETA), Office of
(ii) The wage rate determined pursuant to this
paragraph shall be paid to all workers performing work
Section II - Page 1 of 3 form HUD-5370-C (1/2014)
Apprenticeship Training, Employer and Labor
Services (OATELS), or with a state apprenticeship
agency recognized by OATELS, or if a person is
employed in his/her first 90 days of probationary
employment as an apprentice in such an
apprenticeship program, who is not individually
registered in the program, but who has been
certified by OATELS or a state apprenticeship
agency (where appropriate) to be eligible for
probationary employment as an apprentice; A
trainee program which has received prior approval,
evidenced by formal certification by the
(ii)
forth those findings that are in dispute and the
reasons, including any affirmative defenses, with
respect to the violations. The request shall be
directed to the appropriate HA or HUD official in
accordance with instructions contained in the
notice of findings or, if the notice does not specify
to whom a request should be made, to the
Regional Labor Relations Officer (HUD). The HA
or HUD official shall, within 60 days (unless
otherwise indicated in the notice of findings) after
receipt of a timely request for reconsideration,
issue a written decision on the findings of violation.
The written decision on reconsideration shall
contain instructions that any appeal of the decision
shall be addressed to the Regional Labor
Relations Officer by letter postmarked within 30
calendar days after the date of the decision. In the
event that the Regional Labor Relations Officer
was the deciding official on reconsideration, the
appeal shall be directed to the Director, Office of
Labor Relations (HUD). Any appeal must set forth
the aspects of the decision that are in dispute and
the reasons, including any affirmative defenses,
with respect to the violations. The Regional Labor
Relations Officer shall, within 60 days (unless
otherwise indicated in the decision on
reconsideration) after receipt of a timely appeal,
issue a written decision on the findings. A decision
of the Regional Labor Relations Officer may be
appealed to the Director, Office of Labor Relations,
by letter postmarked within 30 days of the
Regional Labor Relations Officer's decision. Any
appeal to the Director must set forth the aspects of
the prior decision(s) that are in dispute and the
reasons. The decision of the Director, Office of
Labor Relations, shall be
(ii)
U.S. Department of Labor, ETA; or
(iii) A training/trainee program that has received prior
approval by HUD.
(b) Each apprentice or trainee must be paid at not less than
the rate specified in the registered or approved program for
the apprentice's/trainee's level of progress, expressed as a
percentage of the journeyman hourly rate specified in the
applicable wage determination. Apprentices and trainees
shall be paid fringe benefits in accordance with the
provisions of the registered or approved program. If the
program does not specify fringe benefits,
apprentices/trainees must be paid the full amount of fringe
benefits listed on the wage determination for the applicable (iii)
classification.
(c) The allowable ratio of apprentices or trainees to
journeyman on the job site in any craft classification shall
not be greater than the ratio permitted to the employer as
to the entire work force under the approved program.
(d) Any worker employed at an apprentice or trainee wage rate
who is not registered in an approved program, and any
apprentice or trainee performing work on the job site in
excess of the ratio permitted under the approved program,
shall be paid not less than the applicable wage rate on the
wage determination for the classification of work actually
performed. final.
(e) In the event OATELS, a state apprenticeship agency (b) Disputes arising out of the labor standards provisions of
recognized by OATELS or ETA, or HUD, withdraws
approval of an apprenticeship or trainee program, the
employer will no longer be permitted to utilize
apprentices/trainees at less than the applicable
predetermined rate for the work performed until an
acceptable program is approved.
paragraph 6 shall not be subject to paragraph 5(a) of this
form HUD-5370C. Such disputes shall be resolved in
accordance with the procedures of the U.S. Department of
Labor set forth in 29 CFR Parts 5, 6 and 7. Disputes within
the meaning of this paragraph 5(b) include disputes
between the Contractor (or any of its subcontractors) and
the HA, HUD, the U.S. Department of Labor, or the
employees or their 5. Disputes concerning labor standards representatives.
(a) Disputes arising out of the labor standards provisions 6. Contract Work Hours and Safety Standards Act
contained in Section II of this form HUD-5370-C, other than
those in Paragraph 6, shall be subject to the following
procedures. Disputes within the meaning of this paragraph
include disputes between the Contractor (or any of its
subcontractors) and the HA, or HUD, or the employees or
their representatives, concerning payment of prevailing
wage rates or proper classification. The procedures in this
section may be initiated upon HUD's own motion, upon
referral of the HA, or upon request of the Contractor or
The provisions of this paragraph 6 are applicable only where the
amount of the prime contract exceeds $100,000. As used in this
paragraph, the terms "laborers" and "mechanics" includes
watchmen and guards.
(a) Overtime requirements. No Contractor or subcontractor
subcontractor(s).
contracting for any part of the Contract work which may
require or involve the employment of laborers or mechanics
shall require or permit any such laborer or mechanic in any
workweek in which he or she is employed on such work to
work in excess of 40 hours in such workweek unless such
laborer or mechanic receives compensation at a rate not
less than one and one-half times the basic rate of pay for all
hours worked in excess of
(i) A Contractor and/or subcontractor or other
interested party desiring reconsideration of
findings of violation by the HA or HUD relating to
the payment of straight-time prevailing wages or
classification of work shall request such
reconsideration by letter postmarked within 30
calendar days of the date of notice of findings
issued by the HA or HUD. The request shall set
40 hours in such workweek.
(b) Violation; liability for unpaid wages; liquidated
damages. In the event of any violation of the provisions
set forth in paragraph 6(a), the Contractor and any
Section II - Page 2 of 3 form HUD-5370-C (1/2014)
subcontractor responsible therefor shall be liable for the
unpaid wages. In addition, such Contractor and
subcontractor shall be liable to the United States (in the
case of work done under contract for the District of
Columbia or a territory, to the District or to such territory), for
liquidated damages. Such liquidated damages shall be
computed with respect to each individual laborer or
mechanic, including watchmen and guards, employed in
violation of the provisions set forth in paragraph (a) of this
clause, in the sum of $10 for each calendar day on which
such individual was required or permitted to work in excess
of the standard workweek of 40 hours without payment of
the overtime wages required by provisions set forth in
paragraph (a) of this clause.
(c) Withholding for unpaid wages and liquidated damages.
HUD or its designee shall upon its own action or upon
written request of an authorized representative of the U.S.
Department of Labor withhold or cause to be withheld,
from any moneys payable on account of work performed
by the Contractor or subcontractor under any such
Contract or any federal contract with the same prime
Contractor, or any other federally-assisted contract subject
to the Contract Work Hours and Safety Standards Act,
which is held by the same prime Contractor such sums as
may be determined to be necessary to satisfy any
liabilities of such Contractor or subcontractor for unpaid
wages and liquidated damages as provided in the
provisions set forth in paragraph (b) of this clause.
7. Subcontracts
The Contractor or subcontractor shall insert in any
subcontracts all the provisions contained in this Section II and
also a clause requiring the subcontractors to include these
provisions in any lower tier subcontracts. The prime Contractor
shall be responsible for the compliance by any subcontractor or
lower tier subcontractor with all the provisions contained in
these clauses.
8. Non-Federal Prevailing Wage Rates
Any prevailing wage rate (including basic hourly rate and any
fringe benefits), determined under state law to be prevailing,
with respect to any employee in any trade or position
employed under the Contract, is inapplicable to the contract
and shall not be enforced against the Contractor or any
subcontractor, with respect to employees engaged under the
contract whenever such non-Federal prevailing wage rate,
exclusive of any fringe benefits, exceeds the applicable wage
rate determined by the Secretary of HUD to be prevailing in the
locality with respect to such trade or position.
Section II - Page 3 of 3 form HUD-5370-C (1/2014)
HOUSING AUTHORITY OF THE CITY OF ARKADELPHIA
REQUEST FOR PROPOSAL
PHYSICAL NEEDS ASSESSMENT
RFP #AR012PNA2023
SUPPLEMENTAL CONDITIONS
The following supplements modify the Form HUD-5370-C General Conditions for
NonConstruction
Contracts Sections I and II:
Contract Type/Amount
The contract to be awarded shall be a fixed price contract, where the awarded Contractor
will provide AHA with the required services as outlined in the RFP, pending HUD Funding.
Contract Term/Contract Period
The contract period shall be for a period of 150 days upon execution of a Notice to Proceed.
Reimbursable Expenses
Reimbursable expenses will be paid in addition to the hourly rates paid for travel services, if
required, and are for actual expenses incurred by the Contractor in connection with the provision
of services.
Specifically, if reimbursable expenses are required for flight, hotel, mode transportation and per
diem, the rate shall not exceed the current U.S. General Services Administration (GSA) Schedule
of Rates. All reimbursable expenses, if required, must be approved by AHA prior to incurring the
cost. Refer to www.gsa.gov for rates.
Overtime Hours
AHA will not pay special rates for overtime hours or holiday hours worked.
Invoicing/Payments
Invoices shall be submitted monthly to the Housing Authority of the City of Arkadelphia
Department of Finance. The invoice shall provide an invoice number, service date, a description
of services provided and the name/title of employee(s) who rendered the services. Invoices shall
be submitted on the contractor's own invoice. Upon receipt of a properly submitted invoice,
payments will be processed via check and mailed to the awarded contractor.
Request for Taxpayer Number and Certification (W-9)
Upon award of the contract, the respondent(s) shall provide a copy of its Request for Taxpayer
Number and Certification (W-9) at the time and date specified by the
Authority.
Insurance
The following insurance shall be furnished by the successful
Contractor:
Furnish Certificate of Insurance in duplicate, with The HOUSING AUTHORITY OF THE
CITY OF ARKADELPHIA Project Name and Number stated on the Certificates and submit
prior to the beginning of operations. Coverage and amounts below are minimum requirements
and do not establish limits to the Contractor's liability. Other coverage and higher limits may
be provided at the Contractor's own expense.
1) STATUTORY WORKERS' COMPENSATION EMPLOYERS' LIABILITY
(not less than $100,000.00) and coverage under the United States Longshoremen's
and Harbor Workers' Compensation Act, and Broad Form All States coverage.
2) COMMERCIAL GENERAL LIABILITY.
BODILY INJURY LIMITS PROPERTY DAMAGE LIMITS
$1,000,000.00 each occurrence
$1,000,000.00 aggregate*
PERSONAL INJURY
LIMITS
$1,000,000.00 each occurrence
$1,000,000.00 aggregate*
$1,000,000.00 each occurrence $1,000,000.00 aggregate*
(*) Aggregate shall apply to this project only aggregate not to include other
projects and must be identified as such on the Certificate on Insurance.
3) AUTOMOBILE LIABILITY, including owned, non-owned, and hired
automobiles.
Automobiles of subcontractors and material suppliers must meet the same
insurance requirements.
BODILY INJURY
LIMITS
$500,000.00 each person
$500,000.00 each person
PROPERTY DAMAGE LIMITS
$250,000.00 each occurrence
4) PROFESSIONAL ERRORS AND OMISSIONS LIABILITY INSURANCE, not
less than $1,000,000.00) per occurrence/aggregate. Coverage shall be maintained
for a minimum of two years following termination or completion of the Contract.
5) UMBRELLA LIABILITY COVERAGE, to provide insurance in excess of
Employers' Liability, Commercial General Liability, and Automobile Liability
policies required hereunder.
$2,000,000.00 each occurrence and $2,000,000.00 general policy aggregate.
6) The Contractor shall be responsible for and maintaining additional property
insurance coverage at his option and expense, to cover tools, equipment, etc.,
owned or rented, the capital value of which is not included in the cost of the work.
7) All policies are to be written by insurance companies licensed to do business in the
state in which the work is performed and be acceptable to the Housing Authority
of the City of Arkadelphia.
8) All Certificates are to contain substantially the following statement: "The
insurance covered by this Certificate shall not be canceled, nor materially
altered, except after sixty (60) days prior written notice to the Housing Authority
of the City of Arkadelphia, Attn: Procurement Manager".
9) Commercial General Liability insurance under a "claims-made" policy is not
acceptable. Coverage must be provided on and "occurrence" basis.
10) The Housing Authority of the City of Arkadelphia, its Board Members, officers,
employees, and agents are each to be named as an "Additional Insured" on
all liability insurance.
Indemnification
The successful respondent(s) will be required to protect, defend, indemnify, keep, save, and
hold AHA, its officers, officials, employees and agents free and harmless from and against
any and all liabilities, losses, penalties, damages, settlements, environmental liability,
costs, charges, professional fees or other expenses or liabilities of every kind, nature and
character arising out of or relating to any and all claims, liens, demands obligations,
actions, suits, judgments or settlements, proceedings or causes of action of every kind,
nature and character (collectively, "claims") in connection with or arising directly or
indirectly out of the acts or omissions and/or the performance thereof by the successful
Respondent, its officers, officials, agents, employees, and subcontractors, including, but not
limited to, the enforcement of the indemnification provision. The successful Respondent(s)
will be further required to investigate, handle, respond to, provide defense for, and defend
all suits for any and all claims, at its sole expense and agrees to bear all other costs and
expenses related thereto, even if the claims are considered groundless, false or fraudulent.
AHA will have the right, at its option and at its expense, to participate in the defense of any
suit, without relieving the successful Respondent(s) of any of its obligations under this
indemnity provision. The indemnities to be set forth in the contract resulting from this RFP
will survive the expiration or termination of that contract.
Assignment
The successful Contractor shall not enter into any subcontracts, retain consultants, or assign,
transfer, convey, sublet, or otherwise delegate its obligations under the contract resulting
from this RFP, or any of its rights, title or interest therein, or its power to execute such contract
to any person, company or corporation without the prior written consent and approval of the
AHA.
Personnel
In submitting their proposals, respondents are representing that the personnel described in their
proposals shall be available to perform the services described for the duration of the contract
period, barring illness, accident, or other unforeseeable events of a similar nature in which cases
the respondents must be able to provide a qualified replacement. Such representation shall be
valid for a minimum of 120 calendar days after the proposal due date and time. Furthermore,
all personnel shall be, always, the sole employees of the respondents under its sole direction,
and not employees or agents of the AHA.
Certifications
In submitting the proposal, the Contractor is indicating a willingness to comply with all terms
and conditions of the RFP including but not limited to those set forth in HUD Form 5370-C,
General Contract Conditions, Non-Construction, Section I, and these Supplemental Conditions.
Certification of Legal Entity
Prior to execution of a contract, the Contractor shall certify that joint ventures, partnerships,
team agreements, new corporations, or other entities that either exist or will be formally
structured are or will be legal and binding under Arkansas State Law.
Public Access to Procurement Information/Confidentiality
All information submitted in response to a solicitation issued by the Housing Authority of the
City of Arkadelphia (AHA) shall remain confidential until after final approval by AHA's
Board of Commissioners and/or the United States Department of Housing and Urban
Development (HUD). AHA's policy regarding public access is in strict accordance with the
guidelines set forth in its Procurement Policy, Section 1.6- Public Access to Procurement
Information, HUD Procurement Handbook for Public Housing Agencies, Section 1.6- Public
Access to Procurement Information, and Section 7.2 (J) Confidentiality. Furthermore, pursuant
to Arkansas State Law, AHA shall not disclose information submitted in confidence in response
to this RFP, not otherwise required by law to be submitted, where such information should
reasonably be considered confidential.
Best Available Data
All information contained in this RFP is the best data available to AHA at the time the RFP was
prepared. The information given in the RFP is not intended as representations having binding
legal effects. This information is furnished for the convenience of respondents and AHA
assumes no liability for any errors or omissions.
Compliance Reporting
The respondents shall be responsible for submitting regular reports detailing their compliance with
the conditions of this contract in the format prescribed by and at the intervals required by AHA.
Rights, Use, and Ownership of Assessment Materials
Ethics Policy
The selected respondent(s) shall abide by the applicable provisions of the Housing Authority of
the City of Arkadelphia Ethics Policy and State of Arkansas Ethics Code.
Third Party Claims on Software
AHA shall be held harmless from any third-party legal claims involving the use by AHA of any
software product or technique provided by the selected Respondent.
Rules, Regulations, and Licensing Requirements
The successful respondent(s) shall possess all the required State and Local licenses and
certifications required to perform work of the type required by this contract and the City of
Arkadelphia In addition, the Contractor shall comply with all laws, ordinances, and regulations
applicable to the services contemplated herein. Respondents are presumed to be familiar with all
federal, state, and local laws, ordinances, codes, rules, and regulations that may in any way affect
the delivery of services.
Contractual Obligations
At any time, should the proposed services require the use of products or services of another
company, such services shall be disclosed, and AHA will hold the selected respondent(s)
responsible for the proposed services.
Contractor Status
The successful Contractor is independent consultants and will not be an employee of AHA.
Advertising
In submitting a proposal, the successful Contractor agrees not to use the results from it as a part of
any commercial advertising. AHA does not permit firms to advertise or promote the fact of their
relationship with AHA while marketing efforts, unless AHA specifically agrees otherwise.
Media Relations
The successful Contractor shall not make public comment on behalf of the AHA without the
express written approval from the Executive Director.
APPENDIX B
HOUSING AUTHORITY OF THE CITY OF ARKADELPHIA
REQUEST FOR PROPOSAL
PHYSICAL NEEDS ASSESSMENT
RFP #AR012PNA2023
CONTRACTOR'S SUMMARY
If this Bid is submitted by a joint venture, each business shall provide the information
requested below. Under penalties of perjury, as prescribed in 18 U.S.C. 1001, the
undersigned certifies that the statements set forth in this bid are true and correct.
(Offeror's Name)
By:
(Signature)
(Printed or Typed Name)
Title:
Date:
(If a Corporation, President or Vice-President should sign; If a Partnership, a Partner
should sign. If some other Officer signs, evidence of authority must be submitted.)
Address:
City, State, Zip:
Telephone:
Taxpayer I.D. No.:
(Affix Corporate Seal)
If a Corporate Seal is not affixed, this document must be notarized. If neither is done, this
entire bid will be deemed non-responsive and rejected.
Subscribed and sworn to (Notary Public Seal)
before me this day of , 20 _
My Commission expires: _
Date Contractor Signed: ____________________________________________
form HUD-5369-C (8/93)
Previous edition is obsolete page 1 of 2 ref. Handbook 7460.8
1. Contingent Fee Representation and Agreement
(a) The bidder/offeror represents and certifies as part of its bid/
offer that, except for full-time bona fide employees working
solely for the bidder/offeror, the bidder/offeror:
(1) [ ] has, [ ] has not employed or retained any person or
company to solicit or obtain this contract; and
(2) [ ] has, [ ] has not paid or agreed to pay to any person
or company employed or retained to solicit or obtain this
contract any commission, percentage, brokerage, or other
fee contingent upon or resulting from the award of this
contract.
(b) If the answer to either (a)(1) or (a) (2) above is affirmative,
the bidder/offeror shall make an immediate and full written
disclosure to the PHA Contracting Officer.
(c) Any misrepresentation by the bidder/offeror shall give the
PHA the right to (1) terminate the resultant contract; (2) at its
discretion, to deduct from contract payments the amount of any
commission, percentage, brokerage, or other contingent fee; or
(3) take other remedy pursuant to the contract.
2. Small, Minority, Women-Owned Business Concern Representation
The bidder/offeror represents and certifies as part of its bid/ offer
that it:
(a) [ ] is, [ ] is not a small business concern. "Small business
concern," as used in this provision, means a concern, including
its affiliates, that is independently owned and operated,
not dominant in the field of operation in which it is bidding,
and qualified as a small business under the criteria and size
standards in 13 CFR 121.
(b) [ ] is, [ ] is not a women-owned small business concern.
"Women-owned," as used in this provision, means a small
business that is at least 51 percent owned by a woman or
women who are U.S. citizens and who also control and
operate the business.
(c) [ ] is, [ ] is not a minority enterprise which, pursuant to
Executive Order 11625, is defined as a business which is at
least 51 percent owned by one or more minority group
members or, in the case of a publicly owned business, at least
51 percent of its voting stock is owned by one or more
minority group members, and whose management and daily
operations are controlled by one or more such individuals.
For the purpose of this definition, minority group members are:
(Check the block applicable to you)
[ ] Black Americans [ ] Asian Pacific Americans
[ ] Hispanic Americans [ ] Asian Indian Americans
[ ] Native Americans [ ] Hasidic Jewish Americans
3. Certificate of Independent Price Determination
(a) The bidder/offeror certifies that-
(1) The prices in this bid/offer have been arrived at independently,
without, for the purpose of restricting competition,
any consultation, communication, or agreement
with any other bidder/offeror or competitor relating to (i)
those prices, (ii) the intention to submit a bid/offer, or
(iii) the methods or factors used to calculate the prices
offered;
(2) The prices in this bid/offer have not been and will not be
knowingly disclosed by the bidder/offeror, directly or
indirectly, to any other bidder/offeror or competitor before
bid opening (in the case of a sealed bid solicitation)
or contract award (in the case of a negotiated solicitation)
unless otherwise required by law; and
(3) No attempt has been made or will be made by the bidder/
offeror to induce any other concern to submit or not to
submit a bid/offer for the purpose of restricting competition.
(b) Each signature on the bid/offer is considered to be a certification
by the signatory that the signatory:
(1) Is the person in the bidder/offeror's organization responsible
for determining the prices being offered in this bid
or proposal, and that the signatory has not participated
and will not participate in any action contrary to subparagraphs
(a)(l) through (a)(3) above; or
(2) (i) Has been authorized, in writing, to act as agent for the
following principals in certifying that those principals
have not participated, and will not participate in any
action contrary to subparagraphs (a)(l) through (a)(3)
above (insert full name of person(s) in the bidder/offeror's
organization responsible for determining the prices offered
in this bid or proposal, and the title of his or her
position in the bidder/offeror's organization);
(ii) As an authorized agent, does certify that the principals
named in subdivision (b)(2)(i) above have not participated,
and will not participate, in any action contrary
to subparagraphs (a)(l) through (a)(3) above; and
U.S. Department of Housing
and Urban Development
Office of Public and Indian Housing
Certifications and
Representations
of Offerors
Non-Construction Contract
Public reporting burden for this collection of information is estimated to average 5 minutes per response, including the time for reviewing instructions, searching
existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information.
This form includes clauses required by OMB's common rule on bidding/offering procedures, implemented by HUD in 24 CFR 85.36, and those requirements
set forth in Executive Order 11625 for small, minority, women-owned businesses, and certifications for independent price determination, and conflict of interest.
The formis required for nonconstruction contracts awarded by Housing Agencies (HAs). The formis used by bidders/offerors to certify to the HA's Contracting
Officer for contract compliance. If the form were not used, HAs would be unable to enforce their contracts. Responses to the collection of information are
required to obtain a benefit or to retain a benefit. The information requested does not lend itself to confidentiality.
form HUD-5369-C (8/93)
Previous edition is obsolete page 2 of 2 ref. Handbook 7460.8
(iii) As an agent, has not personally participated, and will
not participate in any action contrary to subparagraphs
(a)(l) through (a)(3) above.
(c) If the bidder/offeror deletes or modifies subparagraph (a)2
above, the bidder/offeror must furnish with its bid/offer a
signed statement setting forth in detail the circumstances of
the disclosure.
4. Organizational Conflicts of Interest Certification
(a) The Contractor warrants that to the best of its knowledge and
belief and except as otherwise disclosed, it does not have any
organizational conflict of interest which is defined as a
situation in which the nature of work under a proposed
contract and a prospective contractor's organizational, financial,
contractual or other interest are such that:
(i) Award of the contract may result in an unfair competitive
advantage;
(ii) The Contractor's objectivity in performing the contract
work may be impaired; or
(iii) That the Contractor has disclosed all relevant information
and requested the HA to make a determination
with respect to this Contract.
(b) The Contractor agrees that if after award he or she discovers
an organizational conflict of interest with respect to this
contract, he or she shall make an immediate and full disclosure
in writing to the HA which shall include a description of
the action which the Contractor has taken or intends to
eliminate or neutralize the conflict. The HA may, however,
terminate the Contract for the convenience of HA if it would
be in the best interest of HA.
(c) In the event the Contractor was aware of an organizational
conflict of interest before the award of this Contract and
intentionally did not disclose the conflict to the HA, the HA
may terminate the Contract for default.
(d) The Contractor shall require a disclosure or representation
from subcontractors and consultants who may be in a position
to influence the advice or assistance rendered to the HA and
shall include any necessary provisions to eliminate or neutralize
conflicts of interest in consultant agreements or subcontracts
involving performance or work under this Contract.
5. Authorized Negotiators (RFPs only)
The offeror represents that the following persons are authorized
to negotiate on its behalf with the PHA in connection with this
request for proposals: (list names, titles, and telephone numbers
of the authorized negotiators):
6. Conflict of Interest
In the absence of any actual or apparent conflict, the offeror, by
submission of a proposal, hereby warrants that to the best of its
knowledge and belief, no actual or apparent conflict of interest
exists with regard to my possible performance of this procurement,
as described in the clause in this solicitation titled "Organizational
Conflict of Interest."
7. Offeror's Signature
The offeror hereby certifies that the information contained in
these certifications and representations is accurate, complete,
and current.
Signature & Date:
Typed or Printed Name:
Title:
HOUSING AUTHORITY OF THE CITY OF ARKADELPHIA
REQUEST FOR PROPOSAL
PHYSICAL NEEDS ASSESSMENT
RFP #AR012PNA2023
CERTIFICATION OF CONTRACTOR NON-EXCLUS ION
This certification applies to a sole proprietor or any bidding entity or any individual partner,
incorporator, director, manager, officer, organizer, or member, who has at least 10% ownership
in the bidding entity, for consideration for award of contracts.
A conviction of or plea of guilty or no contest to the following state crimes or equivalent federal
crimes shall permanently bar any person or the bidding entity from bidding on public projects:
(a) Public bribery
(b) Corrupt Influencing
(c) Extortion
(d) Money laundering
A conviction of or plea of guilty or no contest to the following state crimes or equivalent federal
crimes shall bar any person or the bidding entity from bidding on public projects for a period of
five years from the date of conviction or from the date of the entrance of the plea of guilty or no
contest:
(a) Theft
(b) Identity theft
(c) Theft of a business record
(d) False accounting
(e) Issuing worthless checks
(f) Bank fraud
(g) Forgery
(h) Contractors; misapplication of payments
(i) Malfeasance in office
The five-year prohibition shall apply only if the crime was committed during the solicitation or
execution of a contract or bid awarded pursuant to the provisions of Arkansas Code, Public Works
Projects.
Should information be discovered about a bidding entity that would be cause for debarment,
suspension, exclusion, or determination of ineligibility for award of a contract, AHA shall report
and submit supporting documentation to the applicable regulatory agency.
I hereby attest that I have not been convicted of or have not entered a plea of guilty or nolo
contender to any of the crimes listed above or equivalent crimes.
(Print) (Date)
(Signature)
HOUSING AUTHORITY OF THE CITY OF ARKADELPHIA
REQUEST FOR PROPOSAL
PHYSICAL NEEDS ASSESSMENT
RFP #AR012PNA2023
NON-COLLUSIVE AFFIDAVIT
NON-COLLUSIVE AFFIDAVIT
STATE OF __________________________
COUNTY OF ________________________
, BEING FIRST DULY
SWORN, DEPOSES AND SAYS: That he/she is ___________________________________________________
of ________________________________, the Bidder that has submitted a bid; that such proposal or bid is genuine
and not collusive or sham; that said bidder has not colluded, conspired, connived or agreed, directly or indirectly,
with any bidder or person, to put in a sham bid or to refrain from bidding, and has not in any manner, directly or
indirectly, sought by agreement or collusion, or communication or conference, with any person, to fix the bid price
or affiant or of any other bidder, or to fix any overhead, profit or cost element of said bid price, or of that of any
other bidder, or to secure any advantage against Arkadelphia Housing Authority or any person interested in the
proposed contract; and that all statements in said proposal or bid are true.
___________________________________________________
Contractor
_____________________________________________________
Signature and Title
Subscribed and sworn to before me this _____________ day of _____________, 20________.
_____________________
Notary Public
_____________________ ____________________
My Commission Expires: Affix Seal
HOUSING AUTHORITY OF THE CITY OF
ARKADELPHIA (AHA) REQUEST FOR
PROPOSALS
FOR
PHYSICAL NEEDS
ASSESSMENT RFP # 2023-AHA
ACKNOWLEDGEMENT
OFADDENDA
Contractor has received the following Addenda, receipt of which is hereby a cknowledged:
Addendum Number: Date Received:
Addendum Number: Date Received:
Addendum Number: Date Received: ____________________
Addendum Number: Date Received:
(Company Name)
(Signature)
(Printed or Typed Name)
Employee Verification
Arkansas places no additional employment verification procedures on employers beyond Federal
I-9 compliance. There is no requirement to use E-Verify under Arkansas state law.
Employers using E-Verify are required to verify all newly hired employees, both U.S. citizens
and non-citizens. Employers may not verify selectively and must verify all new hires while
participating in E-Verify.
HOUSING AUTHORITY OF THE CITY OF ARKADELPHIA
REQUEST FOR PROPOSAL
PHYSICAL NEEDS ASSESSMENT
RFP #AR012PNA2023
ASSESSMENT RFP #2023-AHA
COST PROPOSAL (PART A)
The contractor shall propose a firm fixed fee for all work performed under this RFP. The fee
will be broken down to reflect the fee for the PNA Audit, and total fee as reflected herein. The
resulting contract is anticipated to be a fixed price contract for services. (Refer to Part Ill -
Submission Requirements - 3.4 Cost Proposal and the Supplemental Conditions).
The fee breakdown shall be inclusive of all costs, including but not limited to labor, material,
supplies, and other costs. The fee shall be broken down by the component parts as follows:
PNA COST
TOTAL COST $
Offeror's Name (Print) Firm/Company Name
Authorized Signature Date
PART B - PNA COST BREAKDOWN
A. Labor. Provide a breakdown for each position and for all positions combined.
Position Hourly Rate Estimated Total
Description of
Position
B. Direct Costs. Direct costs are costs that can be identified specifically with a project and
therefore are charged to that project.
Cost Element Total Cost
Materials $
Travel $
Misc. Expenses $
Total Indirect Costs $
C. Indirect Costs, if applicable. Indirect costs are costs incurred for common or joint objectives
and therefore cannot be readily and specifically identified with a particular direct project of
activity.
Cost Element Total Cost
Labor $
Non-Labor $
Total Indirect Costs $
D. Subtotal. Subtotal of all labor, direct and indirect costs.
Subtotal $
E. General, Administrative and Overhead. State the percentage and total costs.
Total Cost
General $
Administration $
Overhead $
Total $
F. Profit. State the percentage and total cost.
Total Cost
Percentage $
G. Total PNA Cost Proposed $ _
Signature Date
APPENDIX C
HOUSING AUTHORITY OF THE CITY OF ARKADELPHIA
REQUEST FOR PROPOSAL
PHYSICAL NEEDS ASSESSMENT RFP
#AR012PNA2023
LIST OF AHA PROPERTIES
Number of Units Per Bedroom Size
Property Year Built 1Bdrm 2 Bdrm 3Bdrm 4 Bdrm
Carpenter Hill 1952 8 16 26
Southview 1965 22
Pine Court 1952 4 12 12
HOUSING AUTHORITY OF THE CITY OF ARKADELPHIA
REQUEST FOR PROPOSAL
PHYSICAL NEEDS ASSESSMENT
RFP #AR012PNA2023
Summary of Property
Carpenter Hill - Property is a multi-family property that has 10, two-story and 2 one-story
apartment buildings containing 50 apartments units, a single-story administrative building,
single -story maintenance building, and a storage shed. Building area is approximately
42,944 square feet. The site area is approximately 6 acres and was constructed in 1952. Onsite
amenities include two children's playgrounds, basketball court, and administrative
office.
Southview - Property is a multi-family property that has twelve single-story apartment
buildings containing 24 apartment units. The building area is approximately 17,136 square
feet. The3 site area is approximately 3 acres and was constructed in 1965. There are no onsite
amenities.
Pine Courts - Property is a multi-family property with five two-story buildings and one
single-story building that contains 26 apartment units. The building area is approximately
21,480 square feet. The site area is approximately 2 acres and was constructed in 1952. Onsite
amenities include two children's playgrounds, basketball court, and common area
building.