RFP 21-028 Physical Needs Assessment and Energy Audit

Agency: Oakland Housing Authority
State: California
Type of Government: State & Local
NAICS Category:
  • 541330 - Engineering Services
  • 541611 - Administrative Management and General Management Consulting Services
  • 541690 - Other Scientific and Technical Consulting Services
Posted Date: Sep 29, 2021
Due Date: Oct 28, 2021
Solicitation No: ​RFP 21-028​
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
number name issue date due date
​RFP 21-028​ RFP 21-028 Physical Needs Assessment and Energy Audit ​09/29/2021 ​10/28/2021

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DocuSign Envelope ID: F5975BBA-8876-45B9-9153-2D2E7E1E8AA7
September 29, 2021
Gentlemen/Ladies:
SUBJECT: RFP No. 21-028 Physical Needs Assessment
The Oakland Housing Authority (OHA) invites proposals from a qualified contractor,
experienced in Physical Needs Assessment (PNA) of Oakland Housing Authority and
Oakland Affordable Housing Preservation Initiatives housing units and administrative
offices located in Oakland, California.
Proposals will be accepted online though the Housing Agency Marketplace until
10:00 a.m. (local time) on October 28, 2021. Bids received after 10:00 a.m. on October
28, 2021 will be rejected without consideration.
Questions of a procedural nature may be directed to Jeff Muegge at JMuegge@oakha.org.
We look forward to receiving your proposal.
Sincerely,
Patricia Wells
Executive Director
Oakland Housing Authority
1805 Harrison Street, Oakland, CA 94612
Executive Office 1619 Harrison St. Oakland, CA. 94612
DocuSign Envelope ID: F5975BBA-8876-45B9-9153-2D2E7E1E8AA7
REQUEST FOR PROPOSALS
RFP #21-028
Physical Needs Assessment
and Energy Audit
RFP Issued:
Questions Due:
Addendum Issued:
(if applicable)
Proposal Due:
September 29, 2021
October 13, 2021
October 20, 2021
October 28, 2021
Oakland Housing Authority (OHA)
Contract Compliance & General Services (CCGS) Department
1619 Harrison Street
Oakland, CA 94612
e-mail: CCGS@oakha.org
Contact person for the above RFP:
Jeff Muegge: 341-356-0402
DocuSign Envelope ID: F5975BBA-8876-45B9-9153-2D2E7E1E8AA7
REQUEST FOR PROPOSALS RFP # 21-028
TABLE OF CONTENTS
1. General Information ........................................................................................................ 3
1.1 RFP Introduction ......................................................................................................... 3
1.2 Oakland Housing Authority Reservation of Rights ....................................................... 4
1.3 Oakland Housing Authority Background and Information ............................................ 4
2. Minimum Requirements .................................................................................................. 4
3. Scope of Work..................................................................................................................5
3.1 Description of Services ................................................................................................ 5
4. Proposal Submission Requirements ........................................................................... 16
4.1 Response Format....................................................................................................... 16
A. Cover Letter .......................................................................................................... 16
B. Firm’s Qualifications.............................................................................................. 16
C. Project Approach .................................................................................................. 16
D. Examples of Previous Work.................................................................................. 17
E. Staffing and Project Organization.......................................................................... 17
F. References............................................................................................................ 17
G. Proposed Rates.................................................................................................... 17
4.2 Required Forms/Certifications .................................................................................... 17
A. Proposed Cost Form ............................................................................................. 17
B. Experience Table .................................................................................................. 17
C. Profile and Certification Form................................................................................ 17
D. HUD 5369-C Form................................................................................................ 17
E. Section 3 Business Certification and Action Plan .................................................. 17
F. Addendum Acknowledgment Form ....................................................................... 17
5. Selection Process ......................................................................................................... 18
5.1 RFP Timeline ............................................................................................................ 18
5.2 Questions/Answers ................................................................................................... 18
5.3 Response Due Date .................................................................................................. 19
5.4 Evaluation Criteria................................................................................................19-21
5.5 Selection Process ................................................................................................ 21-22
6. Contract Requirements ................................................................................................ 22
6.1 Contractor Requirements .......................................................................................... 22
6.2 Insurance Requirements ...................................................................................... 22-23
6.3 Contract Award ......................................................................................................... 23
6.4 Contract Conditions..............................................................................................23-24
6.5 Contract Terms ......................................................................................................... 24
6.6 Contractor’s Breach .................................................................................................. 24
6.7 Remedies of Breach.................................................................................................. 24
DocuSign Envelope ID: F5975BBA-8876-45B9-9153-2D2E7E1E8AA7
Documents (in the order of the RFP package)
PROPOSAL SUBMISSION REQUIREMENTS
(in Section 4 of RFP)
MUST be submitted with
Proposal
1. Response Format
A. Cover Letter
B. Firm’s Qualifications
C. Project Approach
D. Examples of Previous Work
E. Staffing and Project Organization
F. References
G. Proposed Rates
2. Required Forms/Certifications
A. Proposed Cost Form (Exhibit A)
B. Experience Table (Exhibit B)
C. Profile and Certification Form (Exhibit C)
D. HUD-5369-A Form (Exhibit D)
E. Section 3 Business Certification and Action Plan (Exhibit H)
F. Sample Addendum Acknowledgement Form (Exhibit I - if applicable)
EXHIBITS/ FORMS/ DOCUMENTS
A. Proposed Cost Form
B. Experience & Sub-Contractor Forms
C. Profile and Certification Form
D.
HUD 5369-A, Representations, Certifications,
and Other Statements of Bidders Instructions to Offerors, Non-Construction
E. HUD 5369-B, Instructions to Offerors, Non-Construction
F. HUD 5370 C, General Conditions for Non-Construction Contracts –Section I
G. Oakland Housing Authority Economic Opportunities Policy
H.
Contractor’s Summary Guide to Section 3 Compliance with Section 3
Business Certification and Action Plan
I. Addendum Acknowledgement form (if applicable)
J. OHA Insurance Requirements
K. OHA Sample Services Contract
L. Vendor Protests And Claims Procedures
M Uniformat Example
DocuSign Envelope ID: F5975BBA-8876-45B9-9153-2D2E7E1E8AA7
1. GENERAL INFORMATION
1.1 RFP Introduction
Oakland Housing Authority (the “Authority” or “OHA”) owns and manages properties in
Oakland, CA, and provides relocation/re-occupancy services. The Authority requires a
systematic review all of the major physical components of property to prepare a
comprehensive Physical Needs Assessment (PNA) of its portfolio that results in a report with
sufficient detail, supporting information, and expert insights so that the Authority can
immediately prioritize projects for renovation and replacement and serve as a strategic
planning and budgeting tool that assists the Authority with planning for future needs and
costs to meet those needs determining how to best manage its portfolio in support of two of
the Authority’s initiatives to (1) Increase access to quality affordable housing and (2) Provide
livable housing to support healthy and sustainable communities.
The Authority expects that the PNA will provide an evaluation of the remaining useful life of
major systems, livability, street and landscape improvements, and other property features; and
provide recommendations for improvement by property, in order of priority by phase as detailed
in the Scope of Services. Further, the Authority requires that the PNA comply with the
requirements and protocols of several Authority programs/systems to include data collection,
formatting, and reporting consistent with 1) HUD’s recommended practices for PNAs; 2) in a
format compatible with the OHA’s asset management system and 3) with site-by-site
recommendations organized utilizing the ASTM Uniformat II Classification for Building Elements
shall include an Energy Audit that is consistent with the California Energy Commission current
energy sources and recommendations for reducing energy usage through more efficient
systems.
In keeping with its mandate to provide efficient and effective services, the Authority is soliciting
responses from individuals or firms to provide services as described under Section 3 - Scope
of Work. All responses submitted for this solicitation must conform to all of the requirements
and specifications outlined within this document, and any designated attachments, in its entirety.
For further information and/or updates on this bid or any other Oakland Housing Authority
project, you may go to the Authority’s website www.oakha.org. Select “Business Opportunities”,
“Procurement”, “Current Bid Openings” and “Active Bids” or visit Housing Agency Marketplace
through the following link:
https://ha.economicengine.com/requests.html?company_id=50863.
Respondents MUST register with Housing Agency Marketplace in order to submit a
proposal.
1.2 Oakland Housing Authority Reservation of Rights
The Authority reserves the right to reject any or all responses, to waive any informality in
the RFP process, or to terminate the RFP process at any time, if deemed by the Authority
to be in its best interests.
The Authority reserves the right not to award a contract pursuant to this RFP.
The Authority reserves the right to terminate a contract awarded pursuant to this RFP, at
any time, for its convenience.
The Authority reserves the right to determine the days, hours, and locations that the
successful Respondent(s) shall provide the services called for in this RFP.

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