RFP Consulting Technical Advisor Services
The Housing Authority of the City of Rock Hill (RHHA) will accept Proposals for Consulting/Technical Advisor Services until 2:00 p.m. local prevailing time, Friday, January 7, 2022 at 467 South Wilson Street, Rock Hill, South Carolina 29730.
Copies of the Request for Proposals identifying the scope of services and evaluation factors for selection may be obtained from the Authority's Procurement Office at the above address or call (803) 324-6360.
Firms are strongly encouraged to attend a virtual pre-proposal meeting at 10:00 a.m. on Monday, January 3, 2022 at 467 South Wilson Street, Rock Hill, South Carolina 29730.
Pre-Proposal Conference for Jobs Plus Technical Advisor
Mon, Jan 3, 2022 10:00 AM - 11:00 AM (EST)
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Minority-owned and Women-owned Business Enterprises are encouraged to submit proposals.
Scope of Work - Coming Soon
HUD-5370-C - General Conditions for Non-Construction Contracts
REQUEST FOR PROPOSALS FOR CONSULTING/TECHNICAL ADVISOR SERVICES FOR HUD JOBS PLUS PROGRAM
View Additional General Terms and Conditions
View Submission of Qualifications Proposals
View Evaluation of Qualifications Proposals
A. General Information
Project Title: Consulting/Technical Advisory Services
Issue Date: December 20, 2021
Issuing Agency: ROCK HILL HOUSING AUTHORITY
Location(s) of Work:RHHA Properties throughout Rock Hill, SC and Great Falls, SC
Contract Period: Award through twelve months after award with option for up to four additional years
Pre-Proposal Conference: Monday, January 3, 2022, 10:00 a.m. (local time) Central Office at 467 S. Wilson Street, Rock Hill, SC 29730
Due Date: Friday, January 7, 2022; 2:00 p.m. (local time)
Central Office at 467 S. Wilson Street, Rock Hill, SC 29730
All questions/concerns prior to submittal of a proposal shall be in writing and submitted on company letterhead and faxed to Ms. Bonnie Patton, Purchasing Specialist at (803) 324-6360 or emailed at least 7 days prior to qualifications proposal due date.
1. Organization
The Housing Authority of the City of Rock Hill, South Carolina (the "Authority") is a public body organized and existing under the Housing Authorities Law of the State of South Carolina, S.C. Code Ann. Section 31-3-10, et seq (the "Act"). As such, the Authority has as a principal purpose overcoming the shortage of decent, safe and sanitary housing that can be afforded by persons of low and moderate income. The Authority's stated mission is to "provide safe, decent and sanitary housing conditions for very low income families and to manage resources efficiently and to promote personal, economic and social upward mobility to provide families the opportunity to make the transition from subsidized to non-subsidized housing." Additionally, the Authority seeks to provide affordable, quality housing options and programs that promote self-sufficiency and assist in addressing the needs of low-income, very low-income and extremely low-income families in the City of Rock Hill and York County. The six member Board of Commissioners is appointed by the Mayor of the City of Rock Hill for staggered five-year terms. The Board, in turn, elects a Chairman and appoints an Executive Director to administer the affairs of the Authority.
The Authority's affiliate, Carolina Housing and Community Development Corporation (hereafter, "CHCDC) is a 501 (c) 3 tax exempt organization with a stated mission to acquire, construct, rehabilitate, own, manage, and develop affordable housing for low to moderate income individuals and families and to promote comprehensive economic development. CHCDC owns 33 units of affordable housing.
The Housing Authority of the City of Rock Hill owns and operates 369 units of Low Rent Public Housing, owns and operates a 56 unit HUD Multifamily Section 8 New Construction apartment complex, administers a 500 unit Section 8 Housing Choice Voucher program, a 24 unit Veterans Affairs Supportive Housing Voucher program, a 25 unit Foster Youth Initiative Tenant Protection Voucher, and owns 8 other units of rental housing. All of the Authority's funds are enterprise funds. These funds are grouped under the following programs: federally subsidized programs, and real estate management activities. Federally subsidized programs include low-income public housing, housing choice voucher program, and capital fund programs. The real estate management activities of the Authority are: Crosby Street Apartments, Chestnut Street apartments, and Great Falls apartments.
The Authority's operations and relationship with the federal government are governed by contracts allowing the Authority to construct, own, and operate public housing facilities, as well as make housing assistance payments for eligible individuals and families. The Board of Commissioners authorizes these contracts with the United States Department of Housing and Urban Development (HUD) pursuant to the latter agency's regulations and statutory authorizations.
2. Background
The Rock Hill Housing Authority was awarded its Jobs Plus Program grant by the Department of Housing and Urban Development in May of 2021. The Jobs Plus program develops locally based, job driven approaches that increase earnings and advance employment outcomes through work readiness, employer linkages, job placement, educational advancement, technology skills, and financial literacy for residents of public housing. The place based Jobs Plus program addresses poverty among public housing residents by incentivizing and enabling employment through earned income disregards for wring residents and a set of services designed to support work including employer linkages, job placement and counseling, educational advancement, and financial counseling. Ideally, these incentives will saturate the target public housing communities building a culture of work and making working residents the norm. The Jobs Plus program model comprises these three core components: 1) Employment-Related Services, 2) Financial/Rent Incentive - Jobs Earned Income Disregard (JPEID), and 3) Community Support for Work.
The selected Consultant/Technical Advisor shall perform the following scope of services:
1. Provide assistance in drafting of the Authority's Jobs Plus six month startup budget and corresponding narrative.
2. Provide assistance in establishing the Authority's Jobs Plus planning committee.
3. Provide assistance in the development of the Authority's Jobs Plus work plan and four year budget.
4. Make recommendations for trainings, (i.e., JPEID, case management, coaching) and software consultants, and software improvements.
5. Serve as an internal consultant to ensure successful launch/implementation of the Authority's Jobs Plus program.
6. Provide technical assistance for program evaluations and additional support as needed.
7. Provide marketing ideas to assist in recruitment and retention of Jobs Plus participants and local partners.
8. Provide recommendations for Jobs Plus program implementation.
9. Prepare the Authority's Jobs Plus Work Plan for submission to HUD and update as needed.
10. Review the Authority's Administrative Continued Occupancy Policy (ACOP) for compliance with the Jobs Plus program requirements, make recommendations, and assist in implementation.
11. Assist the Authority in its' preparation for compliance audits and visits from other agencies.
12. Develop a written Jobs Plus Program Standard Operating Procedure (SOP) for use in the Authority's Jobs Plus Program.
13. Develop a business plan for the sustainability of staffing and services beyond the Jobs Plus grant expiration period.
14. Perform other consulting/technical advisory services, as may be requested by RHHA and/or its development affiliate CHCDC, in connection with the Authority's self-sufficiency programs.
A. Contract Term
The contract is for a one-year base period beginning at contract award. The contract may be renewed for up to four additional one-year terms if RHHA exercises the options. Written notice of RHHA's intention to renew any option for any additional years of service shall be given approximately 60 days prior to the expiration date of the contract. Option exercise is at the sole discretion of the Authority.
In the event the initial contract period is extended for more than 12 months, the resulting contract may be terminated by RHHA without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.
B. Time and Order of Work
The successful Offeror must be readily available and capable of immediately assuming all duties involved in the representation of RHHA upon award, and shall be capable of meeting any and all deadlines.
A. General Terms
1. Payment terms are net 30 days and shall be made upon proper submittal and receipt of an invoice, and upon completion/acceptance of work pursuant to individual orders placed hereunder. All invoices shall only include the work that has been accepted and approved for payment. Submit invoices to RHHA, P.O. Box 11579, Rock Hill, SC 29731.
2. Invoices shall be submitted pursuant to individual orders issued under the base contract. Each invoice shall clearly indicate the base contract number, the order number, the date submitted, the property or project description and the amount invoiced.
Additional General Terms and Conditions
1. Subcontracting
None of the services covered by this Contract shall be subcontracted without the prior written consent of the Authority. The Service Provider shall be as fully responsible to the Authority for the acts and omissions of his subcontractors, and of persons either directly or indirectly employed by them, as he is for the acts and omissions of persons directly employed by him. The Service Provider shall insert in each subcontract appropriate provisions requiring compliance with the labor standards provisions of this Contract.
2. Drug-Free Workplace
During the performance of this contract, the Service Provider agrees to (i) provide a drug-free workplace for the Service Provider's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the Service Provider's workplace and specifying the actions that will be taken against the employees for violations of such prohibitions; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the Service Provider that the Service Provider maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000., so that the provisions will be binding upon each subcontractor or vendor.
For the purpose of this provision, "drug-free workplace" means a site for the performance of work done in connection with a specific contract awarded to a Service Provider in accordance with this chapter, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.
3. Employment Discrimination by Service Provider Prohibited
During the performance of this contract, the Service Provider agrees as follows:
The Service Provider will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the Service Provider. The Service Provider agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.
The Service Provider, in all solicitation or advertisements for employees placed by or on behalf of the Service Provider, will state that such Service Provider is an equal opportunity employer. Notices, advertisements, and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.
The Service Provider will include the provisions of the foregoing paragraphs in every subcontract or purchase order of over $10,000 so that the provisions will be binding upon each Service Provider or vendor.
4. Equal Opportunity Requirements
Subcontracting with Small and Minority Firms and Women-Owned Business Enterprises
It is RHHA's policy to ensure those Minority Business Enterprises (MBE's) and Women-owned Businesses (WBE's) are provided maximum opportunity to participate in contracts administered by RHHA. This requirement applies to all minority and non-minority businesses performing as the prime contractor. For these purposes, an MBE is defined as "any legal entity other than a joint venture, organized to engage in commercial transactions, that is at least fifty-one percent owned and controlled by one or more minority persons." For these purposes, a minority person is defined as a member of a socially or economically disadvantaged minority group, which includes African-Americans, Hispanic-Americans, Native-Americans, and Asian-Americans. RHHA has not established a minimum threshold for participation of WBE's, however, RHHA strongly encourages and affirmatively promotes the use of WBE's in all RHHA professional services contracts.
5. Compliance With Section 3 of the Housing and Urban Development Act of 1968
The successful Responder shall be required to comply with all applicable provisions of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u, and the regulations issued pursuant thereto, as set forth in 24 C.F.R. Part 135, and all applicable rules, directives and orders issued by HUD thereunder. Section 3 requires that, to the greatest extent feasible, opportunities for training and employment generated by a Section 3 covered contract be given to public housing residents and other low income persons residing in the metropolitan area, and subcontracts in connection with such contracts be awarded to Section 3 covered business concerns which are located in, or owned in substantial part by persons residing in the areas of the project. The successful Responder shall be required to insert in any subcontract resulting from the proposed contract, the Section 3 clause set forth in Section I, Article 21, subparagraph D of the General Conditions for Non-Construction Contracts, form HUD 5370-C, above.
6. Insurance Requirements
a) Required Coverage: The proposal package must include evidence of the Responder's ability to provide Worker's Compensation Insurance; General Liability Insurance; Comprehensive Automobile Liability Insurance; and if applicable to the services requested hereunder, Professional Liability (Errors and Omissions) Insurance coverage at the following limits of overage:
- Workers' Compensation, in accordance with state or Territorial Workers' Compensation laws.
- Commercial General Liability with a combined single limit for bodily injury and property damage of not less than $1,000,000.00 per occurrence to protect the Contractor and each subcontractor against claims for bodily injury or death and damage to the property of others. This shall cover the use of all equipment, hoists, and vehicles on the site(s) not covered by Automobile Liability under (3) below. If the Contractor has a "claims-made" policy, then the following additional requirements apply: the policy must provide a "retroactive date" which must be on or before the execution date of the Contract; and the extended reporting period may not be less than five years following the completion date of the Contract.
- Automobile Liability on owned and non-owned motor vehicles used on the site(s) or in connection therewith for a combined single limit for bodily injury and property damage of not less than $500,000.00 per occurrence.
Such insurance shall be procured from a company licensed to do business in the State of South Carolina and placed with a carrier possessing an A.M. Best's Rating of B+VI or better, and maintained for the entire duration of the proposed contract. Deductible levels shall not exceed $1,000 per occurrence on any policy. RHHA must be named as an additional insured on all policies and the policy must provide that coverage cannot be canceled without notice to RHHA at least thirty (30) days before the effective date of such cancellation. RHHA reserves the right in, its sole discretion, to raise, waive or reduce in limits, any insurance coverage required under the proposed contract.
b) Proof of Insurance Upon Notice of Award: Within ten (10) days of the date of the Notice of Award, each successful Responder shall furnish to RHHA a certified copy of the Certificate of Insurance for the policy or policies covering all work or services under the proposed contract as evidence that the required insurance is maintained and in force for the entire duration of the contract. RHHA may, at its sole discretion, immediately cancel the contract award without prior notice to a successful Responder upon any failure to submit timely any or all of the required Certificates of Insurance and any and all other documents required under the proposed contract. In such case, any and all existing agreements between RHHA and the successful Responder shall immediately become null and void upon such cancellation.
Submission of Qualifications Proposals
1. Procurement Standards
All matters and issues related to this RFP and any contract resulting from the RFP shall be governed by the procurement principles set forth in the HUD Procurement Handbook for Public Housing Authorities, Handbook 7460.8, REV 2, (2/2007); and the Statement on Procurement Policy for the Housing Authority of the City of Rock Hill, and its implementing procedures. In the event of a conflict between this RFP and Handbook 7460.8 or RHHA procurement policy or procedures, the provision of Handbook 7460.8 shall govern.
2. Submission of Qualifications Proposal
Any party interested in being considered for award must submit a Qualifications Proposal in response to this RFP in accordance with the instructions and terms hereunder. By submitting a Qualifications Proposal, the Offeror agrees to be bound by the terms and conditions of this RFP.
3. Qualifications Proposal Submission Deadline
RHHA must receive the Offeror's Qualifications Proposal by 2:00 p.m. Eastern Time on, January 7, 2022 at the location designated in Subsection B, 4 below. It is the Offeror's responsibility to ensure that the Qualifications Proposal is delivered by the designated time and date. Qualifications Proposals, which for any reason are not delivered within the deadline, will not be considered and will be returned unopened to the Offeror.
4. Place of Submission
Proposals, including all required information and certifications, properly formatted in accordance with Subsections C. and D. below must be submitted in sealed envelope(s) at the address below. The face of the envelope must contain, in addition to the address below, the RFP title, and number stated above. Due to COVID-19, the Authority will accept electronic submissions of proposals by the submission deadline. Electronic submissions shall be submitted to: BPatton@rhha.org. All Proposals must be delivered to:
Bonnie Patton, Purchasing Specialist
Housing Authority of the City of Rock Hill
467 South Wilson Street
Rock Hill, SC 29730
(803) 324-6360
5. Pre-Qualifications Proposal Conference
Contractors are strongly encouraged to attend the virtual Pre-Proposal Conference scheduled for, January 3, 2022 at 10:00 a.m. (local time) to be held at 467 South Wilson Street, Rock Hill, SC 29730. Details of the specified requirements and how to submit a Qualifications Proposal will be discussed. Prospective Offerors may submit questions regarding the RFP to the person identified in Section B. 4 above.
6. Interpretations
Any requests for interpretation or questions concerning this RFP must be submitted in writing to the addressee noted in Subsection B. 4 above and must be received 5 days prior to the deadline for receipt of Qualifications Proposals. Inquiries must reference the RFP number and title, and the deadline for receipt of Qualifications Proposals. No interpretations shall be considered binding unless provided in writing by RHHA.
7. Preparation of Qualifications Proposal
Offerors are expected to examine all elements of the RFP including the Scope of Services, submission requirements, evaluation criteria, equal opportunity compliance requirements, the General Conditions for Non-Construction Contracts, Section I, Article 16, form HUD 5370-C, above, and all instructions prior to preparing the Qualifications Proposal. Failure to do so will be at the Offeror's risk. Offers for services other than those specified will not be considered. All costs incurred, directly or indirectly, by the Offeror including, travel, preparation, submission and miscellaneous expenses, in response to this RFP shall be the sole responsibility of the Offeror and shall be borne by the Offeror. Offerors should make provisions for any and all costs and expenses related to the performance of the contract in their price Qualifications Proposal, and should identify all such costs and expenses in the itemized breakdown of costs.
8. Execution of Qualifications Proposal
The original Qualifications Proposal in the quantities required by Subsection C below must contain a manual original signature of an authorized representative of the Offeror. The authorized representative of the Offeror must initial all corrections made on the Qualifications Proposal. The company name must appear on the cover sheet. The Qualifications Proposal must include all documents, materials and information required herein.
9. Attachments
Each writing or other document referred to in this RFP as being attached hereto as an attachment or otherwise designated herein as an attachment hereto is hereby made a part of this RFP. The Offeror is required to complete the certifications and representations attached hereto as part of the Qualifications Proposal package and shall be subject to the requirements therein.
10. Confidentiality
There will be no public opening of Qualifications Proposals. All Qualifications Proposals and information concerning same shall remain confidential until all negotiations are completed and the Notice of Award is issued. Offerors are hereby notified that all Qualifications Proposals received by RHHA shall be included as part of the official contract file. Therefore, any part of the Qualifications Proposal that is not considered confidential, privileged or proprietary under any applicable Federal, State or local law shall be available for public inspection upon completion of the procurement process. Notwithstanding the foregoing, the applicable provisions of Federal, State and local laws shall govern the confidentiality of Qualifications Proposals despite anything contrary to this provision stated in the Qualifications Proposal.
1. Title Page
The Qualifications Proposal is to be submitted in original and one (1) copy marked to include the Request for Qualifications Proposal subject, the name of the Offeror's firm, address, telephone number, fax number, email address and name of the contact person, and the date.
2. Content
Return the required copies, as detailed in C. 1. Above, of the complete Solicitation Document including completion of all blanks for requested information, completed Certifications and Representations and Attachments 1 through 4. Return the entire solicitation in original and one (1) copy, including properly executed Solicitation, Offer and Award form (Pages 1 and 2) completed Certifications and Representations and ATTACHMENTS 1 through 4, also properly executed, signed and, where required, notarized. Offerors should ensure that the Qualifications Proposal submission is properly signed by a person authorized to bind the company and that all pricing blanks are properly completed.
3. Table of Contents
Include a clear identification of the material by section and by page number.
4. Summary of Submission Requirements
a) RHHA intends to retain the successful Offeror(s) on a "Qualifications Based" basis, not a "Low Bid" basis. Therefore, so that the RHHA can properly evaluate the offers received, all Qualifications Proposals submitted in response to this RFP must be formatted in accordance with the sequence noted below. Each category must be separated by index dividers numbered (which number extends so that each tab can be located without opening the Qualifications Proposal) and labeled with the corresponding tab reference also noted below. None of the proposed services may conflict with any requirement RHHA has published herein or has issued by addendum. The Technical Qualifications Proposal shall be formatted as follows:
b) An original and three (3) copies of the typewritten, executed Qualifications Proposal must be properly executed and submitted in a sealed envelope. Offerors are requested to provide a definitive plan for carrying out the tasks as provided in the above scope of work. The Qualifications Proposal shall include all elements as follows.
5. Required Submittals:
Proposals shall include the following:
A. General Information
- Letter of Interest (Cover letter)
- Type of Organization; Corporation, Partnership, Joint Venture or Sole Proprietorship. Names of shareholders, partners, principals and any other persons exercising control over the Firm.
- Description of the Offeror's capacity including staff resources.
- Organizational Certifications:
- Copies of Certificate of Incorporation, Partnership Agreement, Joint Venture or other organizational document.
- A corporate resolution signed by the Secretary of the Corporation and notarized, certifying the name of the individual(s) authorized to sign the offer, the contract and any amendments thereto.
B. Experience
Provide a description of the firm's experience serving as a consultant/technical advisor for a public housing authority or similar entity. Firm should describe the relevant experience within the last 5 years with Jobs Plus and other self-sufficiency programs (including Resident Opportunities Self-Sufficiency (ROSS), Family Self-Sufficiency (FSS)). Proposal should include the size of the PHA or similar entity, name/type of self-sufficiency program, and the role of your firm.
C. Professional and Technical Competence
Provide a description of the technical and professional competence and experience of the proposed project staff and sub-consultants proposed for this engagement. Provide industry recognized workforce and/or career development credentials.
D. Understanding and Commitment to the Engagement
Provide your firm's written understanding and commitment to the engagement. Provide a description of how your firm plans to accomplish the work in a timely manner and meet all deadlines.
E. Commitment to Section 3 Requirements
Provide your past experience that demonstrates how your firm has met Section 3 requirements, if any. Provide a written commitment and description of how you plan to assist the Authority in meeting its Section 3 requirements.
Evaluation of Qualification Proposals
A. Importance of Technical Factors:
1. RHHA shall make an award(s) to the responsible Offeror(s) whose offer conforms to the solicitation and is most advantageous to RHHA (i.e., that Offeror receiving the overall best Qualifications Score), all below detailed factors considered.
B. The Evaluation Factors are defined as:
Element 1 - 40 Max Value Points - Description: The firm's experience serving as consultant/technical advisor for a public housing authority or similar entity; Firm's relevant experience within the last 5 years with Jobs Plus and other HUD self-sufficiency programs (e.g. Resident Opportunities Self-Sufficiency (ROSS), Family Self-Sufficiency (FSS), and other programs).
Element 2 - 30 Max Value Points - Description: The professional and technical competence and experience of the proposed project staff and sub-consultants proposed for this engagement. Provide industry recognized workforce and/or career development credentials.
Element 3 - 10 Max Value Points - Description: Firm's demonstrated understanding and commitment to the engagement; The firm's ability to perform the work in a timely manner and meet deadlines.
Element 4 - 15 Max Value Points - Description: The firm's proposed fee and fee structure. Weighted, based on lowest price at 15 points
Element 5 - 5 Max Value Points - Description: Firm's demonstrated experience and/or commitment to assist RHHA in meeting its requirements and goals related to Section 3.
100 Max Value Points Total
C. Selection
1. General
RHHA will use the following procedure to evaluate the Qualifications Proposals and select a successful Offeror. All Qualifications Proposals received by RHHA within the established deadline, which meet the submission requirements of the RFP will be evaluated by the RFP Evaluation Panel.
2. RFP Evaluation Panel
An RFP Evaluation Panel consisting of three (3) or more voting members will be established. The RFP Evaluation Panel shall consist of RHHA employees and may also include RHHA residents and consultants, RHHA Commissioners and Rock Hill City personnel and consultants. RHHA may also identify non-voting technical advisors to the Panel.
3. Qualifications Proposal Evaluation
The Procurement Officer will forward Qualifications Proposals that comply with the submission requirements to the RFP Evaluation Panel. Each such Qualifications Proposal will be evaluated by the RFP Evaluation Panel using the selection criteria set forth in Section IX, A. above, and scored on the basis of the information contained in the Qualifications Proposal. Factors not specified in the RFP shall not be considered. Each Qualifications Proposal will be considered on its own individual merit and not analyzed in comparison with other Qualifications Proposals. Each panel member assigning points shall be asked to provide a written narrative justification to support the rating given. The sum of the points assigned to each Qualifications Proposal by an individual panel member shall be known as the Offeror's "Raw Score." The evaluation panel chairperson shall fill out a composite worksheet displaying each panel member's Raw Score for each Qualifications Proposal. The chairperson shall then average all the panel members' Raw Scores for each Offeror and post these numbers as the "Final Score" for each Offeror. Each Qualifications Proposal shall be rated acceptable, potentially acceptable, or unacceptable based on the Final Score received.
4. Competitive Range
A competitive range will be established based on the rankings of the Offerors and the Qualifications Proposals will be classified as acceptable, potentially acceptable or unacceptable. Qualifications Proposals determined to be acceptable or potentially acceptable and that have a reasonable chance of award shall be included in the competitive range. RHHA reserves the right to limit the number of Offerors to be included in the competitive range. Further, RHHA reserves the right to establish a minimum score for the competitive range. Offerors whose Qualifications Proposals are classified as unacceptable shall be excluded from the remainder of the selection process and notified accordingly.
5. Oral Presentations/Interviews
At the sole discretion of RHHA, Offerors who are considered by the evaluation panel to be competitive based on the total scores received and relative rankings of Offerors, may be asked to make a presentation of the Qualifications Proposal during any negotiations that may be held. The purpose of the presentation will be to provide an opportunity to the Offeror to clarify its Qualifications Proposal, respond to questions from RHHA, and substantiate representations in the Qualifications Proposal. No comments about other Offerors or other Qualifications Proposals will be permitted and Offerors shall not be permitted to attend presentations by other Offerors. A time limit for presentations shall be imposed. Offerors invited to make presentations shall be informed of the date and time of the presentation and the time limit for completing such presentation. Evaluations may be revised based upon information provided by the Offerors in the oral presentation.
6. Discussions
Discussions or negotiations, oral and/or written, may be conducted by RHHA or its authorized representatives with all responsible Offerors whose offers are within the competitive range. RHHA reserves the right to conduct negotiations, oral and/or written, on any element of the contract including price, with all responsible Offerors whose offers are within the competitive range. RHHA reserves the right to make a selection of a successful Offeror based solely on the initial submissions and award without discussions.
7. Best and Final Offers
In the event discussions/negotiations are held, Offerors in the competitive range will be provided an opportunity to change or revise their Qualifications Proposals to reflect any changes resulting from the negotiations, if any, in the form of a written "Best and Final Offer ("BAFO")," within a deadline of not less than five (5) business days from notification by RHHA, unless otherwise indicated by RHHA in writing. The BAFO will be evaluated by the RFP Evaluation Panel based on the evaluation criteria stated in the RFP. Such BAFO will be treated as a firm Qualifications Proposal in place of the Qualifications Proposal originally submitted. If no revised Qualifications Proposal is received from any such Offerors in the competitive range within the deadline provided for submitting the BAFO, the originally submitted Qualifications Proposal will be treated as the BAFO.
8. Negotiations
The Offeror established as the highest ranking candidate, based on the evaluation procedures stipulated above, will be requested to submit rate information. The RHHA Contracting Officer shall conduct negotiations with the candidate to reach mutually agreeable rate terms to be applied to any orders issued pursuant hereto. If agreement cannot be reached based on the aforementioned negotiations, the highest ranked candidate will be notified that negotiations are concluded with no award. RHHA shall then proceed to the second highest ranking candidate and price negotiations shall be initiated utilizing the same procedure as conducted with the first candidate. This method shall be applied to successively ranked candidates until a successful negotiation results in an award hereunder.
A. Contract Award
Following completion of the evaluations, receipt of best and final offers (if required), and successful negotiations a contract will be offered to the firm with the most advantageous proposal, considering cost and technical factors.
1. Standard for Contract Award
Upon a determination by RHHA of the availability of funds, RHHA may negotiate a contract with any one or more of the successful Offeror(s). Any contract awarded pursuant to this RFP shall be made to the responsible Offeror(s) whose proposal is determined to be the most advantageous to RHHA, price and technical factors considered. Award will be based on the ranking of the most qualified firms in accordance with the criteria in Section IX, above. RHHA will negotiate rates/pricing with the highest ranked firm. IF negotiations cannot be successfully completed with the highest ranked firm, that firm will be notified and dropped from the competition and negotiations will be initiated with the second highest ranked firm. This process will continue with successively ranked firms until negotiations are successfully completed.
2. Award without Discussions
Notwithstanding the foregoing, RHHA reserves the right to make an award without discussions based solely on original proposal scores. RHHA will make an award to the responsible Offeror whose offer conforms to the solicitation and is the most advantageous to RHHA (i.e., that which represents the best value to RHHA), price and other factors considered.