BOCA RATON HOUSING AUTHORITY
REQUEST FOR PROPOSALS (RFP)
Energy Audit
TheBoca Raton Housing Authority of Boca Raton, Floridawill accept competitive sealed proposals for a consulting firm to conduct an energy audits for Dixie Manor, 95 public housing units, located at1350 N. Dixie Highway, Boca Raton, FL 33432. The energy audit will be conducted in accordance with 24 CFR Part 965, Subpart C, Energy Audits and Energy Conservation Measures, HUD Rehabilitation Energy Guidelines for One-to-Four Family Dwellings, HUD Rehabilitation Energy Guidelines for Multi-Family Dwellings, and HUD Energy Conservation for Housing – A workbook of 1998.
Respondents shall submit three bound copies of their proposal to the address below via United States Postal Service, courier or overnight delivery. Proposals must be received at the Administrative Office of the Authorityby 4:00 p.m. on July 13, 2012,at which time the proposals received will be opened and reviewed. Negotiations may follow thereafter.RFP's can be obtained by visiting or by calling (561) 206-6200between the normal business hours. All proposals should be sent to:
Judith E. Aigen , Executive Director
Boca Raton Housing Authority
2333A W. Glades Rd.
Boca Raton, FL 33431
The BRHA reserves the right to reject any or all proposals and to waive any informalities, technicalities or omissions. Responses containing terms and conditions other than those contained herein may be considered nonconforming. The BRHA is an equal opportunity employer and contracting agency.
Request for Proposals
Energy Audits
I.SCOPE OF SERVICES
TheBoca Raton Housing Authoritywill accept competitive sealed proposals for a consulting firm to conduct energy audits for its95 public housing units at Dixie Manor Apartments, 1350 N. Dixie Highway, Boca Raton, FL 33432. The energy audit will be conducted in accordance with 24 CFR Part 965, Subpart C, Energy Audits and Energy Conservation Measures, HUD Rehabilitation Energy Guidelines for One-to-Four Family Dwellings, HUD Rehabilitation Energy Guidelines for Multi-Family Dwellings, and HUD Energy Conservation for Housing – A workbook for 1998.
Objectives of the audit are to identify energy conservation measures and the cost savings that result from implementing the measures, and thereby reduce operating costs. The energy audit will include the following segments.
A.Data Collection
Sources of information for identifying Energy Conservation Measures (ECMs), as a minimum, shall include the following:
1.Energy consumption and cost information from electric/water suppliersas well as the PHA and residents.
2.Architectural, mechanical, and electrical drawings and specifications for housing developments and administrative offices.
3.Walk-through inspections of sample of each type of dwelling units in the housing development. Sampleswill be determined by proposer.
4. Conduct blower door/duct leakage testing on Dwelling Units in order to determine air sealing requirements.
5. Conduct carbon monoxide and gas leak detection on all units inspected.
6.Results of the walk-through inspections will be used to record qualitative information on form HUD-9614 and/or other HUD approved Energy Survey forms.
7.Interviews of maintenance and modernization personnel and residents.
8. Type, size, condition and operating efficiency of HVAC equipment.
9. Type, size, condition and operating efficiency of ranges, refrigerators and domestic hot water heaters.
10. Amount of roof/ceiling and wall insulation
11. Type of doors and condition of weather–stripping.
12. Whether appropriate water saving kitchen and bathroom fixtures are in use.
B.Data Analysis
Data analysis should consider the following energy conservation opportunities, but not be limited to:
1.Modifying the existing lighting systems with the appropriate energy saving units.
2.Replacing standard ranges, refrigerators and domestic hot water heaters with energy saving equipment
3.Replacing or modifying existing HVAC equipment and controls.
4.Converting to alternate energy sources.
5.For each of the ECMs identified, document information on energy audit data collection forms and calculate savings and payback period
6.Recommendations on ECMs to be implemented and prioritized.
7.Any other conservation opportunities that may be identified during data gathering.
C.Report Preparation/Documentation
1.Respondent will be responsible for developing a comprehensive Energy Audit Report to submit to the Boca Raton Housing Authority. Report shall include the following topics.
•Audit objectives and methodology.
•Narrative on overall results of audit, description of ECMs, and recommended priority for implementation.
•PHA Energy Audit Summary of Results for Dixie Manor. This form will include the following:
Title of ECM
Applicability to Development
Estimate of Annual Savings
Payback Period
Any other recommendation that might be appropriate
*All of the above energy savings opportunities must be ranked according to their payback, starting with the quickest and ending with the longest.
•Make recommendations as to what order to implement the recommended energy savings opportunities in order to provide the Authority with a master plan of action
•Present the interrelationships of the various energy conservation opportunities in the plan so that the Authority understands the impact that implementing each measure has upon the other proposed measures.
•All backup engineering calculations must be included so that the Energy Audit report can be readily updated each year to reflect changes in the cost of energy or the cost to implement the energy savings opportunities.
•Energy data collection forms
2.Prepare final report using input from the Housing Authority. The time frame for completing the above services will be 45days from the date of contract execution.
3. Interested consultant firms must respond with:
•Detailed description of how proposed services will be provided.
•Listing of the deliverables the Agency will receive.
•Proposals demonstrating an understanding of the required services of the Housing Authority, and meeting regularly recognized HUD policies, guidelines, and procedures governing the administration of a Public Housing Agency.
•Provide written evidence of the firm’s ability to perform the services.
•Summary profiles of the firm’s principals, staff, and associates.
•Fixed Price cost estimate to provide the proposed services.
D.Site Visits
BRHA will arrange walk-through inspection tours of the building upon request of interested Contractors prior to submission of qualifications. All Contractors are encouraged to visit the property in order to enhance their understanding of existing building conditions. To make an appointment to tour Dixie Manor please contact:
Ms. Kimmerlyn Daley
Property Manager
561-394-2496
Site visits will be conducted June 19 through June 21, 2012 by appointment only.
II.ELIGIBILITY TO SUBMIT PROPOSAL
In order to be considered eligible to submit proposal, each organization, individual, or firm must submit written evidence with its proposal demonstrating that it fulfills the following eligibility criteria:
1.The proposer has a minimum of three year’s experience working for or contracting with housing authorities and/or related housing or government agencies conducting energy audit/utilities studies.
2.A minimum of 5 references with telephone numbers of housing authorities where work has been performed.
3.A certification statement that the proposer is not debarred, suspended, or otherwise prohibited from professional practice by any federal, state, or local agency.
III.FACTORS FOR AWARD OF CONTRACT
In addition to eligibility criteria and requirements addressed in 24 CFR Part 965, Subpart C,Energy Audits and Energy Conservation Measures, HUD Rehabilitation Energy Guidelines for One-to-Four Family Dwellings, HUD Rehabilitation Energy Guidelines for Multi-Family Dwellings, and HUD Energy Conservation for Housing – A workbook for 1998,and HUD recommended “What PHAs Need to Know about Energy Audits,” the following criteria is relative to this RFP and the proposer should address each of these factors as they will be considered when determining the contract award.
A.Experience in working with Public Housing Agency programs, HUD programs, Public Housing Management Assessment Programs and/or other government or private entities. Responsiveness to RFP scope of work. (35 points maximum).
B.Responsiveness to the details of the RFP specifically the Master Plan and payback analysis. (25 points maximum)
C.Staff. Description of organization's staff and experience in HUD programs, and previous PHA technical assistance, PHA energy surveys, and physical and management needs assessment projects. (20 points maximum)
D.All proposers must carry the following insurance policies: required worker's compensation, general liability, and professional liability of no less than $1 million and non-owners auto insurance (5 points maximum).
E.Price. Total cost of services to be provided shall be described. (15 pointsmaximum)
F.Subject to Other Documents. The contract is subject to the terms and conditions of the State of Florida as they exist at the time the agreement is signed.
G.Binding Effect. The contract shall be binding upon and shall inure to the benefit of the successors and the assigns of the Housing Authority, and to the heirs and personal representatives of the consultant.
H.Conflict of Interest. The consulting firm warrants that it presently has no interest and will not acquire any interest direct or indirect, which would conflict in any manner or degree with the performance of services under this contract.
I.Award of Contract. The award shall be made to the responsible party whose proposal is most advantageous to the Housing Authority, taking into consideration the evaluation factors set forth in this request for proposals.
J.The Proposer warrants adherence to civil rights, equal opportunity, fair housing, and Section 3 regulations as necessary.
K.Responsibility. It shall be the responsibility of the Proposer to see that their proposal is received by the Housing Authority by the date and time set for the opening of the proposals. Proposals received after the time stated shall not be considered.
L.Rejection of Proposals. The Housing Authority reserves the right to accept or reject any or all proposals which are determined to be non-responsive.
IV.MATERIALS
All assessment materials and manuals and/or software necessary for the execution of this contract will be developed by the contractor.
V.PAYMENT OF CONSULTANT/CONTRACTOR FEES
Contractor shall submit itemized invoices to the Authority on a monthly basis. Contractor's invoices shall be processed and payment made to Contractor in accordance with the policy and procedure of the Housing Authority.
VI.AWARD OF CONTRACT
The proposals which are received will be evaluated by a committee consisting of the Executive Director and staff persons. All proposals will be evaluated on eligibility criteria and factors for awards previously stated above.
The Housing Authority of Boca Raton Housing Authority reserves the right to reject any or all proposals, to waive any informality in proposals, unless otherwise specified by the Housing Authority or bidder to accept any items in the proposal.
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