REQUEST FOR PROPOSALS FOR ENERGY CONTRACTOR
Harvard University Graduate School of Design Issuance Date: November 7, 2000 Responses Due: November 29, 2000
An Equal Opportunity Employer
Public Housing Operating Cost Study Harvard Design School
REQUEST FOR PROPOSALS FOR ENERGY CONTRACTOR Harvard University Graduate School of Design (GSD) is seeking proposals from individuals or firms to conduct a field study of utility consumption and costs in public housing. Background Under a Cooperative Agreement with HUD, signed May 12, 2000, the GSD is undertaking a study to determine the cost of well-run public housing. (Please see website www.gsd.harvard.edu/phocs for related information, including the September 2000 Draft Progress Report.) One of the larger research questions of this study is to determine the feasibility of establishing private market norms for utility consumption and costs as a means of calculating a public housing authority’s (PHA’s) utility subsidy. There are currently approximately 1.2 million units of public housing nationwide and direct utility expenditures account for about $1.1 billion annually. Under the Performance Funding System, PHAs are reimbursed for utility costs according to a three-year rolling base of consumption. A PHA splits the savings with HUD when consumption is less than the rolling-base and shares the added cost when consumption is greater than the rolling-base. A PHA is held harmless for changes in utility rates. Although this rolling-base system has been used since the mid-1970s, it has been criticized for not providing adequate incentive to PHAs to reduce utility costs. One alternative for revising the current system would be to reimburse PHAs based either on average utility consumption in private housing or average utility costs (reflecting both consumption and rates). Any change to the existing system of public housing utility funding must be evaluated along four fronts: First, whether the proposed system is equitable and treats PHAs fairly; Second whether it supports good standards for the quality of housing environments for residents. Third, whether it encourages PHAs to undertake cost effective energy conservation measures; and Fourth, the relative ease/difficulty in instituting the system and maintaining it on an ongoing basis
Purpose The purpose of this solicitation is to assist the GSD in better understanding the feasibility of using private norms as a basis for funding a PHA’s utility costs, including, particularly, the challenges in collecting such data. This is truly a
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Public Housing Operating Cost Study Harvard Design School
feasibility study in that there is no expectation that the data derived from the small sample of sites in this study will be sufficient in itself to guide the funding of all PHAs. Scope of Work The successful contractor will be required to undertake a field study of utility consumption and costs in three PHAs. Because respondents are expected to be experts, proposals should contain the respondent’s original plan for the research in their proposal’s sections regarding Project Approach and Work Plan. Accordingly, the following listing of tasks is intended to be illustrative and not prescriptive and is presented to assist respondents in understanding the GSD’s expectations and intent. Collecting data on each PHA’s housing stock relevant to energy and water use (building types, energy systems, bedroom distributions, square footage, metering configurations, type, number and use characteristics of occupants etc.); Collecting data regarding building age, construction, modernization and maintenance factors, and energy conservation measures. Collecting data on each agency’s historical utility costs and consumption (by property); Collecting similar data on energy and water consumption and costs from various private operators of multifamily housing, along with information regarding building characteristics relevant to energy use for these private properties; Collecting data on energy and water consumption and costs from local utility suppliers; Collecting data on energy and water consumption and costs in multifamily housing from industry publications (Institute for Real Estate Management, National Apartment Association, Urban Land Institute, etc.), as available, as well as from the DOE RECS database.; Comparing the consumption and costs from the three PHAs with the consumption and cost standards from the other data sources. To the extent that these other data sources indicate that one or both of the three agencies experience energy consumption/costs that exceed the benchmarked levels, the successful respondent shall also comment on measures or costs that might be required to reduce each PHA’s energy consumption/costs to such norms; and Preparing a report on the results of the above analysis, including recommendations on the feasibility of implementing a funding formula based on private market norms for utility consumption/costs using the criteria outlined in the Background section above. The report should address such issues as: the ease/difficulty in obtaining private utility consumption and cost data, the feasibility of basing norms on either private consumption or costs, the differences in this feasibility for the various utilities, the level of accuracy which may be expected for such norms, and the costs to establish and administer such a program on an on-going basis.
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Public Housing Operating Cost Study Harvard Design School
The survey instruments to be utilized by the successful respondent must be reviewed by the GSD prior to use. An outline describing the content of the final report shall be similarly reviewed. Prior to contract execution the GSD will confer with the successful respondent and make the final determination of which PHAs, and which developments are to be included in the study. However, for purposes of responding to this RFP, the respondents shall make the following assumptions about the sample: . Number of Size of Authorities Authority 1 1 1 Very Large Large Medium/ Small PHA Dvts 6 6 4 Private Dvts 6 6 4 First, that it will include three agencies in the mid-west or north-east area of the country. Second, that it will include mostly properties with project-paid utilities. Third, that during a visit to the office of each authority, the contractor will be required to obtain cost and consumption data for all properties operated by the agency. Fourth, that site visits or field assessments of developments shall be limited to the following quantities:
Respondents may recommend in their proposals considerations for the refinement of this sample.
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Public Housing Operating Cost Study Harvard Design School
Submission Requirements 1. Letter of interest. This letter shall be on corporate letterhead and signed by a legally recognized official of the organization. 2. Relevant corporate experience with similar research projects. Please include a list of relevant research projects, with accompanying narrative. 3. Organization and staffing. Please include an organizational chart indicating how personnel will be used on this project. 4. Resumes of key personnel. 5. Approach and Proposed Work Plan. Please describe your approach and proposed work plan. 6. Proposed budget. Respondents shall provide a proposed budget for carrying out this project. Budget should detail proposed hours worked and staffing, stated by task. Respondents shall indicate the hourly rates of all proposed staff and consultants. These rates shall be held firm for one year. 7. MBE/WBE/DBE/Section 3 Plan. The Respondent shall include a statement as to how it will maximize the use of MBE/WBE/DBE firms as well as Section 3 residents. 8. References. Please provide at least three references from similar research efforts. 9. Required Forms, Affidavits, and Certifications. a. Proof of Insurance. b. Certification of Drug Free Workplace (HUD Form 50070, 3/98). c. Certification of Payments to Influence Federal Transactions (HUD Form 50071, 3/98). d. Representation, Certifications, and Other Statements of Bidders (HUD Form 5369-A, 11/92). e. GSD Debarment and Suspension Certification (Attachment A). Exclusive of resumes and certifications, Respondents shall keep responses below 20 pages. Evaluation Criteria The GSD will review and rank each response according to the technical criteria listed below. 1. 2. 3. 4. 5. Relevant corporate experience (20 points) Resumes of key staff (20 points) Approach (30 points) Proposed Work Plan (20) MBE/WBE/Section 3 Plan (10)
Price will be evaluated separately. After technical criteria are evaluated, an award will be made to the most responsive proposal, considering both technical factors and price. The highest-ranked respondents may be requested to appear for an interview.
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Public Housing Operating Cost Study Harvard Design School
DEADLINE FOR SUBMISSION Responses are due by 4:00 p.m. on Wednesday, November 29, 2000. Respondents must include one original and two copies of the responses. The responses must be included in a sealed envelope/package marked with a title of this RFP and the respondent’s name, address, and telephone number. Responses should be addressed to: Lora Nielsen Staff Assistant Public Housing Operating Cost Study Harvard University Graduate School of Design 48 Quincy Street, Room S402 Cambridge, MA 02138 CONTACT INFORMATION Information regarding this solicitation may be directed to: Lora Nielsen Staff Assistant Public Housing Operating Cost Study 617-496-5065 phone 617-496-0052 fax lnielsen@gsd.harvard.edu GENERAL CONDITIONS Respondent’s submission in response to the RFP shall constitute acceptance by the Respondent of the terms and conditions of the RFP. Respondents are required to examine the RFP pertaining to the services requested. Failure to do so will be at the Respondent’s own risk. It is assumed that the Respondent has made full investigation so as to be fully informed of the extent and character of the services requested and of the requirements of the specifications. No warranty is made or implied as to the information contained in the RFP, specifications, or instructions. All expenses incurred in the preparation and submission in response to the RFP shall be borne by the Respondent. The respondent agrees to comply with relevant and applicable laws and regulations. GSD reserves the right to cancel this RFP, or to reject, in whole or in part, any and all submissions received in response to this RFP, upon its determination that such cancellation or rejection is in the best interest of the GSD. The GSD further
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Public Housing Operating Cost Study Harvard Design School
reserves the right to waive any informality in any submissions received, if it will be in the best interest to do so. The decision as to who shall receive a contract award, or whether or not an award shall be made as a result of this RFP, shall be at the sole and absolute discretion of the GSD. The GSD further reserves the right to negotiate with the next-highest ranked Respondents in the event the GSD cannot successfully enter into an agreement with the highest-ranked Respondent. The GSD shall, prior to award, determine the form, scope, cost and terms of the contract. The Respondent’s failure to provide accurate information in response to this RFP shall disqualify the Respondent from further participation in the selection process. A submission may be corrected, modified, or withdrawn, provided that the correction, modification, or request for withdrawal is made by the Respondent in writing and is received by the GSD prior to the date and time designated in the RFP for receipt and submissions. After such date and time the Respondent may not change any provision of its submission in a manner prejudicial to the interests of the GSD or fair competition.
The GSD does not discriminate against any employee or applicant for employment because of age, race, creed, color, national origin, ancestry, marital status, or sex. The GSD takes affirmative action to insure that minority group members are employed and are not discriminated against during employment. The GSD is also committed to taking affirmative actions to ensure meaningful contracting participation in this Cost Study by minority and disadvantaged groups.
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Public Housing Operating Cost Study Harvard Design School
Attachment A GSD Debarment and Suspension Certification
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Debarment and Suspension Certification
By signing and submitting a proposal in response to the solicitation of the GSD, the Respondent certifies to the best of its knowledge and belief that: 1. Neither the Respondent nor any of its principals are presently debarred, suspended, proposed for debarments, declared ineligible, or voluntarily excluded from covered transaction by any Federal Department or agency; 2. Neither the Respondent nor any of its principals have not been convicted of or had a civil judgment rendered against them for commission of fraud or criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, sate, or local) transaction or contract under a public transaction: violation of Federal or State Anti-trust statutes of commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statement, or receiving stolen property’ 3. Neither the Respondent nor any of its principals are presently indicted or for otherwise criminally or civilly charged by a governmental entity (Federal, State, or Local) with commission of any of the offenses enumerated in the foregoing paragraph of this certification; 4. Neither the Respondent nor any of its principals have had one or more public transactions (Federal, State, or Local) terminated for cause of default; and 5. Neither the Respondent nor any of its principals are currently engaged in litigation against the GSD.
Respondent:
_________________________ By: Title: Date:
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