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HomeMy WebLinkAboutResolution 2020-30 09/21/2020 CITY OF SPRINGFIELD, OREGON RESOLUTIONNO. ___________ A RESOLUTION OF THE SPRINGFIELD CITY COUNCIL AS THE LOCAL CONTRACT REVIEW BOARD ESTABLISHING A CLASS SPECIAL PROCUREMENT FOR SPRINGFIELD HOME REPAIR CONTRACTS AND ADOPTING FINDINGS IN SUPPORT OF A SPECIAL PROCUREMENT WHEREAS,the City receives an annual allocation of Community Development Block Grant (CDBG) funds from the U.S. Department of Housing and Urban Development (HUD); WHEREAS, as part of the City’s CDBG program, the City provides Home Repair services to very low income Springfield homeowners; WHEREAS,under the City’s Home Repairprogram, the City offers grants to households for home repairs that are urgent in nature, meaning that the condition to repair must pose a health or safety hazard to the occupant or will cause significant decay to the structure if left unabated; WHEREAS,all repairs under the Springfield Home Repairprogram are performed by licensed and bondedcontractors; WHEREAS,the City of Springfield has adopted a Public Contracting Code pursuant to ORS 279A.010 et seq.; WHEREAS, the City Council is designated as the local contract review board for the City of Springfield, pursuant to ORS 279A.060 and Springfield Municipal Code (SMC) Section 2.701; WHEREAS, SMC 2.706(2)(a) provides thatpublic contracts for goods and services not exceeding $10,000 maybe awarded based on informal quotes; WHEREAS, under ORS 279B.085(4) and SMC 2.703(3), the local contract review board may approve a special procurement if it finds that the special procurement is (a) unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts, and is (b) reasonably expected to result in substantial cost savings to the contracting agency or the public, or otherwise substantially promotes the public interest in a manner that could not practicably be realized by complying with applicable contracting requirements; WHEREAS,homeowners qualifying for the Springfield Home Repairprogram often have an urgent need for the repair, and the use of informal quotes for every home repair would increase the time it takes a homeowner to obtain a repair; WHEREAS,the use of informal quotes would increase the cost to local contractors incurred in providing informal quotes for each repair, which cost would likely be passed on to the Cityand would decrease funds available for other home repairs; WHEREAS,the use of an intermediate procurement request for quote process to establish an on-call contractor list would increase the City’s cost to administer the Springfield Home Repairprogram and would likely exclude smaller residential contractors withoutsubstantialexperience orexpertise in the public contracting process from participating in the procurement; WHEREAS, Council passed Resolution 2018-22on July 2, 2018 that established a class special procurement for the Springfield Home Repair Contracts that was based on grants not to exceed $5000 to a household over a five-year period; WHEREAS, to fund the repairs needed by low-income households to keep their homes in a safe condition, the City is increasing the grants available to an amount not to exceed $10,000 to a householdover a five-year period; and WHEREAS,City staff requests the City Council, as the local contract review board, authorize a special procurement for home repairservices as a classspecial procurement, establishing an on-call list of qualified residential contractors who agree to the City’s required contract terms and to abide by the hourly rates set by the City for home repairs, NOW, THEREFORE, BE IT RESOLVED BY THE COMMON COUNCIL OF THE CITY OF SPRINGFIELD: Section 1: The Council approves the special procurement for home repair services as a class special procurement. Section 2: The City Council adopts the following findings: A. The class special procurement for home repair services is unlikely to encourage favoritism inthe awarding of public contracts or to substantially diminish competition for public contracts because the special procurement process sets the rate of compensation for home repair services at a given level and provides more opportunity for residential contractors to participate in the public contracting process than under a more formal request for quote procurement process. B. The class special procurement for home repair services substantially promotes the public interest in a manner that could not be realized by utilizing informal quotes or a competitive proposal or bidding process because (1) it allows home repairs to be scheduled and completed quickly when the repair left unabated would pose ahealth or safety hazard to the occupant or would cause significant decay to the structure, and (2)it saves significant staff time and resources and allows more small residential contractors to participate in, and benefit from, public contracts. Section 3: The class special procurement for home repair services shall be conducted as follows: A. City staff will issue a Request for Qualifications (RFQ) to develop a rotating on- call contractor list for home repair services. The RFQ will remain open to contractors on a rolling basis. Contractor eligibility requirements to be placed on the list will be substantially those qualifications set forth in Exhibit A, attached hereto and incorporated herein, and as may be modified by the City Manager from time to time to account for needed adjustments for the program. B. All contractors on the Springfield Home Repaircontractor list will be required to execute acontract with the City for on-call Springfield Home Repairservices, substantially in the form set forth in Exhibit B, attached hereto and incorporated herein. C. Contractors on the SHR contractor list who fail to meet the City’s qualifications or are otherwise in breach of the contract maybe removed from the Springfield Home Repaircontractor list. D. When the City receives a request for a qualifying home repair from a qualified homeowner, the City will issue a work order to a contractor on the Springfield Home Repaircontractor list. Contractors will be selected from the list on a rotating basis by trade depending on the contractor’savailability to perform the needed repair in a timely manner. Section 4. Public notice of this special procurement will be given by publication in the Register Guard and by postingto the City’s public procurement web pagein accordance with ORS 279B.085(5). Section 5: This Resolution rescinds and replaces Resolution 2018-22and will take effect upon adoption by the Council. ADOPTED by the Common Council of the City of Springfield this 21stday of September, 2020, by a vote of _____ for and ____ against. ATTEST: ______________________________ City Recorder 9/18/2020 Exhibit A, Page 1 of 3 Date: Sept. 2020 Request for Qualifications Name of Company Contact PersonPhone RFQ #2684 Qualifications will be received by Sandy Belson, Development and Public Works Department, 225 5th Street, Springfield OR 97477. Submission of qualifications will remain open as part of rolling admission to the On-Call contracting system. All questions should be addressed via email to sbelson@springfield-or.gov and will be answered via addendum posted on the city website. DEVELOPMENT AND PUBLIC WORKS - Springfield Home Repair Program The City of Springfield is seeking qualified firms that are experienced, licensed contractors to provide accessibility improvements and home repair services for electrical, plumbing, roofing and/or general contractor repair work in residential homes. Services will be provided at various private residences for citizens participating in the Community Development Block Grant (CDBG)-funded Springfield Home Repair Program. This program provides home repair services to very low-income Springfield homeowners within US Department Housing and Urban Development (HUD) requirements. PROJECT DESCRIPTION: The City of Springfield is contracting with qualified firms to provide professional service, maintenance, repair and/or replacement services for a variety of private residential home repair and accessibility improvement needs for citizens participating in the Springfield Home Repair Program. The citydesires to pre-qualify Independent Contractors to provide electrical, plumbing, roofing or general contractor repair work. Multiple qualified firms will be on the on-call rotation as needed basis for work orders as they arise. On Call Contracts may be awarded to firm s that are qualified to perform individual or multiple services described herein. Large, midsize, and small firms with the capacity to provide designated services are encouraged to respond. Services under the On-Call Contract will be provided on an as-needed basis through discrete Work Orders. The duration of this On-Call Contract will be on a fiscal year basis that runs July 1 -June 30. At the City of Springfield’s option, the On-Call Contract may be extended annually. The Work Order for each project will be at the City’s sole discretion. PROCESS: Independent Contractors will be contacted by authorized City staff when the need arises for associated home repair work underthe On-Call Contract. The Independent Contractor will be provided a Work Order. The Independent Contractor will perform the work required within 10 days of the Work Order being issued (timeline may be shortened due to emergency status of needed repair).Should the Independent Contractor not be able to perform the work, City staff will move to the next Independent Contractor on the list and offer the available work order. Independent Contractor selection will be conducted in rotating order. DESIRED OUTCOMES: Complete ongoing home repair projects to address conditions that create a threat to health and safety in private residences or that could cause rapid deterioration of the home. Complete accessibility improvements to enable residents to enter the home or maneuver within the home. CITY OF SPRINGFIELD RESPONSIBILITIES: City shall determine if the homeowner is qualified to receive services from the Springfield Home Repair Program. City shall conduct the Environmental Review per HUD requirements. City shall issue a Work Order for authorized repair or improvements to the next appropriate contractor on the On-Call list. City shall verify work completion. CONTRACTOR RESPONSIBILITIES: Independent Contractor shall be responsible for miscellaneous repairs and/or replacements on varied apparatus, including but notlimited to: -Repair or replacement of broken or defective equipment and/or part as needed by the home owner -Replacement of units, or entire systems if deemed necessary -Troubleshoot and repair or replace broken or malfunctioning equipment Notify City within 48 hours of receiving a Work Order if unavailable or unable to complete the work as identified in the WorkOrder. Coordinate with the homeowner to schedule the work. Pay for all required permits when required by code and individual project specifications. Have all work tested and inspected as required by applicable codes and ordinances. Notify the city of any recommended changes to the Work Order based on assessment of the situation and obtain city approval before undertaking the amended Work Order Notify the city upon completion and work. Notify the city of any changes in contact information or status. Must be able to work on multiple brands of equipment and multiple types of equipment. Priority must be givento work orders of an emergency status. Other services as may be needed. ADDITIONAL QUALIFICATIONS:In addition to the qualifications listed above, Independent Contractors must meet the following qualifications to be considered forcontracts for the Springfield Home Repair Program: Firms that are included in the On-Call contract shall be licensed and registered with the State of Oregon Contracting Board (CCB) as a Contractor able to do the specified work. Employees shall be appropriately certified or supervised as required by applicable codes, ordinances, or industry standards. Firms, subcontractors, and employees shall not be listed on the federal System for Award Management (“SAM”) exclusion list (aka Debarments) or the Oregon Construction Contractors Board ineligible list. The City may request additional information from Independent Contractors prior to executing a contract, including supporting references and insurance run-loss statements, and information on any active claims, unpaid debt, complaint history, disciplinary history or administrative suspensions. Item #Requirements or SpecificationsCosts The City of Springfield reserves the option to negotiate the rate stated below to fit within a range of acceptable rates for the type of service provided. Home Repair contracts are not subject to BOLI labor rates. Cost Per Hour 1.0Labor Rates 1.1Labor cost - Journey Technician 1.2Labor cost - Apprentice Technician 1.3Over Time Labor cost - Journey Technician 1.4Over Time Labor cost - Apprentice Technician % Markup 2.0Material and Supply 2.1Mark Up Rate Types of Work Types of Work Performed (check all that apply) General Carpentry Woodworking Exhibit A, Page 2 of 3 Roofing Dry Rot Floor Covering Electrical HVAC Plumbing Other If Other, please describe: License Information License #Type of License, name of Issuing AuthorityExpiration Date DUNS # CCB # Insurance Information Independent Contractors are required to carry Commercial General Liability Insurance that covers bodliy injury and property damage of $1,000,000 per occurence and $2,000,000 aggregate insurance coverage. Type of Insurance, name of Issuing Authority (please list all types of insurance coverage, including Commercial Individual Insurance PolicyUmbrella General Liability Insurance, Auto Liability, Workers Compensation, Professional Liability Insurance, and other Aggregate Occurance types of coverage) Contractor Service Hours The City of Springfield may require some work to be completed after normal working hours. Please indicate below if you are able to perform work outside of normal business hours, and those times. Availability: Friday ___________________ Monday ___________________ Saturday ___________________ Tuesday ___________________ Sunday ___________________ Wednesday ___________________ Thursday ___________________ Additional Information: Selection of contractors for On-Call contracts and subsequent submission of work orders to contractors is at the sole discretion of the City. City may require additional documentation or explanatoin of information provided above. Special Instructions: Valid for 90 Days from date submitted below. Signer acknowledges that they have the legal authority to bind enitity.Signature of Proposer Signer acknowledges that they have read and accept the terms and conditions of the contract and can meet the insurance requirements. CITY reserves the right to make the award by specific type of work or all types of work item, whichever is in the best interest of CITY. CITY may reject any Quote not in compliance with the RFQ, attachments, and addenda, or if it is in the best interest of CITY.Title of Proposer Submitted this ________________________________ day of ____________________ 20__________ State Contractors Board Registration Number Proposer Address Proposer Phone # Proposer Email Address Exhibit A, Page 3 of 3 Potential List of Items to Include Installation Removal Recycle Salvage Attached Drawing Pick up Delivery Spefications Measurements Warranty - attach document to quote Optional Items to consider Accessories Extras F.O.B. Data/Fact Sheet - attach document to quote Equipment Labor Permits Color Exhibit B, Page 1 of 17 Exhibit B, Page 2 of 17 Exhibit B, Page 3 of 17 Exhibit B, Page 4 of 17 Exhibit B, Page 5 of 17 Exhibit B, Page 6 of 17 Exhibit B, Page 7 of 17 Exhibit B, Page 8 of 17 Exhibit B, Page 9 of 17 Exhibit B, Page 10 of 17 Exhibit B, Page 11 of 17 Exhibit B, Page 12 of 17 Exhibit B, Page 13 of 17 Exhibit B, Page 14 of 17 Exhibit B, Page 15 of 17 Exhibit B, Page 16 of 17 City of Springfield, OR EXHIBIT E Exhibit B, Page 17 of 17 Work Order WORK ORDER # _________ HOME REPAIR PROGRAM DATE:__________________ Independent ContractorWork Location Name:Name: Address:Address: City/ZipCity, St.ZIP Reg. #:Phone:Client ID:Phone: Attn:Fax:Note: Call to make an appointment Email address: Work Request: Independent Contractor is responsible for obtaining all permits and inspections to carry out the necessary repairs E L P Work must be completed within 10 days of issue. You are hereby authorized to proceed with the repairs requested above. M A Rehabilitation Specialist DateOwnerDate Terms and conditions that govern this WORK ORDER as per the executed Independent Contractor Agreement S Contract # ______ dated ______ between the City of Springfield, a municipal Corporation in the State of Oregon and \[Independent Contractor Name\]. For invoicing instructions see Contract 2. Invoice. City Contact: Penny Olsen: 541-736-1039