Capital Area Council of Governments
Request for Proposals
Hurricane Harvey Temporary Housing Program
Recreational Vehicles (“RV”) –
Transportation, Installation, and Maintenance
The Capital Area Council of Governments (CAPCOG) is a regional planning commission and political subdivision of the State of Texas serving Bastrop, Blanco, Burnet, Caldwell, Fayette, Hays, Lee, Llano, Travis, and Williamson Counties. The Capital Area Council of Governments (CAPCOG) is requesting proposals from qualified respondents to manufacture and supply residential Recreational Vehicles (“RVs”) under the Hurricane Harvey Temporary Housing Program for residents displaced due to Hurricane Harvey in designated areas.
SCHEDULE
RFP posting date: / Friday, December 22, 2017Deadline to email questions: / Friday, January 5, 2018 @ NOON
Due date for submitting proposals: / Friday, January 12, 2018 @ NOON CST
The mailing address for all proposals is: / The delivery address is:
Capital Area Council of Governments / Capital Area Council of Governments
Attention: Sheila Jennings / Attention: Sheila Jennings
6800 Burleson Road / 6800 Burleson Road
Building 310, Suite 165 / Building 310, Suite 165
Austin, Texas 78744 / Austin, Texas 78744
Contact Person: Sheila Jennings
Phone Number: 512-916-6006
E-mail Address:
The deadline for the submittal of responses is no later than Friday, January 12, 2018, by noon, CST. CAPCOG will record submission time of all responses upon receipt. Responses received after this date and time will not be accepted. Respondents may submit their response any time prior to the deadline.
A public opening will not be held for this solicitation. Information regarding award can be obtained by public information request after award is made.
NOTICE: All documents and updates related to this RFP will be posted to the CAPCOG website: www.capcog.org/about-capcog/doing-business-with-capcog/
Prospective proposers who have received this document from a source other than the issuing office should immediately contact the issuing office and provide their name, company, and email address in order that addendum to the RFP or other communication can be sent to them. Any prospective proposers who fail to provide the issuing office with this information assume complete responsibility in the event they do not receive communications from the issuing office after the RFP opening date.
PART I – GENERAL INFORMATION
Organization Background
The Capital Area Council of Governments (CAPCOG) is the region-wide voluntary association of local governments and local elected officials in the 10-county Capital Area planning region of Texas. Local elected officials organized CAPCOG in 1970 after authorization by State enabling legislation. The 29-member Executive Committee, CAPCOG's governing body, largely comprises city and county elected officials nominated and selected annually to provide direction to CAPCOG staff on program implementation, budgets, contracts and general policies and procedures for managing the agency. CAPCOG is the regional organization through which local governments consider issues and cooperate in solving area-wide problems. Agency programs emphasize local government concerns, such as emergency communications, air quality and municipal solid waste disposal, criminal justice, economic development, mapping programs, and services to the elderly.
Objective/Purpose
The Capital Area Council of Governments (CAPCOG) is requesting proposals from qualified respondents to manufacture and supply residential Recreational Vehicles (“RVs”) under the Hurricane Harvey Temporary Housing Program for residents displaced due to Hurricane Harvey in designated areas along the Texas coast and inland. The services solicited herein include the manufacture and delivery of the RVs to staging areas designated by CAPCOG, to transport the RVs from the staging areas to the residents’ home sites or approved commercial sites, install them on site, and provide maintenance for the duration of occupation by the residents; and to provide insurance for the RVs.
Hurricane Harvey relief is locally led, state-administered and federally FEMA funded. The General Land Office (GLO) is leading the state of Texas’ Temporary Direct Housing recovery from Hurricane Harvey. The GLO is working with local officials – Councils of Government (COGs), judges and mayors – to find the most effective ways to get Texans back in their homes. For details on direct housing programs, see www.texasrebuilds.com. Additional information regarding Hurricane Harvey Relief can be found at http://texasrebuilds.com/governments/downloads/faq-harvey-housing.pdf
The program will serve cities and unincorporated areas within Fayette County, primarily in and around La Grange. Additional areas may be included as needed, or as the result of program expansion.
County (includes Cities) Range of Potentially Eligible Applicants
Fayette 4 - 12 households
Authority
CAPCOG is soliciting the services listed herein under Chapter 418 of the Texas Government Code in conjunction with Governor Greg Abbott’s Disaster Declaration dated August 23, 2017, as amended and extended, and in conjunction with the procurement requirements located at 2 CFR Part 200.
Contract and Term
CAPCOG intends to award one or more indefinite quantity contracts for the services requested under this Solicitation. Total compensation under any contract awarded will depend on the availability of funds as determined by FEMA. Any contract resulting from this Solicitation will be effective as of the date executed by the last Party and will terminate 18 months from the date of the disaster declaration (August 25, 2017). FEMA may, at the State's request, extend the period of performance if FEMA's Assistant Administrator for Recovery determines that due to extraordinary circumstances an extension would be in the public interest. Orders may be placed against contract(s) awarded pursuant to this Solicitation by CAPCOG.
CAPCOG reserves the right to extend and/or expand the scope of this contract, subject to CAPCOG Executive Committee approval and/or additional funding availability.
No Guarantee of Usage
CAPCOG makes no guarantee of volume or usage under any contract resulting from this Solicitation. Services will be requested and contracted on an as needed basis and the type and value of each assignment will vary and there is no guarantee future assignments will be awarded.
CAPCOG’s goal is to assist as many households as possible through its program, and realize that many of the homes in the program will require substantial rehabilitation. FEMA will identify eligible applicants, and does not currently have an approximate number count of homes, their geographic distribution, or their specific construction needs. The applicants will be serviced on a first-come-first-serve basis and work under any contract will be assigned by CAPCOG as listings of eligible applicants are received by CAPCOG from FEMA.
Audit
Contractors must maintain accurate accounting records and other evidence pertaining to costs incurred in providing services. Such records and evidence must be made available to CAPCOG, state, and federal auditors at all times during the contract period and for five years after the date of the final payment to the Contractor(s) under the contract.
PART II – SCOPE OF WORK/SERVICES
2.1 General Requirements/Key Personnel Requirements
• The place of performance will be at the Contractor’s facility.
• The Contractor will provide qualified personnel with the proper skill mix and experience, and the required number of personnel to accomplish the performance objectives.
• The Contractor will provide all necessary supplies, spares, tools, and test equipment, consumables, hardware, software, automatic data processing equipment, documentation, and other applicable properties.
• Units must meet current California Air Resource Board (CARB) standards or are certified compliant with the Toxic Substances Control Act (TSCA) Title VI requirements for formaldehyde emissions from composite wood products. Units must comply with 24 C.F.R. Part 3280 Manufactured Home Construction and Safety Standards.
Respondent should propose on the manufacture, supply, and deliver Recreational Vehicles (“RVs”) to designated staging area(s) in the region (locations to be determined). Respondent may also propose to haul the RVs from the staging areas to the specified installation locations, install them on site, and maintain them during the duration of occupation by the residents. Insurance on the RVs should be included.
Respondent may submit proposals for some portion or all of the proposed services.
2.2 Manufacture, Supply, and Deliver RV’s to Staging Areas
CAPCOG requires that the RVs are manufactured under 24 CFR 3280, the Manufactured Home Construction and Safety Standards (the HUD Standards). All units must be Wind Zone 2 rated, and “Red Tagged” in accordance with all rules and regulations established by HUD and the Texas Department of Housing and Community Affairs, Manufactured Housing Division.
Recreational Vehicle Types:
Minimum Specifications:
1) Built on a single chassis;
2) 400 square feet or less when measured at the largest horizontal projection;
3) Designed to be self-propelled or permanently towable by a light duty truck; and
4) Designed primarily not for use as a permanent dwelling, but as temporary living quarters for recreational, camping, travel, or seasonal use.
Respondent will propose standardized floor plans and utility connection layouts, to include full schematic, if available, for RV types in its proposal. Respondent’s proposal must include a summary of the number of each of the basic types of RVs, as detailed in Section 2.2 of the Solicitation, that can be delivered to the designated staging areas within the following time periods:
- within 30 days of issuance of a Notice to Proceed (NTP) by CAPCOG;
- 30 to 60 days after NTP;
- 60 days to 120 days after NTP; and
- Describe production capabilities 120 days after the NTP.
Recreational Vehicle Specifications
In addition to the requirements stated above, RVs must conform to the following specifications:
1) All units must include heating and air conditioning units.
2) Holding tanks are not permitted; RVs must be plumbed for connection to a septic tank or sewer system.
3) Each RV must include the equipment and furniture itemized below, properly secured for transportation and prepared for installation at the home sites.
• Standard refrigerator/freezer;
• Standard burner electric stove/oven;
• Small microwave;
• Sink/plumbing and cabinetry in the kitchen area and bathrooms;
• All basic accessories in the kitchen and baths (shower rod, towel racks, toilet paper holder, etc.).
2.3 Transport, Install, and Maintain RVs
1) Regulatory Requirements
Contractor will obtain all bonds and permits required for unit installation; obtain appropriately licensed staff and subcontractors to perform the work; and coordinate all efforts with all government entities as required by federal, state, and local laws and regulations. Contractor will use small and minority subcontractors to the maximum extent possible.
2) Pick Up and Transport from Staging Area
Contractor will pick up the RVs from the CAPCOG designated staging locations and transport them to the installation sites. Contractor will provide staff in staging locations to inspect units before dispatch.
3) Nominal Site Grading
Contractor will provide site grading, as needed, as part of the basic installation, including the work necessary to level the site to the extent that the RV can be installed.
4) Blocking, Leveling, Anchoring, and Elevation
Contractor will use piers consisting of double courses of concrete blocks. Contractor will meet or exceed the requirements of: the local entity issuing the permits; TDHCA; and the manufacturer’s specifications, unless double blocking is prohibited by the local permitting entity. RVs placed in a Special Flood Hazard Area, as identified by FEMA, must be elevated, to the fullest extent practicable, up to the Base Flood Elevation and must be adequately anchored. If a unit requires elevation above the maximum height allowed, CAPCOG will work with the GLO, respondent, TDHCA and FEMA on a case-by-case basis.
Respondent must comply with TDHCA installation standards, to the extent that any standards listed herein conflict with TDHCA requirements, comply with TDHCA standards.
5) Power, Water, and Sewer Connections
Contractor will install all utility connections for sewer, water, and electricity, including runs for each utility of up to 50 feet as defined by the local jurisdiction, as part of the basic setup for each RV.
6) Power Poles with Meter Loop
Contractor will furnish and install power poles and meter loops, where necessary, with the appropriately sized service. Contractor will also install an overhead electric assembly, appropriately sized for the RV scheduled to be installed with a weatherproof, rain-tight meter box containing the main circuit breaker. All components will be installed in accordance with the National Electric Code (NEC) and local codes. All conduit connections must be watertight.
7) Installation and Testing of HVAC
Contractor will install the HVAC system provided with the RV using properly qualified personnel. RVs are equipped with the entire HVAC system attached to the RV, or with an air conditioning compressor unit that requires installation separate from the RV. Installation of all HVAC components, including any external compressor units, will be performed by Contractor. Prior to reporting the unit Ready for Occupancy (RFO) and requesting a government acceptance inspection, the Contractor must operate the heating and air conditioning units for 30 minutes to ensure that they are fully operable to ensure proper function and reliability.
The RFO inspection will be performed by TDHCA. The requirements are found at Title 10, Texas Administrative Code, Part 1, Chapter 80, Subchapter B: http://texreg.sos.state.tx.us/public/readtac$ext.ViewTAC?tac_view=5&ti=10&pt=1&ch=80&sch=B&rl=Y
8) Skirting
Contractor must furnish and install skirting for all RVs in accordance with industry standards and federal, state, and local codes. The RV tongue must be skirted if required by a commercial park owner or local regulation.
9) Removal of Equipment, Materials, and Debris
Contractor must remove all equipment, excess materials brought to the site, and debris resulting from the RV setup and installation.
10) Keys
Contractor must provide a minimum of three sets of keys to CAPCOG for every RV upon completion of unit installation and RFO. Contractor must identify and label all keys provided.
11) Punch List
Contractor must address and fix the identified punch list items within 24 hours of final inspections. Contractor must provide detailed documentation of actions taken to remedy said punch list items and the unit must be made available to the COTR/designee for verification. Punch lists are documented and will be inspected by a representative to document the Contractor's completion of the punch list times.
12) Steps, Platform Stairs, and Ramps
Contractor must install steps, platform stairs, or ramps at each entrance to the RV, if applicable.
13) Clean and Make Ready for Occupancy