This is a service / maintenance or supply contract in Ashtabula, Ohio. Contact the soliciting agency for additional information.

Agency: Ashtabula Metropolitan Housing Authority Main Service Category: Architectural and Engineering Services Sub-service Description: Architectural/Engineering Services Buyer Information Buyer Name: Courtney Harley Buyer Phone Number: 440-992-3156 ext. 309 Buyer Fax Number: Buyer E-mail: charley@ashtabulamha.com The Ashtabula Metropolitan Housing Authority (hereinafter, "the Agency") is a public entity that was formed to provide federally subsidized housing and housing assistance to low-income families, within Ashtabula County, Ohio. The Agency is headed by an Executive Director (ED) and is governed by a five-person Board of Commissioners and is subject to the requirements of Title 24 of the Code of Federal Regulations (hereinafter, "CFR") and the Agency's procurement policy. Currently, the Agency owns and/or manages: (a) USDA Rural Development totaling 40 units; (b) Low-income Public Housing totaling 499 units; and, (c) the Agency administers 558 Section 8 Housing Choice Vouchers. The Agency currently has approximately 23 full-time regular employees. In keeping with its mandate to provide efficient and effective services, the Agency is now soliciting proposals from qualified, licensed, and insured entities to provide the above-noted services to the Agency. All proposals submitted in response to this solicitation must conform to all the requirements and specifications outlined within this document and any designated attachments in its entirety. AGENCY CONTACT PERSON (NOTE: Unless otherwise specified, any reference herein to "Contracting Officer" or "(CO)" shall be a reference to Mr. Adams) T. Sean Adams, Executive Director Telephone: (440)992-3156 x306 E-Mail: sadams@ashtabulamha.com TDD/TTY: 711 PRE-PROPOSAL CONFERENCE NONE SCHEDULED DEADLINE TO SUBMIT QUESTIONS Monday, March 3, 2025, 3:00 PM EST HOW TO FULLY RESPOND TO THIS RFQ BY SUBMITTING A PROPOSAL SUBMITTAL: As instructed within Section 3.0 of the RFQ document, submit 3 copies of your "hard copy" proposal to the Agency Administrative Office. 1.0 THE AGENCY'S RESERVATION OF RIGHTS. The Agency reserves the right to: 1.1 Right to Reject, Waive, or Terminate the RFQ. Reject any or all proposals, to waive any informality in the RFQ process, or to terminate the RFQ process at any time, if deemed by the Agency to be in its best interests. 1.2 Right to Not Award. Not to award a contract pursuant to this RFQ. 1.3 Right to Terminate. Terminate a contract awarded pursuant to this RFQ, at any time for its convenience upon 10 days written notice to the successful proposer(s). 1.4 Right to Determine Time and Location. Determine the days, hours, and locations that the successful proposer(s) shall provide the services called for in this RFQ. 1.5 Right to Retain Proposals. Retain all proposals submitted and not permit withdrawal for a period of 60 days subsequent to the deadline for receiving proposals without the written consent of the Agency Contracting Officer (CO). 1.6 Right to Negotiate. Negotiate the fees proposed by the proposer entity. 1.7 Right to Reject Any Proposal. Reject and not consider any proposal that does not meet the requirements of this RFQ, including but not necessarily limited to incomplete proposals and/or proposals offering alternate or non-requested services. 1.8 No Obligation to Compensate. Have no obligation to compensate any proposer for any costs incurred in responding to this RFQ. 1.9 Right to Prohibit. At any time during the RFQ or contract process to prohibit any further participation by a proposer or reject any proposal submitted that does not conform to any of the requirements detailed herein. By accessing the eProcurement Marketplace (hereinafter also "the Marketplace") and by downloading this document, each prospective proposer is thereby agreeing to abide by all terms and conditions listed within this document and within the Marketplace, and further agrees that he/she will inform the CO in writing within 5 days of the discovery of any item listed herein or of any item that is issued thereafter by the Agency that he/she feels needs to be addressed. Failure to abide by this time frame shall relieve the Agency, but not the prospective proposer, of any responsibility pertaining to such an issue. 1.10 Right to Reject - Obtaining Competitive Solicitation Documents. The eProcurement Marketplace is the only official and appropriate venue to obtain the RFQ documents (and any other information pertaining to this RFQ such as addenda). Accordingly, by submitting a response to this RFQ the respondent thereby affirms that he/she obtained all information on the Marketplace. Any other group such as an association or a bid depository that informs potential respondents of the availability of such competitive solicitations are hereby instructed to not distribute these documents to any such potential respondents, but to instruct the potential respondents to visit the Marketplace to obtain the documents. The Agency will reject without consideration any response submitted from a firm that has not obtained the documents from the Marketplace. 2.0 SCOPE OF WORK/TECHNICAL SPECIFICATIONS. The Agency is seeking proposals from qualified, licensed, and insured entities to provide professional architectural and engineering services, on an as needed basis, and as further detailed herein: 2.1 More than One Award Possible. The Agency reserves the right to complete an award to one firm only or to complete an award to multiple firms. If an award is made to more than one firm, such awards will be based on the Agency's opinion that a firm can offer the Agency greater value for a certain service area ("service area(s)" as detailed within the immediate-following Section 2.2). The Agency reserves the right to make such decision at any time during the ensuing contract period(s) meaning, the Agency could initially make award to one firm only, then, at any time during the ensuing contract period(s), decide to make an additional award(s) if the Agency decides such is in its best interests to do so. 2.2 General Service Areas. The Agency intends to award a contract to a firm(s) to provide architectural and engineering services (A/E) for various projects. The Agency anticipates an ongoing need for typical A/E services, on an as-needed basis at the Agency's discretion, for both new construction and rehabilitation of buildings, and land that the Agency owns. Services may include, but are not limited to the following: 2.2.1 Architectural Design; and 2.2.2 Construction contract administration and/or management; and 2.2.3 Cost estimating; and 2.2.4 Energy Specialist / Green Building Rater; and 2.2.5 Fire Protection Engineer; and 2.2.6 Landscape design; and 2.2.7 MEP / Structural Engineers; and 2.2.8 Site planning and surveying; and 2.2.9 Soil / Geotech / Environmental Engineers; and 2.2.10 Structural, mechanical, electrical, and civil engineering; and 2.2.11 Any other related services that may be typically performed by either an architectural or engineering firm in its normal course of business. 2.2.12 Additional service areas may include, but are not limited to: 2.2.12.1 Site and Storm Drainage Systems; and 2.2.12.2 Roof Systems; and 2.2.12.3 Paving, Curbing, Sidewalks, Driveways; Flat Work; and 2.2.12.4 Renovations and Rehabilitation of existing structures; and 2.2.12.5 Demolition work; and 2.2.12.6 Building Systems, include HVAC, Ventilation, Plumbing, Fire Protection, Electrical, Lighting, Acoustics, and Structural Systems. 2.3 Phases of the A/E Services may include, but are not limited to: 2.3.1 Schematic Design/Preliminary Study Phase; and 2.3.2 Design Development Phase; and 2.3.3 Bidding, Construction, and Contract Document Phase; and 2.3.4 Bidding and Award Phase; and 2.3.5 Construction Phase; and 2.3.6 Post Completion/Warranty Phase. 2.4 Design Product. Any design product shall meet all state and local code requirements and shall conform to all applicable local codes, ordinances, regulations, and standards, including HUD's Section 504 program; UFAS; ADA; and ANSI requirements. The design may also include coordination for the abatement of hazardous materials as well as demolition of existing structures. 2.5 Method of Award (Task Order). The Agency will retain the right to contract with any of the responsive and responsible proposers as a result of this RFQ, which shall occur in the following manner (this is sometimes called "forming a pool" of contractors that the Agency may draw from): 2.5.1 Once the evaluation has been completed, the Agency staff assigned will contact the 1st-ranked proposer to ascertain as to whether or not that contractor is available to do the work within the reasonable time-frame the Agency has established for that work; if the firm is available within the Agency's requirements, the Agency shall then, in conformance with all HUD requirements, attempt to negotiate a reasonable cost with the available firm. If such negotiation cannot be successfully concluded within 5 business days (or sooner, if the Agency decides such is in its best interests), the Agency shall retain the right to suspend negotiations with that firm and proceed to the 2nd-ranked firm. PLEASE NOTE: Once the Agency has ended negotiations with the 1st-ranked firm, the Agency SHALL NOT again enter into negotiations with that firm pertaining to that task order (however, this shall not cause that firm to lose its place as the 1st-ranked firm for any following task orders, if applicable). 2.5.2 If, as detailed within the preceding Section 2.5.2, the 1st-ranked proposer is not available, or the Agency is not able to successfully reach a negotiated cost with the 1st-ranked proposer, the Agency will proceed to the next-ranked contractor and repeat the same negotiation process. This process may be repeated by the Agency with ensuing ranked firms until the Agency has successfully negotiated a reasonable cost. 2.6 Previous/Current Contractor. The Agency's current contractor for these services is TC Architects of Akron, OH. Question Deadline 03/24/2025 at 3:00 PM ET Estimated Initial Contract Period: Start Date 04/01/2025 End Date 03/31/2026 1st Estimated Contract Renewal Option: Start Date 04/01/2026 End Date 03/31/2027