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PURPOSE OF REQUEST FOR APPLICATION (RFA)
The purpose of this RFA is to identify eligible contractors through qualification to provide energy conservation and accessibility renovation services within the applicable service area for the Amy Young, Homes for Texas Heroes, and Weatherization programs administered by the Alamo Area Council of Governments (AACOG). Work will be performed in single family and multi-family units for the AACOG Weatherization Assistance Program (WAP) commencing January 1, 2019 and ending December 31, 2019, with a yearly renewal option for four (4) years, contingent upon contractor performance, AACOG approval, and funding availability. AACOG is accepting applications for qualifications from firms to provide the following services:
Alamo Area Council of Governments (AACOG)
AACOG is a voluntary association of municipal and county governments and special districts located in Bexar County and the surrounding twelve counties. Defined as a political subdivision of the State of Texas, the Alamo Area Council of Governments (AACOG) was established in 1967 under Chapter 391 of the Local Government Code as a voluntary association of local governments and organizations that serves its members through planning, information, and coordination activities. AACOG serves the Alamo Area/State Planning Region 18, which covers 13 counties and 12,582 square miles. Comprising the area planning region are Atascosa, Bandera, Bexar, Comal, Frio, Gillespie, Guadalupe, Karnes, Kendall, Kerr, Medina, McMullen, and Wilson counties.
It is AACOG’s policy to treat all persons, potential members, vendors, contractors, subcontractors, providers, suppliers, and others fairly, equitable, in in a nondiscriminatory manner. AACOG employees, as public servants, will execute their duties in a fair and legal manner, avoiding actual or perceived conflicts of interest.
Funding for this RFP is from the United States Department of Energy (DOE) Weatherization Assistance Program (WAP), the Texas Department of Housing and Community Affairs (TDHCA) Low Income Home Energy Assistance Program (LIHEAP), Amy Young Barrier Removal (AYBR) Program, and Texas Veteran’s Commission (TVC). AACOG expects to award multiple contracts for services in the AACOG region.
SCOPE OF WORK
Weatherization Assistance Program (WAP) Work Description
WAP work includes, but is not limited to the installation of attic, wall, and floor insulation; replacement and/or repair Heating, Venting, and Air Conditioning (HVAC) systems, including central systems and duct work; central and vented wall furnaces, removal of unvented space heaters; venting items to code; removal and replacement of window A/C unites; replacement of refrigerators; gas stoves and water heaters; replacement and/or repair of windows, doors or storm windows; installation of solar screens; weather-stripping, caulking, and other air infiltration reduction measures. Other items may include tub surround work, door adjustments, jamb-ups, minor roof repairs, sheetrock work, installation of gas and electrical lines, digital thermostats, smoke and carbon monoxide (CO) detector installation etc. The Amy Young Barrier Removal (AYBR) program allows for home modifications that increase accessibility, eliminate life-threatening hazards and correct unsafe conditions for eligible homes. Modifications include, but are not limited to ramps, grab bars, door widening, and bathroom modifications.
Amy Young Barrier Removal (AYBR) and Homes for Texas Heroes (H4TH) Bid Process
AACOG qualifies family and home eligibility. A 3rd party vendor and/or AACOG conducts energy audits. AACOG issues a Scope of Work (SOW) to the contractor and a prebid meeting is held at the project site. Contractors are required to attend the prebid meeting. The Contractor utilizes the SOW and prebid meeting to create the bid proposal and submit to AACOG. AACOG selects and awards the winning bid to the contractor.
The AYBR and H4TH Programs General Work Specifications (Appendix A), are attached to this RFA. The AYBR and H4TH Material Installation Standards web link is in Section 1.13.13 of this RFA.
1.4.1 WAP Bid Process
AACOG qualifies family and home eligibility. A 3rd party vendor and/or AACOG conducts energy audits. AACOG defines, creates, and assigns the work order to a contractor. Costs are determined by AACOG.
1.4.2 Work Assessment
AACOG will perform the majority of work associated with assessing homes to determine eligibility for WAP programs. Occasionally, AACOG will use 3rd party contractors to assess home eligibility to expedite the process. Assessment includes blower door testing, duct testing, refrigerator metering, combustion appliance zone testing, plus mandatory camera photographs of walls and anomalies, recommended measures in conformity with LIHEAP Priority list, client questionnaire, floor plan with windows and door sizes, attic inspection, wall inspection, Combustion Appliance Zone (CAZ) zone test, appliance specifications sheet, blower door datasheet, American Society of Heating, Refrigeration, and Air Conditioning Engineers (ASHRAE) 62.2 2016 calculator, duct blower data sheet, refrigerator calculator, refrigerator replacement form, acknowledgement of burglar bar removal, window unit replacement calculator, acknowledgment of refusal of weatherization work measures (if applicable), notes to the auditor, Energy Conservation Education, Unified Weatherization Elements Notification, Mold-Like Substance Notification and Release Form, and Systematic Alien form.
1.4.3 All work must comply with all applicable policies, procedures, and regulations of federal, state, and AACOG documents attached and/or referenced in this RFA for the Amy Young, Homes for Texas Heroes, and Weatherization programs managed by AACOG. Contractor understands and agrees that any work performed under this RFA is done pursuant to either a State or Federally funded program with detailed specifications and requirements that MUST be strictly adhered to and faithfully followed in all respects. Contractor must use only materials which meet or exceed the standards prescribed by referenced or attached documents to this RFA.
1.4.4 A "Notice to Proceed" shall be generated to the Contractor that has been awarded the project. The notice to proceed will contain a start date and an anticipated completion date (As dictated by the Program Manager and/or assigned representative in writing). The Notice to Proceed is the official written authorization indicating that a Contractor has been awarded the project. Contractor shall not begin any work until receiving AACOG’s written Notice to Proceed.
1.5 PROJECT BUDGET
Maximum estimated funds per AACOG approval, available per project:
1.5.1 $ 3,500.00 budget per project for WAP funded customers
1.5.2 $20,000.00 budget per project for AYBR funded customers
1.4 SERVICE AREA
The Service Area, by funding, for this RFA:
1.4.1 Weatherization – not to include McMullen county
1.4.2 Amy Young – to include McMullen County
1.4.3 Veterans Program – not to include McMullen county
Carlos LozanoAACOG Housing Construction Technician 210-918-1282800-424-5323
APPENDIX A - STANDARDS FOR WEATHERIZATION MATERIALS
(See Link Below)
LIHEAP PRIORITY LIST
MATERIAL INSTALLATION STANDARDS
DOE STANDARD WORK SPECIFICATION FOR HOME ENERGY UPGRADE
DOE WEATHERIZATION HEALTH AND SAFETY GUIDANCE
https://nascsp.org/2019-program-guidance-documents/ APPENDIX F
DOE/LIHEAP/INTERNATIONAL ENERGY CONSERVATION CODE (IECC)
1.7.1 The contractor must recognize the special needs and concerns of low-income, elderly and handicapped clients and must ensure that clients are at all times treated respectfully and professionally. The contractor’s staff must conduct themselves in a professional manner at all times.
1.7.2 Contractor must be licensed, certified and prepared to adhere to Lead Safety Practices when performing work on older housing stock. Contractors should expect unannounced monitoring of records and work sites by AACOG staff as well as various agencies from the U.S. Government and the State of Texas. All work will be inspected by an AACOG Inspection Professional prior to invoicing.
1.7.3 Upon completion of a project, the contractor must remove all debris from the job site and dispose of it in a proper and responsible manner.
1.7.4 The contractor will take all precautions necessary to protect all existing trees, shrubbery, plants, sidewalks, buildings, vehicles, etc., in the work area.
1.7.5 The contractor is responsible for adhering to the Lead Safe Weatherization Practices as outlined in the Lead Safe Weatherization Jobsite Handbook by Montana State University Extension Service.
1.7.6 The work must be completed in a timely and expeditious manner. The contractor is expected to provide monthly progress reports to AACOG indicating work schedule and work status. AACOG will provide the contractor with an energy audit or listing of all the work measures authorized to be performed by the contractor on the particular dwelling unit. The contractor (work crew supervisor) is responsible for advising AACOG of any recommended changes; however no changes will be authorized or paid for by AACOG without AACOG’s prior written approval. Failure of the contractor to perform the work in accordance with the energy audit or instructions provided by AACOG will be grounds for termination of the weatherization contract.
1.7.7 The contractor and its subcontractors are considered independent contractors and shall indemnify and hold harmless AACOG, AACOG Weatherization staff and weatherization clients from all claims arising out of work performed.
1.7.8 The contractor must furnish all labor and on-site supervision pursuant to completion of weatherization activities within the identified AACOG service area.
1.7.9 Contractor must rebuild, repair, restore and make good at his/her own expense all injury and damage to same which may result from work being performed under this contract.
1.7.10 The contractor’s field staff or assigned work crew must be proficient and trained in the proper installation of comprehensive weatherization measures and use and application of weatherization diagnostic equipment and tools. Contractor must complete Tools and Equipment List Form (Exhibit B).
1.7.11 The weatherization work measures may include work requiring the professional expertise or skills of a licensed HVAC company, plumber or electrician. The contractor is responsible for ensuring that this be provided. If the contractor chooses to subcontract this type of work, prior written approval from AACOG is required. Subcontractors are subject to the same standards as the general contractor. Therefore, financial capacity, compliance applicable laws, rules and regulations, installation standards, etc., will be required of subcontractors as well. Contractor is responsible for the payment and management of any subcontractors they employ. AACOG will not be charged separately for any type of subcontractors cost or required equipment necessary to perform construction or tests.
1.7.12 The Federal Privacy Act of 1974 and related state law and regulation regulate the proper disclosure of individually identifiable information and/or records. Contractor must take special precautions to protect confidential information from loss, authorized use, access, disclosure, modification and destruction.
1.7.13 Performance of this RFA and all work or obligations covered by and arising out of this RFA shall be at the risk of Contractor exclusively. To the fullest extent permitted by law, Contractor shall, with respect to all work or obligations covered by or arising out of the this RFA, or the performance thereof, indemnify, hold harmless and defend AACOG and each of its officers, partners, joint venture partners, representatives and/or employees from and against any and all allegations, losses, claims, actions, demands, damages, liabilities, or expenses (including costs, expenses and attorney’s fees), arising directly or indirectly from this RFA, or the performance thereof.
1.7.14 Contractor is responsible for any job-related illness or injury to workers in their employment and/or weatherization clients, and shall indemnify and hold harmless AACOG personnel and weatherization clients in the event an on-the-job illness or injury occurs.
1.7.15 CFR 41 Part 60-3/4/20/50 – Obligations of Contractors and Subcontractors These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, sex, or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment qualified protected veterans, qualified individuals with disabilities and all individuals without regard to race, color, religion, sex, or national origin.
1.8 MATERIAL REQUIREMENTS
1.8.1 AACOG will not be billed for materials transportation or delivery costs. Materials must be new and in good condition. AACOG will not be charged for items, which are damaged prior to or during installation, or wasted or unused (excess/leftover) materials.
1.8.2 All materials furnished by contractor must meet applicable U.S. Department of Energy (DOE) standards and must comply with the Texas Department of Housing & Community Affairs (TDHCA) materials standards set forth in the TDHCA Texas Weatherization Field Guide, the Texas Mechanical Systems Guide, the Lead-Safe Weatherization Minimum Standards, and (Appendix A). Materials must be new and in good condition. AACOG will pay only for those materials which meet applicable standards and which are acceptably and properly installed on eligible dwelling units.
1.8.3 Contractors are responsible for documenting standards for the installation of materials pursuant to the federal Weatherization Assistance Program. Documentation must be complete and legible and will include photographs of all ECM’s installed, documenting serial numbers, model numbers, efficiency ratings and other specifications.
1.9 REQUIRED TESTING
1.9.1 The contractor is required to conduct blower door tests prior, during and after the work (air sealing) has been completed. The air exchange rate must satisfy the desired range as prescribed by AACOG. The contractor must also conduct a carbon monoxide test on all combustion appliances in each dwelling.
1.9.2 When ambient CO levels exceeding 9 ppm (parts per million) are detected the contractor will disregard all air-sealing requirements and notify AACOG prior to initiating weatherization activities. Should knob-and-tube wiring be discovered during the pre-installation assessment, the contractor must immediately contact AACOG prior to the installation of any weatherization measures.
1.10 QUALITY REQUIREMENTS
1.10.1 Contractor must rebuild, repair, restore and make good at his/her own expense all injury and damage to same which may result from work being performed under this contract.
1.10.2 Contractor must own an acceptable refrigerant recovery unit and must dispose of any recaptured refrigerant as required by local code and/or state law.
1.11 INSPECTION and REPORT REQUIREMENTS
1.11.1 The contractor is responsible for correcting any work deficiencies identified by the AACOG Inspection Professional. Deficiencies may include quality of workmanship, size of HVAC systems, incomplete work, etc. Failure to take required corrective action within a reasonable time period (5-7 working days) may result in termination of the contract. The contractor is also responsible to guarantee his/her work. Therefore, any calls from clients regarding problems with installed materials, equipment or appliances are required to be under a one-year warranty by the contractor. Any problems of this nature will require the contractor to return to the dwelling unit for corrective action at no cost to AACOG or the client. Uncorrected penalties will be deducted from monthly pay applications.
1.11.2 Building Weatherization ReportThe contractor will submit a Building Weatherization Report (BWR) only for those units fully completed and ready for AACOG’s Final Inspection. Following passing the Final Inspection, the contractor will be contacted and directed to submit the invoice(s) to AACOG in a regular and timely manner for payment. The contractor must designate a financial/administrative point of contact for accounting purpose.
1.11.3 Amy Young and Homes for Texas Hero Program PenaltiesThe undersigned Contractor understands and agrees that time is of the essence in the performance of the work Contractor has been engaged to perform. Contractor further agrees that is shall be held to a penalty of Forty Dollars ($40.00) per day for each and every day the contracted work remains unfinished beyond the agreed upon completion date for said work. Delays caused by rain or other inclement weather that prevent performance of the contract, delays caused by circumstances beyond the control of the Contractor such as shipping delays and material shortages, and/or instances of Force Majeure shall not be penalized. It is the Contractor’s responsibility to document these delays and submit this documentation to the appointed Program representative. Contractor agrees to guarantee all work for a minimum period of one year from the original completion date. Contractor shall, within (5) business days of notification, correct any valid discrepancies or exceptions identified either by AACOG or any of its funding sources or monitoring agencies, i.e., the U.S. Department of Energy (DOE), the U.S. Department of Housing & Urban Development (HUD), State Energy Conservation Office (SECO), TDHCA, the U.S. Environmental Protection Agency (EPA), the Texas Veterans Commission (TVC), the U.S. Department of Labor (DOL), etc. Uncorrected penalties will be deducted from monthly pay applications.
1.11.4 Weatherization Program PenaltiesThe contractor is responsible for correcting any work deficiencies identified by the AACOG Quality Inspector. Deficiencies may include quality of workmanship, size of HVAC systems, incomplete work, etc. Failure to take required corrective action within five (5) working days may result in termination of the contract. The contractor is also responsible to guarantee all work performed. Therefore, any calls from clients regarding problems with installed materials, equipment or appliances are required to be under a one-year warranty by Contractor. Any problems of this nature will require the contractor to return to the dwelling unit for corrective action at no cost to AACOG or the client. A one hundred dollar ($100.00) first instance inspection fee shall be paid by Contractor to AACOG to conduct an inspection of the corrective action. A two hundred fifty ($250.00) re-inspection fee will be assessed should AACOG need to conduct a second Inspection of the dwelling unit as a result of contractor deficiencies. Thereafter, a two hundred fifty ($250.00) fee will be assessed to the contractor for each subsequent re-inspection that AACOG is required to conduct in order to obtain a passing Final Inspection. Uncorrected penalties will be deducted from monthly pay applications.
1.6.1 The contract may be renewed in one (1) year increments up to four (4) times contingent upon contractor performance, continued funding, and AACOG approval.
1.6.2 AYBR and H4TH Program’s contracts are based on contractor competitive bid process.
1.6.3 A WEA Standard Price List (Exhibit A), is attached to this RFA for all weatherization materials. AACOG will not reimburse contractor for any other costs incurred.
1.6.4 Completion of services by Contractor shall be determined by AACOG. All payments shall be made in accordance with the Standard Price List, attached hereto as (Exhibit A). Payments under this RFA shall not exceed the quoted amounts.
1.6.5 AACOG shall not be liable for any costs incurred by Contractor in the performance of this RFA, which have not been billed to the agency within thirty (30) days following termination of this RFA.
1.6.6 Contractor shall submit invoices to AACOG for payment for each completed unit on a monthly basis. Contractor understands and agrees that it will be paid solely through AACOG's funding sources and payment is contingent upon AACOG's reimbursement from its funding sources. Contractor hereby agrees and acknowledges that Contractor shall not have any claim against AACOG in the event AACOG loses funding from its sources and is unable to pay Contractor for work performed.
1.6.7 Contractor must submit a summary with an itemized listing of materials and labor costs (Building Weatherization Report or BWR) for each weatherization dwelling unit completed. All weatherization work is performed on a cost-reimbursement basis. No draws and or advances will be provided under this or any subsequent agreement. Payment for labor and materials will be made when the completed work on the dwelling unit has passed a Final Inspection performed by AACOG, and AACOG has received funds from the TDHCA or other applicable funding sources. Payment will normally be made within a 30-day timeframe from the date of invoicing.
Alamo Area Council of Governments8700 Tesoro Drive, Suite 130San Antonio, Texas 78217Attn: RFA-2019-01-WEA