Issuu on Google+

SAN FRANCISCO HOUSING AUTHORITY 1815 Egbert Avenue • San Francisco CA • 94124 • (415) 715-3182

Date:

August 26, 2010

To:

San Francisco Housing Authority Commissioners

From:

Henry A. Alvarez, III, Secretary/Executive Director

Presented By: James Mark, HD & MOD Senior Project Manager Subject:

RESOLUTION AUTHORIZING THE EXECUTIVE DIRECTOR TO ENTER INTO A TWO-YEAR CONTRACT WITH BENCHMARK ENVIRONMENTAL ENGINEERING TO PROVIDE LEAD, ASBESTOS AND MOLD CONSULTING SERVICES ON AN AS-NEEDED, TASK ASSIGNMENT BASIS, FOR ALL DEVELOPMENTS IN A TOTAL AMOUNT NOT-TO-EXCEED $75,000

BACKGROUND This Resolution will authorize the Executive Director to enter into a contract with one of two highestranked hazardous materials consulting firm on an as-needed basis for all housing developments over the next two years. This contract will provide asbestos and lead based paint testing and construction oversight as required by HUD, CALOSHA and City regulations for over $5,000,000 in capital improvements from the 2010 and 2011 Capital Fund Programs and grant funds. The contract will also be available to provide water, mold and soil testing as needed. The past two hazardous materials consultant contracts with SCA and Benchmark expired after successful completion of the task assignments for testing, preparing construction documents for public bidding, air quality and safety monitoring during construction, and in-house training. ANALYSIS The FY2010 and FY2011 Capital Fund Programs include numerous planned construction projects that may require hazardous material consultation services. A sample of the planned capital work over for the next two years includes extensive window replacements, boiler replacements, building repairs and renovations, soil and mold investigations, vacate clearances, in-house office improvements, HUD Risk Assessments and lead based paint stabilization projects. The Authority is required to have specialized consultants under contract in order to be able to react quickly to any emergency hazardous situation that may arise.


August 26, 2010 Page 2 of 3 PROCUREMENT Solicitation 10-620-RFP-023 was issued on June 1, 2010. Proposals were received from four firms on the June 24, 2010 due date. By their scoring and ranking, the Evaluation Panel determined that Benchmark Environmental Engineering was one of the top-rated firms. The firm has significant prior experience with SFHA, other public agencies and institutions. Reference checks on the firm produced no negative comments and the firm is not on the federal Excluded Parties List. BUDGET CONSIDERATIONS Funding for this planned contract is immediately available within the FY2009 Capital Fund Program. The service term for this contract will be for the Authority’s fiscal years 2010 and 2011. The contract time will be two years. MBE/WBE STATUS Benchmark is a MBE/WBE business enterprise. The firm has a diverse workforce and has provided an Affirmative Action Acknowledgement form that meets the requirements of Executive Order 11246. RESIDENT EMPLOYMENT Benchmark has agreed to hire public housing residents to meet or exceed the 25% requirement established by Commission Resolution No. 4967 for non-construction contracts that exceed $50,000. The firm will be required to provide over 210 hours of employment for Authority residents. The firm has contacted the Authority’s resident hiring specialist to seek out and interview qualified Authority residents. DEPARTMENT’S REQUESTED ACTION Staff recommends adoption of the Resolution. EXECUTIVE DIRECTOR’S RECOMMENDATION I concur with the requested action.

Prepared by: Barbara Smith, Administrator, Alicia Sisca, Construction Services Manager, and James Mark, Senior Project Manager, Housing Development and Modernization


RESOLUTION NO. _____________ DATE ADOPTED:_______________ RESOLUTION AUTHORIZING THE EXECUTIVE DIRECTOR TO ENTER INTO A TWO-YEAR CONTRACT WITH BENCHMARK ENVIRONMENTAL ENGINEERING TO PROVIDE LEAD, ASBESTOS AND MOLD CONSULTING SERVICES ON AN ASNEEDED, TASK ASSIGNMENT BASIS, FOR ALL DEVELOPMENTS IN A TOTAL AMOUNT NOT-TO-EXCEED $75,000 WHEREAS, the San Francisco Housing Authority (Authority) requires hazardous materials consultant services on an as-needed, task assignment basis; and WHEREAS, the Authority has no current asbestos, lead and mold consultant contract; and WHEREAS, the Authority has programmed capital work funded with the FY 2010 and FY 2011 Capital Fund Programs which will require hazardous material consultant services; and WHEREAS, Benchmark has been selected through the Request for Proposal process as the most qualified firm for this work; and WHEREAS, funding is available within the FY 2009 Capital Fund Program budget; and WHEREAS, the procurement process for this contract meets the procurement standards of 24 CFR 85.36 “Procurement”, HUD Handbook 7460.8 REV 2 “Procurement Handbook for Public Housing Agencies and Indian Housing Authorities”, the San Francisco Housing Authority Procurement Policy Manual and the State of California and local laws, and has been reviewed and approved by HUD. NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY AND COUNTY OF SAN FRANCISCO, THAT: 1. The Executive Director is authorized to enter into a contract with Benchmark Environmental Engineering for asbestos, lead and mold at family developments for an aggregate amount not to exceed $75,000 from the 2009 Capital Fund Program. 2. This Resolution shall take effect immediately. APPROVED AS TO FORM AND LEGALITY:

REVIEWED BY:

Tim Larsen, General Counsel

Henry A. Alvarez, III, Executive Director

Date

Date

ATTACHMENT A


Hazardous Materials Consultant Services Solicitation No. 10-620-RFP-023

Memo to SFHA Commissioners August 26, 2010 – Attachment A

SOLICITATION PROCESS AND ANALYSIS Solicitation Analysis: The procurement process for the action covered by this Resolution meets the procurement standards of 24 CFR 85.36 “Procurement”, HUD Handbook 7460.8 REV 2, “Procurement Handbook for Public Housing Agencies and Indian Housing Authorities”, the San Francisco Housing Authority Procurement Policy Manual and the State of California and local laws. Pre-approval of this Request for Proposals (RFP) document and process was obtained from Authority management prior to advertisement. The Housing Development and Modernization Department (HD&M) developed this specific RFP document based on the Authority’s master documents prepared by the Procurement and Contracts Department, which also reviewed and approved the RFP documents before issuance. The Authority and all public agencies in California are required by State and Federal law to select Hazmat Consultants on the basis of proposals in the form of a Request for Proposals (RFP). The highest-ranked firm is selected, subject to the negotiation of fair and reasonable hourly billing rates. If agreement cannot be reached, the Authority will negotiate with the next highest-ranked firm, and so on until a fair and reasonable price is obtained. The Authority negotiated hourly billing rates, which are consistent with the hourly rates the Authority has paid for Hazmat Consultants in the past. Four Statements of Proposals were received on the June 24, 2010 due date. Evaluation Process: In conformance with the Authority’s Procurement Procedures Manual, the Evaluation Panel individually reviewed and scored the written Statements of Proposals. At the same time, staff checked the references provided by each firm and provided the results to the Evaluation Panel members. Then, the Evaluation Panel prepared a final evaluation and scoring to select the two firms with the highest-ranked proposals. Evaluation Criteria: Listed below are the evaluation criteria and their relative weight. Described in italics are the reasons for the different criteria. The evaluation criteria are based on the Authority’s standards for Request for Proposal questions and weighting contained in the Authority’s Procurement Procedures Manual. The Manager of the Finance/Contract/Procurement Division reviewed and approved the criteria and weighting given to each.


Hazardous Materials Consultant Services Solicitation No. 10-620-RFP-023

NO. A

Memo to SFHA Commissioners August 26, 2010 – Attachment A

CRITERIA & REASON Criterion: Firms approach. This allows evaluation of the firm’s technical expertise as measured by the quantity and type of work performed by the firm and its years in business.

WEIGHT 25 points

B

Criterion: Staff Profiles and multi-family experience. This provides insight into the quality of the staff as measured by their professional degrees, licenses and experience with the type of work required by this contract. The local staff size and their credentials are a quantitative measure of their knowledge, and are indicative of their ability to respond quickly with qualified staff.

25 points

C

Criterion: Experience in lead, asbestos and mold This demonstrates the firm’s familiarity with modernization and rehabilitation issues most frequently encountered with urban public housing in both family housing and mid-rise buildings. A firm with this experience is most capable of providing economical, efficient solutions to the Authority.

25 points

D

Criterion: MBE/WBE participation and resident hiring This item allows one to determine that the selected firm not only has office technical skills but also possesses sufficient field experience to effectively deal with MBE/WBE participation, resident hiring and training Authority residents.

25 points

Total 100 points Ranking Results: The following are the combined scoring results of the proposals with 600 being a perfect score: FIRM

COMBINED SCORE 571/600

RANK

Benchmark Environmental Engineering

543/600

2

PSI Environmental

471/600

3

ESSEL Technology Services, Inc.

393/600

4

SCA Environmental, Inc.

1

Evaluation Panel Conclusions:

By their scoring and ranking, the Evaluation Panel determined that SCA and Benchmark were the top-rated firms. Both firms have significant prior experience with this and other public agencies and institutions. The reference checks on the firms produced no negative comments, and neither firm is on the federal Excluded Parties List.


Hazardous Materials Consultant Services Solicitation No. 10-620-RFP-023

Memo to SFHA Commissioners August 26, 2010 – Attachment A

Hazmat consulting firm description: SCA Environmental, Inc. is a small Oakland firm established in 1994. SCA has a team of Minority Business Enterprises (MBE) and Women Based Enterprises (WBE), which has consistently exceeded the Housing Authority’s requirements. SCA has (8) technical staff with experience in asbestos and lead work: (2) Certified Industrial Hygienists, (3) Professional Engineers, (3) certified Site Surveillance Technicians, and numerous DHS Certified Lead Assessors/Inspectors and environmental specialists with all lead and asbestos current licenses. Benchmark Environmental Engineering is a small firm established in 1993. Benchmark is a Small/Women owned 8A services company that provides professional environmental consulting, testing and training services to the public and private sector. Benchmark has (9) technical staff with experience in Asbestos Management Planner and Project Design. Evaluation Panel Members: Chairperson: Housing Development and Modernization Department, Senior Project Manager. Member selected for past hazardous consulting contract management and extensive knowledge in multifamily design and construction issues. Member: Force Account, Director. Member selected for expertise in Force Account procurement, extensive construction knowledge, and direct hazardous material consultant oversight. Member: Housing Development and Modernization Department, Inspector. Member chosen for extensive field construction supervision experience and hazardous material knowledge.


HAZMAT CONSULTANT SERVICES CONFIDENTIAL BILLING RATES Each task assignment is negotiated on a fixed price basis. When a consulting task is identified, the written Scope of Work description may be sent to both SCA and Benchmark. The firm offering the best value to the Authority will be authorized to proceed with the work for a fixed sum. The task assignment will be awarded based on a lump sum agreement for the task; so different hourly billing rates between the two firms will not be a factor. The Authority negotiated the following hourly billing rates, which include wages, overhead, profit, and expenses for actual hours worked. The rates are comparable to the rates the Authority has paid in the past for hazardous materials consultant services.

Position

SCA Hourly Rate

Benchmark Hourly Rate

Principal

$140

$105

Certified Industrial Hygienist

$170

$175

Senior Engineer

$110

$105

Engineer

$80

$75

Clerical

$60

$50

CONFIDENTIAL: FOR THE COMMISSION ONLY


Benchmark Consultant Resolution