RFQ #2025-006 Architectural & Engineering Services

VICTORIA HOUSING AUTHORITY

Request for Qualifications
Architectural & Engineering Services
RFQ #2025-006

Issued by: Victoria Housing Authority (Texas)
Project: Public Housing
Services: Architectural & Engineering services for capital improvement projects at various locations.

Issue Date: May 12, 2025

RFQ Questions Due: June 30, 2025

Attn: Candice Clay, Procurement Agent

Proposals Due: July 17, 2025, 4:00 p.m. Central Time. Late submissions will not be accepted.

Submit Proposals To: 4001 Halsey St. Victoria Tx 77901

RFQ Contact: Candice Clay, cclay@victoriahousing.org, 361-575-3682, ext. 341

Document Availability: www.victoriahousing.org/procurement & Housing Agency Marketplace

TABLE OF CONTENTS

Introduction
Request For Qualifications
Description of Agency Functions
Statement of Work
Submission Requirements
Evaluation Factors
Non-Collusive Affidavit
PHA and Property Listing
Attachments
- Form HUD-5369-B Instructions to Offerors - Non-Construction
- Form HUD-5369-C Certifications and Representations of Offerors, Non- Construction Contract
- Form HUD-5370-C General Conditions for Non-Construction Contracts
- Form HUD-51915, Model Form of Agreement Between Owner and Design Professional

INTRODUCTION

Established in 1950, the Victoria Housing Authority (hereafter "VHA") provides affordable housing opportunities to serve residents of the City of Victoria in Texas. VHA is headed by an Executive Director, governed by a five-member Board of Commissioners, and provides housing for low-income families. VHA owns and manages 321 Public Housing Units and administers 359 HCV (Housing Choice Vouchers), also known as the Section 8 Program.

The VHA currently has 2 non-profit subsidiaries. VHA would like an opinion on whether its nonprofit organizations are suitable to be used in repositioning.

The mission of the VHA is to enhance the Victoria community by creating and sustaining decent, safe and affordable living environments for lower-income families, the elderly and persons with disabilities; and to foster stability, self-sufficiency and a sense of community and pride in neighborhoods where they reside.

Victoria Housing Authority (VHA) is seeking qualifications from architectural firms for services outlined in non-exclusive state of work. These services may include consultation, planning, project development, permitting, environmental services, project design, construction services, etc.

REQUEST FOR QUALIFICATIONS

ARCHITECTURAL AND ENGINEERING SERVICESFOR THE VICTORIA HOUSING AUTHORITY

You are hereby invited to submit information concerning your professional services and qualifications to perform work as presented in this Request For Qualifications (RFQ).

VHA is seeking a 2-year contract with an option to extend at its sole discretion for an additional two-year period for a total contract period not to exceed 4 years.

The Architectural Firm will be selected through a qualifications-based selection process (QBS), a form of competitive proposals procurement, must be experienced with undertaking a variety of different types of construction projects, and be familiar and experienced with federal, state and local requirements, including but not limited to HUD, ADA, UFAS requirements, Federal & State Wage Rates, bidding and procurement regulations, permitting, environmental requirements, etc. Price is not an evaluation factor.

Proposals must be received by July 17, 2025, 4:00 p.m. Central Time. Proposals must be submitted in paper format (one (1) original and three (3) copies) to Victoria Housing Authority, Attn: Candice Clay, 4001 Halsey St, Victoria, TX 77901 (mailed or delivered in person). Proposals received after the deadline will not be considered.

GENERAL DESCRIPTION OF AGENCY FUNCTIONS AND STATEMENT OF WORK:

VHA is annually allocated funding under the U.S. Department of Housing and Urban Development's (HUD) Capital Fund Program to modernize its structures and grounds. VHA owns and manages housing development sites throughout the City of Victoria. (full property listing attached).

Please refer to attached list of work items for a description of work. In brief, this work includes but is not limited to:

Energy efficient improvements VHA wide
Exterior and interior improvements VHA wide
Blacktop/concrete replacements and/or repairs VHA wide
Roof replacement VHA wide
Energy improvements - Furnaces, generators, lighting etc.
Indoor and outdoor plumbing replacement.
Independent Cost Estimates

Construction plans and specifications produced for and in conjunction with the Housing Authority's Capital Fund Program, must comply with procedures and responsibilities according to HUD requirements under 24 CFR Part 85.36 and HUD Procurement Handbook (REV-2).

SUBMISSION REQUIREMENTS

The Architect/Engineer applicant is requested to respond to this invitation by submitting the following:

Letter of Interest that identifies mechanical and structural engineering companies that will be utilized on VHA projects.
Evidence that the Architect Firm and Engineers are registered or licensed to perform the required design services in Texas.
A certified statement that the Architect Firm and Engineers are not debarred, suspended or otherwise prohibited from professional practice by any federal, state or local agency.
Evidence of the Architectural firm's ability to perform the work, including a profile of the firm's principals, staff and facilities and a list of the principals and staff to be assigned to the project.
Evidence of Architectural firm's knowledge of local building codes.
Evidence of Architectural firm's knowledge of HUD 504, Uniform Federal Accessibility Standard (UFAS) and with the American's with Disabilities Act.
A listing of at least three business client references preferably Housing Authorities or related governmental agencies. This listing is to include a contact name and telephone number.
Evidence of professional liability insurance (errors and omissions) in the amount of at least $1,000,000 for Architect and Engineer.
Demonstration of understanding of comprehensive modernization Capital Fund programs.
Non-Collusion Affidavit.
HUD-5369-C - Required from firm awarded contract.

If any of the items listed above, except #11, are missing at time of submission, the proposals will be declared non-responsive.

One (1) original and three (3) copies of the proposal and other requested material must be submitted.

The firm receiving the highest ranking will be asked to submit a proposed fee schedule breakdown for each professional discipline including direct and indirect labor costs, overhead costs, and profit for agency analysis and negotiation.

If contract terms cannot be agreed to, negotiations will be opened with the other firms by ranking order until a mutual agreement is reached.

Once an agreement has been met and a contract signed between the awarded Architectural firm, specific work from the scope of work will be assigned by task order by the agency to the contracted Architectural firm. The Architectural firm will in-turn submit a fixed price, i.e., lump sum, proposal in response to the task order based upon the overall Architectural and Engineering contract's agreed upon fee schedule. This fixed price proposal must also contain a cost breakdown insofar as to detail variable cost drivers such as required hours per discipline, mileage, and reimbursable such as printing costs, etc. Upon receipt of the fixed price task order proposal, the agency will analyze the proposal and negotiate with the Architectural firm to arrive at an agreed upon price, and a separate task order contract will be signed.

The Housing Authority of the City of Victoria reserves the right to:

Request additional information from any or all firms submitting information;
Reject any or all submissions, and waive any information;
Submissions will not be returned

Qualifications that do not contain the following will be declared non-responsive and rejected:

A certified statement that the Architect/Engineer or the firm is not debarred, suspended, or otherwise prohibited from professional practice by any Federal, State and/or local agency;
Evidence that the Architect/Engineer is registered or licensed to perform the required design services in Texas;
Non-Collusive Affidavit;
Evidence of professional liability insurance
A completed and signed HUD-5369-C. (Required of firm awarded contract)

The responsibilities of the Architectural firm include, but are not limited to, the items listed below and as detailed in the contract, HUD-51915.

Development of design concept.
Preparation of design and construction documents, bid packets, work write-ups, cost estimates, advertising documents and compliance with local, state and federal procurement procedures.
Evaluation and review of construction bids for completeness, accuracy and compliance. Verifying that low bidder is reputable and not on any suspension or debarment list.
Weekly or as specified in the contract, monitor and inspect quality and progress of work and furnish an associated field report during construction. Inspections will be coordinated with the Maintenance Superintendent or other staff member who will be responsible for accepting the work on a daily basis.
Preform punch list and written report upon completion of project.
Review of any contract modifications and preparation of change orders after such orders are approved by the Executive Director.
Certification that construction is being performed in accordance with the construction contract.
Notifying the Authority and the contractor of any problems observed and recommend remedies thereto.
Attend all pre-construction meetings and construction conferences and prepare transcripts for distribution to and approval by the Executive Director and contractors.
Perform certain Clerk of the Works duties such as:
1. Assurance of compliance with prevailing wage rates and Davis-Bacon requirements;
2. Review all documents and paperwork submitted by the contractors for compliance with HUD regulations pertaining to the work;
3. Coordinate contractor activities for proper notifications to tenants prior to the contractor entering the building/units;
4. Review all contractor submission to the Authority for completeness and accuracy as well as compliance;
5. Review all warranties and completion documents for accuracy and compliance and prepare necessary paperwork for submission to HUD.
6. Other services which are found to be necessary for the complete performance of the construction contracts.
  
  11. Prepare revised as-built drawings for submission to and approval by the Executive Director.

The scope of work items presented are not intended to delineate or describe every detail and feature of work. Work items specified in the RFQ include all items necessary for proper execution of the project. No additions to the fee negotiated for these items will be approved unless it can be clearly demonstrated that the Architect/Engineer has been requested to perform work, which is beyond the original scope, and intent of the work presented is essential to the proper execution of the work.

EVALUATION FACTORS

The following evaluation factors will be used to evaluate the qualifications submitted in response to RFQ for Architectural/Engineering Services. Please note that evaluation factors #1 through #5 have equal scoring weights. Evaluation Factor #6, consisting of two points, will be used as a tie-breaker.

Demonstrate ability to effectively and efficiently undertake the work described in the RFQ.
Firm's ownership, size and qualification of all staff assigned to project(s). Proof and references of professional architects and/or engineers for design of projects whether in-house or subcontracted.
Capability to provide professional services in a timely manner.
Proof shown of past performances in terms of cost control, quality of work, compliance with performance schedules, and references of similar projects.
Demonstrate knowledge of federal, state and local statutes and codes and knowledge of HUD Section 504 and with the American's with Disabilities Act by use of Uniform Federal Accessibility Standard (UFAS).
Minority Business Enterprise and/or Women's Business Enterprise.*
*Must show proof of certification that firm is certified with the State of Texas.

Victoria Housing Authority reserves the right to contact any party directly or indirectly knowledgeable, with respect to the firm's past performance. Should there be any objections or exceptions to this right, the Agencies should be informed prior to submission.

FACTOR 1: Demonstrated ability to effectively and efficiently undertake the work described in the RFQ.

Rating Criterion: Offeror's proposal provides a clear, logical plan for organizing the tasks, and describes lines of authority and responsibility of key personnel and management. Staffing plan reflects the proposed approach, and all labor is described in number of hours and type required per task. The offeror's internal controls provide for thorough, but efficient, quality control of the offeror's work. All subcontracted work is identified, and either a subcontractor is proposed or the method of selecting a subcontractor is described.

Rating (check one) PointsRating Specifications
___Excellent 5 Proposal clearly addresses staffing, management and quality controls in detail. The proposed staffing, management and quality controls correspond to, and are consistent with, the offeror's proposed approach. All subcontractors selected to perform the work are identified.
___Good 4 Proposal addresses staffing, management and quality controls adequately. The proposed staffing, management and quality controls correspond to, and are consistent with, the offeror's proposed approach. All subcontract work is identified, as are most of the subcontractors selected to perform the work. The proposal describes the method the offeror will use to select the remaining subcontractors.
___Fair 3 Proposal addresses staffing, management and quality controls. The staffing plan provides total hours for each position, but does not provide a detailed breakdown of hours and labor type by task. The proposed management and quality controls are somewhat inconsistent with the offeror's proposed approach. All subcontract work is identified, but proposed subcontractors are not identified. The proposal described the method the offeror will use to select subcontractors.
___Poor 2 Proposal addresses staffing, management and quality controls in generic terms. The staffing plan provides total hours for the contract, but does not provide a breakdown of hours by labor type or task. The proposed staffing plan, management and quality controls are inconsistent with the offeror's proposed approach. All subcontract work is identified, but proposed subcontractors are not identified. The proposal does not describe the method the offeror will use to select subcontractors.
___Unsatisfactory 1 Proposal addresses staffing, management, and quality controls in vague terms or not at all. It is unclear what, if any, work will be subcontracted. The proposal does not describe the method the offeror will use to select subcontractors.

FACTOR #1 SCORE: ______

Narrative statement supporting rating on Factor #1:
______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

FACTOR 2: Firm's ownership, size and qualification of all staff assigned to project(s), and proof and references of professional architects and/or engineers for design of projects whether in-house or subcontracted.

Ranking Criterion: Proposed qualification of staff, engineer's references, and a proof of size to identify that the firm can perform multiple projects.

Rating (check one) Points Rating Specifications
___Excellent 5 All key personnel are identified in the proposal, and meet or exceed all qualification requirements. All engineering reference were addressed, and the firm has identified ownership and size by listing all staff employed by the firm and perform multiple projects.
___Good 4 Most key personnel and engineering references are identified in the proposal, and meet or exceed the qualification requirements. For the positions where no key personnel are identified, the offeror has submitted detailed position descriptions and provided a list of potential candidates and did submit a list of the firm's size and can perform multiple projects.
___Fair 3 Some key personnel and engineering references are identified in the proposal, and do meet some of the qualification requirements. Some engineering references are identified. Submitted a list of the firm's size.
___Poor 2 Few key personnel and engineering references are identified in the proposal. Of those listed, do not meet qualification requirements. Firm's ownership and size was vaguely addressed.
___Unsatisfactory 1 Proposal did not identify and key personnel, engineer references, and firm's ownership and size were not listed.

FACTOR #2 SCORE: ______

Narrative statement supporting rating on Factor #2:
_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

FACTOR 3: Capability to provide professional services in a timely manner.

Ranking Criterion: Proposal provides a clear list of staffing of personnel to address workloads, shows possible present and future workloads, and how staff is assigned projects.

Rating (check one) Points Rating Specifications
___Excellent 5 Proposal provides a clear list of all personnel and how they are assigned to projects. Also provides a list of present projects
___Good 4 Proposal provides an adequate list of personnel and who is working on present projects and a list of some future projects, and personnel who will be assigned to this project.
___Fair 3 Proposal provides a list of personnel who is working on present projects, and personnel who will be assigned to this project.
___Poor 2 Proposal briefly addresses a list of personnel who will possibly be working on this project.
___Unsatisfactory 1 Proposal did not address this factor.

FACTOR #3 SCORE: ______

Narrative statement supporting rating on Factor #3:
______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

FACTOR 4: Proof shown of past performances in terms of cost control, quality of work, compliance with performance schedules, and references of similar projects.

Ranking Criterion: Proposals lists references of past performances of similar projects that came within budget compared to preliminary estimates, on time schedules, and acceptable work.

Rating (check one) Points Rating Specifications
___Excellent 5 Proposal clearly listed references of cost control of similar projects that came within budget, examples of quality of work related to design, and always met bidding deadlines on projects including accelerated deadlines on projects that required finishing before expiration of funding.
___Good 4 Proposal adequately listed references of cost control of similar projects that came within budget, quality of work to design, and met deadlines on projects.
___Fair 3 Proposal listed some references on cost control measures on similar projects, some information addressed on budget control and quality of work related to design, with some information relating to deadlines on similar projects.
___Poor 2 Proposal poorly addressed references of similar projects cost control measures, quality of work, insufficient information on similar projects related to deadlines.
___Unsatisfactory 1 Proposal did not list references of similar projects identified in the proposal, nor did it list any information related to this factor.

FACTOR #4 SCORE: ______

Narrative statement supporting rating on Factor #4:
_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

FACTOR 5: Demonstrated knowledge of federal, state and local statutes and codes and knowledge of HUD Section 504 and with the American's with Disabilities Act by use of Uniform Federal Accessibility Standard (UFAS).

Ranking Criterion: Proposal specifically addresses years of experience of all state and local code issues and references of similar HUD Section 504, American's with Disabilities Act by use of UFAS.

Rating (check one) Points Rating Specifications
___Excellent 5 Proposal clearly addresses experience of all state and local code issues, updated education and training of current codes and regulations, and clearly identifies knowledge and lists references similar HUD Section 504 and American's with Disabilities Act projects with the use of UFAS.
___Good 4 Proposal addresses experience of state and local codes, education and training of some staff, lists some references and sufficient knowledge of HUD Section 504 and with American's with Disabilities Act by use of UFAS.
___Fair 3 Proposal addresses state and local codes, brief list of references to ADA compliance. Briefly familiar with HUD Section 504 and American's with Disabilities Act by use of UFAS.
___Poor 2 Proposal addresses knowledge of state and local codes, not familiar with HUD Section 504 and American's with Disabilities Act by use of UFAS.
___Unsatisfactory 1 Proposal addresses knowledge of state and local codes, does not address or make reference to HUD Section 504 and American's with Disabilities Act by use of UFAS.
FACTOR #5 SCORE: ______

Narrative statement supporting rating on Factor #5:
________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

FACTOR 6: Minority Business Enterprise and/or Women's Business Enterprise.

Ranking Criterion: Must show proof of certification that firm is certified with the State of Pennsylvania.

Proof MUST be submitted with qualifications. Two (2) points will be given to this factor, and will be used only as a tie-breaker as defined as:

If the top two or more firms tie in total score, the M/WBE firm will be ranked as the top-ranked firm and will be contacted for contract and price negotiations. In the event that a non-M/WBE firm scores the highest score and a M/WBE firm trails by one (1) or two (2) points, two (2) points will be given to the M/WBE firm, and the M/WBE firm will be contacted for contract and price negotiations.

FACTOR #6 SCORE: ______

Narrative statement supporting rating on Factor #6:
____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

QUALIFICATION EVALUATION

Architectural Qualification Ranking Summary

Firm Name: ___________________________________________________________________

Address: ______________________________________________________________________

Telephone: ____________________________________________________________________

Date: _________________________________________________________________________

Ranking Range: Excellent = 5, Good = 4, Average = 3
Fair = 2, Poor = 1, Not Addressed = 0

NO.

RANKING CRITERIA

POINTS

Demonstrated ability to effectively and efficiently undertake the work described in the RFQ.
Maximum Points - 5

Firm's ownership, size and qualification of all staff assigned to project(s), and proof and references of professional architects and/or engineers for design of projects whether in-house or subcontracted.
Maximum Points - 5

Capability to provide professional services in a timely manner.
Maximum Points - 5

Proof shown of past performances in terms of cost control, quality of work, compliance with performance schedules, and references of similar projects.
Maximum Points - 5

Demonstrated knowledge of federal, state and local statutes and codes and knowledge of HUD Section 504 and with the American's with Disabilities Act by use of Uniform Federal Accessibility Standard (UFAS).
Maximum Points - 5

Minority Business Enterprise and/or Women's Business Enterprise
Maximum Points - 2

TOTAL NUMBER OF POINTS (27 points maximum)

Evaluated By (name & title): ____________________________________________________

Date: _____________

A F F I D A V I T

State of _________________________________________ )

)
County of _________________________ )

______________________________________________________. being first duly sworn, deposes and says: that he is (a partner or officer of the firm of, etc.),
the party making the foregoing proposal or bid, that such proposal or bid is genuine and not collusive or sham; that said bidder has not colluded, conspired, connived or agreed, directly or indirectly, with any bidder or person, to put in a sham bid or to refrain from bidding, and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication or conference, with any person, to fix the bid prices of affiant or of any other bidder, or to fix any overhead, profit or cost element of said bid price, or of that of any other bidder, or to secure any advantage against the Victoria Housing Authority or any person interested in the proposed contract; and that all statements in said proposal or bid are true.

By:_____________________________________

Title:____________________________________

Subscribed and sworn to before me

this ______________ day of _________________________ 20____ .

My commission expires ______________, 20____.

List of Public Housing Developments in the City of Victoria

AMP Group Development Name Number of Units

AMP 1 Crestwood Apartments 102
Mary Krenzler Village 30
Fillmore Apartments 24
Leary Lane 36
Lova I 26
Lova II 28
Lova III 17
Griffith Terrace 30
Anna Blackley 28

TOTAL UNITS 321

ATTACHMENTS

HUD-5369-B Instructions to Offerors - Non-Construction
HUD-5369-C Certifications and Representations of Offerors, Non-Construction Contracts
HUD-5370-C General Conditions for Non-Construction Contracts
HUD-51915, Model Form of Agreement Between Owner and Design Professional

Victoria Housing Authority manages all procurement through the Housing Agency Marketplace.
All questions will be answered on the Housing Agency Marketplace website on July 1, 2025, by 4:00pm CST.
You will find necessary information below.

If interested in putting in a bid, please follow the link provided below to sign up to be a vendor:

Vendor Sign Up

For Instructions on how to complete the above sign up, here is a slideshow tutorial:

Vendor Sign Up Tutorial