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Bid Title: Physical Needs Assessment (PNA) Obsolescence Test
Category: Open RFP/RFQ
Status: Open
Bid Recipient: Manhattan Housing Authority


Open PDF of Proposal Specifications 

Manhattan Housing Authority (MHA)


Physical Needs Assessment – Carlson Plaza





All proposals must be received at the following address no later than Friday 5:00 p.m. (CST), on June 20th, 2022. 




Hard copy mailed proposals and/or digital emailed proposals will be accepted. The envelope or subject line of the email must be clearly marked with the words “RFP Physical Needs Assessment – Carlson Plaza

All proposals must be received at the following address by the proposal deadline stated above:


Manhattan Housing Authority Aaron Estabrook

PO Box 1024 

Manhattan, KS 66505


All responses submitted are subject to these instructions and the Supplemental Instructions to the Offerors, Non-Construction form HUD Form 5369-B, contained in Appendix 2.

MHA reserves the right to reject any or all proposals for cause and to waive any informality in the submission process if it is in the public interest to do so.

During the period between issuance of this RFP and the proposed due date, no oral interpretation of the RFP’s requirements will be given to any prospective Offeror. Requests for interpretation (and other questions) must be made in writing at least 3 days before the submission due date and time to:


Manhattan Housing Authority 

Aaron Estabrook

PO Box 1024 

Manhattan, KS 66505

Email Submission

During the period of advertisement for this RFP, MHA may wish to amend, add to, or delete from the contents of this RFP. In such situations, MHA will issue an addendum to the RFP setting forth the nature of the modification. All addenda will be posted on the MHA website at It shall be the responsibility of each Respondent to ensure they have any/all additional addenda relative to this RFP.


General and Supplemental Conditions, and all other requirements contained herein, all of which are made a part of this Request for Proposals by reference.



General Information

The Authority, a public body corporate and politic, organized under the laws of the State of North Carolina, a “public housing agency” as defined in the U. S. Housing Act of 1937, was organized in 1969 with the mission of providing safe, quality, affordable housing to low- and moderate-income families in the greater Manhattan community; and to promote responsibility and self-sufficiency of residents while maintaining the fiscal integrity of the agency.



The MHA is seeking proposals from consultants for the completion of a Physical Needs Assessments (PNA) for Carlson Plaza, to determine obsolescence based on HUD’s requirements as shown in Appendix 1.

Carlson Plaza consists of a single parcel that contain approximately 0.817 acres of developed land located along Pierre Street in the City of Manhattan, KS. It consists of a single five-story apartment building located in Manhattan, KS. Carlson Plaza was constructed in 1975 and contain 47 one-bedroom dwelling units, totaling 22,800 square feet of net rentable space. The asphalt-paved lot provide a total of 19 parking spaces, one of which are designated as handicap accessible and one of which are designated as van accessible.


Scope of Work


  1. Meet with MHA staff to discuss issues and concerns identified within the units and the buildings.
  2. Prepare a Physical Needs Assessment report including the RS Means number, Item Description, Unit Cost and Total Cost. The report should not include a cost inflation factor.
  3. The Physical Assessment report should include:
    • A detailed list of specific work items that require rehabilitation or repair within 3 years or less. This should be an analysis of what existing items, within the building, need to be repaired or replaced immediately to keep it going.
    • The cost of the repairs and/or replacements using the RS Means Cost Index.
    • Only the cost to replace/repair an item. The cost to complete upgrades or install a non-existing item should not be included.
    • Any repairs and/or replacements within a 5’ perimeter around the building
    • The cost to bring property to local code IF triggered by substantial rehabilitation/repair.
    • Estimates based on the standards outlined in the most recent International Building Code (IBC) and National Fire Protection Association (NFPA) 5000 standards. Include local code requirements (i.e., fire codes; requirements for natural disasters such as flooding or wildfires); Accessibility improvements for persons with mobility, vision, hearing, or other impairments if triggered by substantial rehabilitation.
    • Provide supporting documentation including reports provided by a licensed professional Engineer and/or Architect that substantiate system condition and any health or safety issues related to condition and/or repairs.
    • Mitigation costs of asbestos, lead-based paint, or other environmental issues. These must be supported by test results and/or reports. MHA will provide the contractor with mold, asbestos and LBP reports previously completed.


Provide pictures, reports and evidence of local code requirements to document the needed repairs/replacements and any structural or environmental issues with the building.


Deliveries Timeframes/Milestones


Physical Needs Assessment – Draft Version

Within forty-five (45) days after the effective date of

the Notice To Proceed (NTP)

Physical Needs Assessment – Final Version

Within fourteen (14) days after receipt of comments

on the “Draft Version” of the PNA


 Proposals should be submitted in the following format, with Tabs/Digital Breaks separating each section:


Letter of Transmittal. A transmittal letter signed by the Contractor authorized to submit the proposal and to make commitments on behalf of the company.


Table of Contents. A table of contents shall be provided that lists each section of the proposal.


Organization History. Give a brief description of the firm and its history.


Qualifications. A description of the firm’s qualifications to perform the PNA as it relates to obsolescence.


Experience. Provide a list of the organizations for which the Contractor has performed relevant work, going back at least 5 years. Particular emphasis should be on contracts with public housing agencies and performance of physical needs assessments conducted for the purpose of determining obsolescence for properties of similar character to Heritage Park.


Staffing. Provide a list of staff members who will work on this contract, including principals and staff- level personnel, along with qualifications of each.


Evaluation Criteria. Provide information addressing each of the evaluation criteria.


Pricing. Include the total cost for providing the services covered by this RFP. Show each staff member, hours proposed, and hourly rates. Also show material and other costs, including travel, general, administrative, overhead, and profit.


References. Provide a list of clients, including the organization name, contact person, telephone number, and address as well as brief descriptions of the scope of work. Information provided for at least four similar PNAs related to obsolescence completed within the last five years.


Section 3 and WMBE. The consultant must provide documentation regarding any claimed status as a Section 3 business or Women-Owned or Minority-Owned Business Enterprise.


Insurance. The selected consultant will be required to provide a certificate of insurance certifying that they have insurance coverage that will cover their employees while on MHA property and will protect the MHA from liability for the actions of their employees. The insurance coverage should include Commercial General Liability with a combined single limit for bodily injury and property damage of not less than $1,000,000 per occurrence (with an aggregate of no less than $2,000,000) and Automobile Liability on owned and non-owned motor vehicles used on site for a combined single limit for bodily injury and property damage of not less than $1,000,000. MHA should be included as an additional insured on both types of coverage.

Proposals that are incomplete with respect to the requirements listed above may be considered unresponsive and may be disqualified at MHA’s discretion. The MHA reserves the right to request additional information from any and all firms, to waive any informality in the procurement process, and to decline to award a contract to any and all firms, regardless of the responsiveness of the firms’ proposals.


Evaluation Criteria







Quality of proposed Physical Needs Assessment




Section 3, MBE/WBE




Total Points


See PDF and Related Documents for Appendix 

Publication Date/Time:
5/11/2022 12:00 AM
Closing Date/Time:
Open Until Contracted
Related Documents:

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