REQUEST FOR PROPOSALS RFP # September 16, 2011 Proposals Due on October 5, 4:00 pm

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1 Development Division 4800 N Broadway, Boulder, CO Phone: Fax: TDD/TTY: REQUEST FOR PROPOSALS RFP # September 16, 2011 Proposals Due on October 5, 4:00 pm TO: FROM: RE: Contractors, Architects and Engineers Liz Wolfert and Lindsey Moss, Planning Assistants Capital Needs Assessment Services Request Boulder Housing Partners (BHP) is seeking to retain a qualified professional or team to perform comprehensive capital needs assessments of eight (8) multi-family housing sites for a total of 330 family and senior/disabled apartments throughout the city of Boulder. We anticipate the capital needs assessments will include site visits and inspections and a written report for each property that complies with the requirements of the Colorado Housing and Finance Authority (CHFA) and their annual Qualified Allocation Plan for Low income Housing Tax Credit applications. We will utilize this capital needs assessment in planning for and pricing significant rehabilitation of each of the eight sites. It is BHP s desire that the successful capital needs consultant or team (Consultant) will support and enhance our highly collaborative design process. Our initial estimates place rehabilitation costs at approximately $31 million. We will use the final capital needs assessment to establish final pricing for the rehabilitation of our sites. Project Summary BHP, as the housing authority for the city of Boulder, was recently awarded a Moving to Work designation from the Department of Housing and Urban Development (HUD). This new designation will, among other things, allow BHP to comprehensively reposition and refinance its eight public housing sites throughout Boulder. We expect to use 4% Low Income Housing Tax 1

2 Credits and conventional financing to support the rehabilitation of these eight properties. Our public housing communities were all constructed during the 1970s and 1980s. All eight sites have their own unique characteristics and have each received a different level of capital improvements over the past several decades. We plan to rehabilitate, modernize, beautify, and improve the energy efficiency of all eight sites to a market-comparable level, allowing these properties to better serve our residents in the coming decades and to perform well as assets. We intend to resolve all outstanding deferred maintenance and capital improvements needs. All rehabilitation decisions will be made in consideration of cost, need, durability, and monthly operating expenses, as well as livability and functionality for our residents. Preliminary Investigation Please find basic information about the eight public housing sites on our website at Bids and RFPs RFP Within the coming months, we will procure additional site investigation services. All information obtained through due diligence or site investigation will be provided to the selected individual or team during the course of their work. Scope of Work BHP expects the selected individual or team to work closely with our staff on the following, in anticipation of a 2012 start to the rehabilitation: Work with BHP staff and residents to perform a detailed capital needs assessment that includes all units, structures, and grounds for all eight public housing sites and use the capital needs assessment to provide a list of recommendations for the rehabilitation program. Capital needs assessment should include: o Foundation/footing inspection o Attic and roof inspection o Accessibility assessment, according to local, State and Federal requirements o Typical environmental mitigation needs for age and type of structures o Code compliance o Floodplain assessment o Thorough mold inspection o Thorough utility assessment o Drainage and erosion evaluation o Superstructure inspection o Plumbing, electrical, gas systems evaluation o Elevator inspection o Fire protection and security systems evaluation 2

3 o HVAC evaluation o Curb Appeal updates Provide a comprehensive capital needs assessment report, including pertinent recommendations, for each of the eight sites. A draft capital needs assessment report should be provided to BHP staff for review prior to completion of this contract. Follow all CHFA requirements and regulations We expect that the selected individual or team will provide capital needs assessment at this point in the project. However, BHP reserves the right to expand the contract of the selected individual or firm. Contract start is dependent on funding availability. A general contractor for the rehabilitation will be selected at a later date. Entering into a contract for this Scope of Work does not preclude the individual or team from bidding on other BHP contracts. At its cost, BHP may request an independent review of the capital needs assessment provided by the selected individual or team. Please note that BHP will be required to share the capital needs assessments with future investors, lenders, and contractors and certification to these partners may be required. 3

4 Proposal Requirements and Evaluation Criteria Please submit your proposal no later than 4 PM on Wednesday, October 5, BHP anticipates making a selection by October 28, Each proposal will be independently analyzed by members of an evaluation team comprised of BHP representatives. The evaluation team will analyze the firm s experience, qualifications, professional content, and proposed work methodology to ensure that BHP s needs will be met. The evaluation team may choose to interview 3-5 proposers. Proposals should, at a minimum, include the following, and in the following order: 1. Relevant Experience (50 points) Provide a concise narrative and/or projects profiles from your experiences within the last five (5) years that conform to the guideline below. Please include: 1. Examples of projects or contracts with a similar size and scope that demonstrate ability to perform thorough capital needs assessment for multiple properties as described in the Scope of Work above. 2. Please also address your experience with: CHFA and HUD-funded projects, including experience with Federal requirements (i.e Davis Bacon wages, Uniform Relocation Act, NEPA Environmental Assessment, etc.) Your experience with Enterprise Green Communities and the City of Boulder Greenpoints requirements Your past experience working for affordable housing authorities or housing non-profits. 2. Personnel Experience, Qualifications, Schedule and Availability (30 points) Describe the qualifications of key personnel and how the team will be managed. At minimum, include the following: Personnel Experience and Qualifications Each proposer shall submit résumés demonstrating the qualifications of key personnel. Résumés shall include but not be limited to: Experience on projects of similar size, scope, complexity and budget; Experience with projects where interaction during the design phase with the design Architect is demonstrated; Professional certifications and technical expertise; Identify each key person s current commitments and their availability to begin this project. If a person will be working multiple projects identify the percentage of time they will be assigned to complete the project tasks on this job. Project Organization Provide an organization chart that defines the project management and staffing plan key personnel - for the project and include: 4

5 Each position within the project organization and the role and responsibilities of the individuals, and The number(s) of individuals that may be acting in the same position. Schedule Anticipated completion schedule for site visits, draft and final reports (considering a floating start date). 3. Consulting Fee Proposal (20 points) The proposer shall provide a fixed-fee consulting proposal. The proposal should include separate pricing for additional services as needed. Proposal Submission All of the respondents will be notified of the results of the selection process by October 28, Please provide your proposal in electronic format only and , deliver or mail to the following contact and address: Boulder Housing Partners 4800 Broadway Boulder, CO Attention: Liz Wolfert Re: Lee Hill Project: Capital Needs Assessment Proposal wolfertl@bouldercolorado.gov Please submit any and all questions in writing to wolfertl@bouldercolorado.gov. Any substantive clarifications requested by one respondent will be shared with all known potential respondents and posted on BHP s website at Bids and RFPs. The deadline for clarifications is noon on Friday, September 23, Questions and answers will be posted on BHP s website by 5:00 pm on Friday, September 23, BHP Summary BHP is the housing authority for the City of Boulder, a quasi-governmental organization created in 1966 by the City Council of the City of Boulder. It was established as a housing authority under state law to provide safe and sanitary housing to low and moderate income households in the City of Boulder. In 2004 the organization changed its name to Boulder Housing Partners. BHP owns and/or manages over 1,500 dwelling units in the City of Boulder including several hundred Section 8 Housing Vouchers. BHP is also an experienced developer of affordable housing and has used a variety of structures and funding sources including six Low Income Housing Tax Credit partnerships, conventional and federal financing, Private Activity Bonds, tax 5

6 exempt bonds, federal HOME and CDBG grants, as well as fundraising from public and private sources. General Information 1. Submittal Rejection: Boulder Housing Partners has the right to reject any and all submittals and waive any irregularities therein, if it is found to be in the best interest of Boulder Housing Partners. Submittals not received by the required deadline are ineligible for consideration and will not be opened. Boulder Housing Partners may change the deadline at any time in order to assure adequate review of the submittals. Any changes to the process will be announced on the BHP website under Bids and RFPs. 2. Contract and Method of Payment: The final form of contract and scope of services will be negotiated between Boulder Housing Partners and the top ranked firm after the selection process is complete. If a mutually-agreeable contract cannon be negotiated with the top ranked firm, BHP will offer the contract to the next highest ranked respondent. Invoices with proper documentation can be submitted on a monthly basis. 3. Limitation of Liability: Boulder Housing Partners assumes no liability for costs incurred by firms in responding to the Request for Proposals or interview process. All submittals become a matter of public record upon submission. 4. Insurance Requirements: Generally, the following coverage is required: Commercial general liability--$150,000 per person and $1,000,000 per occurrence. Worker's Compensation Insurance--equal to or at least $100,000 per employee Automotive Insurance--$100,000/$300,000 for bodily injury and $50,000 for property damage. Errors and Omissions Insurance 5. Federal Fair Housing Laws: Boulder Housing Partners does business in accordance with the Federal Fair Housing Law (The Fair Housing Amendments Act of 1988). It is illegal to discriminate against any person because of race, color, religion, sex, handicap, family status, national origin, or sexual orientation. BHP Reservation of Rights 1. BHP reserves the right to reject any or all proposals, to waive any informality in the RFQ process, or to terminate the RFP process at any time, if deemed by BHP to be in its best interests. 2. BHP reserves the right not to award a contract pursuant to this RFP. 6

7 3. BHP reserves the right to terminate a contract awarded pursuant to this RFP, at any time for its convenience upon 10 days written notice to the successful bidder. 4. BHP reserves the right to inspect work at any time during the ongoing work. 5. BHP reserves the right to determine the days, hours and locations that the successful bidder shall provide the services called for in this RFP. 6. BHP reserves the right to 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 BHP Procurement Officer. 7. BHP reserves the right to negotiate the fees proposed by the bidder if applicable to bid process. 8. BHP reserves the right to reject and not consider any proposal that does not meet the requirements of this RFP, including but not limited to incomplete proposals and/or proposals offering alternate or non-requested services. 9. BHP shall reserve the right to at any time during the RFP or contract process to prohibit any further participation by a bidder or reject any proposal submitted that does not conform to any of the requirements detailed herein. 7