1. Canyon Pointe 2. Glen Willow 3. Madison. ISSUED: November 15, 2017

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1 4800 N. Broadway, Boulder, CO Phone: Fax: Hearing Assistance: Boulder Housing Partners Request for Proposals: RFP # Physical Condition Assessment (PCA) Services for Canyon Pointe, Glen Willow and Madison Properties 1. Canyon Pointe 2. Glen Willow 3. Madison ISSUED: November 15, 2017 DUE DATE FOR RESPONSES: December 12, 2017 at 4:00 pm By PROJECT CONTACT: Jessica Kenney, Project Manager Boulder Housing Partners ;

2 ABOUT BOULDER HOUSING PARTNERS 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. We build, own and manage 33% of the total rental inventory of affordable housing in Boulder, making a strong contribution to City Council's goal that 10% of all housing is permanently affordable. Please refer to our website for additional information: PROJECT OVERVIEW The Housing Authority of the City of Boulder dba Boulder Housing Partners (BHP) seeks the services of a qualified firm to complete a HUD physical condition assessment (PCA) at three BHP owned properties (details listed below). We anticipate that a PCA will be required, but there is a possibility that a capital needs assessment will be sufficient. Please assume a PCA for the purposes of this RFP. We anticipate that the PCAs will need to be delivered to BHP during the first quarter of BHP is planning substantial renovations for these properties and the selected firm will work closely with BHP s project manager and architect. The units will be occupied. PROPERTY ADDRESS # OF UNITS UNIT TYPES Canyon Pointe 700 Walnut, Boulder, CO BD/(1) 2 BD Glen Willow Pearl St, Boulder, CO ,1,2,3,4 BD Madison th St, Boulder, CO , 2, 3 BD The selected firm must generate a separate Physical Conditions Assessment (PCA) report for these properties. The PCA report must include the following sections: 1. Comparison of Traditional and Green Requirements 2. Energy Audit 3. Utility Consumption Baseline Firms must demonstrate ability to meet a deadline of April 1, 2018 for the initial PCA scope of work in their proposal submission. PROPOSAL SUBMISSION REQUIREMENTS A. Elements to Include Include answers to the following questions in your proposal. Please number your responses in accordance with the numbered questions below to facilitate ease in our review. We kindly ask that your submissions be complete as well as succinct. All firms must document in-depth experience with Physical Needs Assessments and the HUD PCA format. The Submittal should include the following: 2

3 1. Who is your team? Please specify the one point of contact for BHP. Describe the team s experience on similar projects and their ability to meet our timeline; 2. Briefly describe your firm s qualifications, including a short list of relevant transactions and a list of current and past Housing Authority or other affordable housing clients and years of engagement; 3. Identify how often site visits and unit tours will be needed. Briefly describe your anticipated method to complete this PCA; 4. Include any other information that your firm considers essential to a fair evaluation of your firm s experience and capabilities; 5. Provide the contact information for three references with whom your firm has successfully provided comparable work in the past two years; 6. Acknowledge that if awarded this project, your firm will provide to us proof of Insurance upon request; and 7. Pricing and Fees: please submit a price proposal (the Price Proposal ) that will describe the basis for compensation for the following services: a. Work for and with BHP s project manager and BHP s architect to create the HUD format PCA for the three properties identified in the Scope of Work Section of this RFP. Price proposals must take into consideration that creation of the PCA will require collaboration and be accomplished with significant input from BHP s project manager and the project architect. b. Describe costs that are not included in your proposal and that could increase the cost of the contract. c. BHP is looking for a set maximum fee or a per unit cost. However, respondents have the option of including a discussion of any methods of compensation or budgeting they have employed in the past with other similar projects. Prior to the award of the Contract, BHP intends to enter into negotiations concerning a fee structure which provides the best overall value to BHP. If an agreement cannot be reached with the highest ranked firm, negotiations will be attempted with the other firms. The submittal information will provide the basis for selection. Responses will be scored based upon the evaluation criteria outlined below. B. Evaluation Criteria Each proposal will be independently analyzed by members of an evaluation team comprised of BHP representatives. The evaluation team may choose to interview the top two or three candidates. Factors to be used in evaluating the responses will include, but are not limited to, the following: CRITERIA 3 Points Related Project Experience 40 Qualifications of Staff to Be Assigned to Engagement A. Ability to provide the requested services B. Quality of responses and depth of experience 20

4 Proposed Fees and Compensation 30 Quality of References 10 TOTAL 100 C. Submission Information Proposals are due no later than 4:00 pm on December 12, Any proposals submitted after this time will not be accepted. Please provide one electronic copy of your proposal to Do not mail or hand deliver your proposal. Please submit all questions via to by 4:00 pm on November 29, Any substantive clarifications requested will be shared with all known potential respondents and posted on BHP s website at Questions and answers will be posted on BHP s website by 4:00 pm on December 1, 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. 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. 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. The selected Architecture Firm must be registered on the System for Award Management website (sam.gov) and in good standing. 6. 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. 4

5 BHP RESERVATION OF RIGHTS 1. BHP reserves the right to reject any or all proposals, to waive any informality in the RFP 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. 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 have no obligation to compensate any bidder for any costs incurred in responding to this RFP. 10. 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. 5