REQUEST FOR PROPOSAL ARCHITECT SERVICES HOUSING AUTHORITY OF THE CITY OF SAN BUENAVENTURA AND HOMECOMINGS, INC. Issued November 17, 2016 SUBMITTAL DEADLINE Thursday, December 15, 2016 at 3:00 p.m. The responsibility for submitting a response to this RFP at the offices of the Housing Authority of the City of San Buenaventura on or before the stated time and date will be solely and strictly the responsibility of the offeror. The agency will in no way be responsible for delays caused by the United States mail delivery or caused by any other occurrence. Karen Flock, Senior Developer HOUSING AUTHORITY OF THE CITY OF SAN BUENAVENTURA 995 RIVERSIDE STREET, VENTURA CA 93001 (805) 626-5819
Request for Proposal (RFP) Executive Architect/Architect of Record Willett Ranch Senior Apartments 50 Apartments Issue Date: November 17, 2016 Due Date: December 15, 2016 by 3pm Purpose: The Housing Authority of the City of San Buenaventura (HACSB) and Homecomings Inc, its affiliated nonprofit corporation, are seeking a proposal from an architectural firm to serve as Executive Architect/Architect of Record for the Willett Ranch Senior Housing project located in the City of San Buenaventura. Willett Ranch will be developed by the Housing Authority of the City of San Buenaventura and owned by a limited partnership with Homecomings, Inc. as the sole member of the General Partner.. Overview: The Housing Authority of the City of San Buenaventura (HACSB) plans to develop Willett Ranch, 50 apartments of affordable senior housing. HACSB has an agreement to purchase the site for this project, two lots totaling 2.05 acres on Ventura Avenue that will be created at final map recordation. The Project is located at 2686 North Ventura Avenue, Ventura CA 93001, at the southeast corner of Ventura Avenue and School Canyon Road. The Project will include 40 one bedroom apartments (528 square feet), and 10 two bedroom apartments (six at 758 square feet and four at 820 square feet), a community room, a laundry room, and office space. There will be one two story building on each lot. The apartments will be accessed by double loaded corridors. A total of 73 parking spaces will be provided: 53 carport spaces, and 20 open spaces for guest parking. Primary access and access to parking will be from the new Willett Street. Almost an acre will be landscaped open space. As currently planned, all fifty apartments will have project based vouchers and will be affordable to very low and low income households. One resident will serve as a caretaker. Project financing will include tax exempt bonds and 4% tax credits, and may include other sources. Ultimately, the project will be owned by a to-be-formed limited partnership; the general partner will be an LLC with Homecomings, Inc., an affiliate of HACSB, as the sole member. The project is part of the Solana Heights new residential community on a 27.6 acre site. Entitlements: The project has received approval of all discretionary entitlements from the City of Ventura: Planned Development Permit, Zone Change, and Inclusionary Housing Plan. The final map has been approved but not yet recorded. Grading has begun on the site. Page 1
Role and Scope of Work: CalAtlantic, the current owner of the site, and its predecessors, processed all entitlements, including Design Review Committee (DRC) approval, with KTGY as the architect. DRC approved the senior apartments on October 19, 2016; the approval is expected to become final on November 14, 2016. CalAtlantic will deliver finished lots to the HACSB. CalAtlantic s other consultants on the project include: United Civil Inc., civil engineers MJS Design Group, landscape architects The Executive Architect will be wholly responsible for developing schematic design and construction documents, including building architecture, structural engineering, and mechanical/electrical/plumbing engineering design, in keeping with the design intent established at DRC approval. It is expected that the landscape architect will be a subcontract to the Executive Architect. The selected firm will enter into Contract with the HACSB or Homecomings Inc. That contract will ultimately be assigned to the to-be-formed limited partnership. A form of the contract is attached. The Scope of Work and Deliverables will include the following: a. Construction Documents ( estimate 10-12 weeks) b. Review of Construction Documents by General Contractor and/or Constructability Reviewer c. City approved construction documents (estimate four months for plan check) d. Construction Start (mid 2017) e. Bidding Support to General Contractor, to be selected, as needed f. Construction Administration, including bi-weekly onsite meetings (one a month with Project Team and one a month with Bank Inspector) g. Ongoing: coordination with landscape architect, civil engineer, and other consultants as needed. Schedule and Budget: As described in the Scope of Work, key deliverable/milestone dates for the Executive Architect are as follows: a. Execute AIA Agreement (HACSB/Homecomings Approval projected 1/12/2017) b. Complete schematic drawings, submit schematic drawings to General Contractor and/or Constructability Reviewer for review (if selected) Page 2
c. First plan check submittal of construction documents d. Secure building permit ready letter from local jurisdiction. Submit permit ready plans to General Contractor for bidding e. Construction start The Compensation for Services will be negotiated with the Highest Ranked Firm. If the HACSB and/or Homecomings Inc. cannot reach agreement with the highest ranked firm, the HACSB and/or Homecomings Inc. may contact the next highest ranked firm and repeat the same procedure. The HACSB and/or Homecomings Inc. may continue this procedure until an agreement is reached with the most qualified firm that provides a fair and reasonable cost. Special Project Requirements: Sustainable Design Willett Ranch will be certified to Green Point Rated standards. Affordable Housing Federal & State Funding Sources The Willett Ranch project will be financed with a combination of 4% low income housing tax credits (LIHTC) and tax exempt bonds. As is expected of these funding sources, there will be various certifications required of the architect. Please reference Attachments for sample forms. Required Information/Format and Scoring: 1. General Information a. Submit a cover letter introducing your firm and highlighting qualifications for this project. Include name and address of firm, name and telephone number of the person or persons who are authorized to make representations and respond to questions regarding the submittal. b. Provide Company profile and background. c. Provide resumes for key principals and employees who will be assigned to this project. d. Respondents shall confirm acceptance of the modified AIA contract included in the RFP. Any exceptions must be submitted in writing with your proposal.. 2. Project Experience a. Past performance on Similar Projects (50 points): Page 3
i. List your organization s previous experience with multifamily affordable residential housing. ii. Provide three references from other similar type Project Builders/Owners. Do not provide references from Karen Flock, project manager of this project. iii. Provide a minimum of three project profiles including name, location, project size, density, and construction completion date. Make note of special occupancy requirements (e.g., family, senior). Provide graphics demonstrating range and breadth of design. iv. Highlight qualifications specifically related to: a. Sustainable design including LEED or other similar green building standard e. Familiarity with key affordable housing programs including Low Income Housing Tax Credit (LIHTC). d. Recent project experience in the City of Ventura or County of Ventura. Knowledge and experience with City of Ventura staff b. Management Plan - Resources and Capacity to meet milestone dates (50 points) i. Provide a Management Plan describing the intended approach for delivery of services outlined in this RFP. Describe resources and staff capacity at your firm s disposal to accomplish the desired services within the timeline described herein. Discuss pipeline of other projects and address your firm s ability to absorb the workload generated by the Willett project. ii. Identify and include qualifications for any subconsultants including Structural and Mechanical/Electrical/Plumbing Engineers. Specify whether you have recent project experience with the identified subconsultants. Describe how you see the Project Team working together to achieve deliverables. c. Resident-Owned Business (ROB) or Section 3 Business (10 Points) i. Additional points will be awarded to firms that are a certified section 3 business (category 1, 2 or 3). 3. Project Cost (10 Points) Evaluation: Responding firms will be ranked in accordance with the above criteria. The highest ranked firm(s) may be invited to participate in an interview with key Project team members. Procedure for Selection of Consultant: HACSB and Homecomings Inc. will evaluate all of the proposals against the evaluation factors stated in this RFP and may invite the highest ranked firm(s) to participate in an interview or may Page 4
award a contract on the basis of initial offers received, without discussion. Therefore, each initial offer should contain the Proposer s best terms from a cost or price and technical standpoint. After any interview(s) is (are) completed, and if HACSB and/or Homecomings Inc. cannot reach agreement with the highest ranked firm, HACSB and/or Homecomings Inc. may contact the next highest ranked firm and repeat the same procedure. HACSB and/or Homecomings Inc. may continue this procedure until an agreement is reached (if any) with the most qualified firm that provides a fair and reasonable cost. Any contract amount of $100,000 or over will require approval by the Homecomings Inc. Board of Commissioners prior to execution of contract. Instructions to Submit: Please submit three hard copies and one disk or jump drive with an electronic version of the submittal in a sealed envelope. Proposals must be received by Thursday, December 15, 2016, no later than 3 pm. No late submittals will be accepted. Proposals must be submitted to: Karen Flock Senior Developer HACSB/Homecomings Inc. 995 Riverside Street Ventura, CA 93001 For questions please contact: Karen Flock Senior Developer (805) 626-5819 kflock@hacityventura.org Attachments: 1. Standard AIA B101 and B201 Agreement, Exhibits A and C. Please familiarize yourself with these requirements. Should you be selected, this is the form of contract that will be used. Respondents shall confirm acceptance of the modified AIA contract included in the RFP. Any exceptions must be submitted in writing with your proposal. 2. June 18, 2007, City Council Staff Report. October 19, 2016, Design Review Committee Staff Report. Please review for DRC approved conceptual design, floorplans and elevations and Conditions of Approval. 3. LIHTC California Tax Credit Allocation Committee Minimum Construction Standards, Project Type Criteria and Architect Certification Form For your convenience, Attachments can be accessed at the following Dropbox link: https://www.dropbox.com/sh/wi7ucgsxh43123s/aaa_qdnxcmi1egbe1mfd_hmha?dl=0 HACSB and Homecomings Inc. Reserve the Right to: Page 5
a. Request an oral interview with, and additional information from, firms prior to final selection. b. Consider information about a firm in addition to the information submitted in the response or interview. Reject any and all responses and waive any irregularities. c. Withdraw a contract award prior to the execution of the contract for any reason, including but not limited to the Contractor s failure to execute the contract within the time specified or provide proof of insurance pursuant to the terms specified. Cancellation of the RFP HACSB and Homecomings Inc. reserve the right to cancel this RFP at any time, for any reason, and without liability if cancellation is deemed to be in the best interest of the HACSB and/or Homecomings Inc. The proposer assumes the sole risk and responsibility for all expenses connected with the preparation of its proposal. Collusion Proposer, by submitting a proposal, hereby certifies that no officer, agent, or employee of HACSB or Homecomings Inc. has a pecuniary interest in this Proposal; that the Proposal is made in good faith without fraud, collusion, or connection of any kind with any other proposer; and that the proposer is competing solely in its own behalf without connection with, or obligation to any undisclosed person or company. The Consultant shall not commence work on the project without first receiving a Written Notice to Proceed from the HACSB and/or Homecomings Inc. Under no circumstance will HACSB or Homecomings Inc. issue a Notice to Proceed before the Consultant has returned the executed Contract and proof of required insurance. Non Discrimination/Conflict of Interest a. The Offeror warrants adhering to all civil rights, equal opportunity, and fair housing and Section 3 regulations. b. The Offeror warrants that it presently has no interest and will not acquire any interest direct or indirect, which would conflict in any manner or degree with the performance of services under this contract. Page 6