REQUEST FOR QUALIFICATIONS FOR ARCHITECTURAL SERVICES FOR THE RENOVATION OF VARIOUS PUBLIC HOUSING BUILDINGS THAT WILL BE CONVERTED TO NON-PROFIT OWNERSHIP Submittal Deadline Wednesday, October 31, 2012 at 2:00 PM PST The responsibility for submitting a response to this RFQ at the offices of the Housing Authority of the City of San Buenaventura (the Authority ) on or before the stated time and date will be solely and strictly the responsibility of the Offeror. The Authority will in no way be responsible for delays caused by the United States Mail delivery or caused by any other occurrence.
I. GENERAL INFORMATION A. INTRODUCTION/BACKGROUND The mission of the HOUSING AUTHORITY OF THE CITY OF SAN BUENAVENTURA, hereinafter referred to as the "Authority", is to provide and develop quality affordable housing for eligible low-income residents of Ventura County and to establish strong partnerships necessary for Authority customers to achieve personal goals related to: literacy and education; health and wellness; and job training and employment leading to personal growth and economic self-sufficiency. The Authority has served the needs of low income residents since 1949 with 716 public housing units (ranging from multi-story complexes to single-family units) and 1361 Section 8 (Housing Choice) vouchers, and prides itself in providing decent, safe and affordable housing to approximately 2000 low and moderate income families in the City of Ventura. The Agency s two associated non-profits own a total of 109 units which are a combination of senior and very-low income family units. We have a growing pipeline of real estate development projects including a farm worker family development, one supportive housing development and a public housing redevelopment. B. PURPOSE The U.S. Department of Housing & Urban Development (HUD) has authorized a Rental Assistance Demonstration (RAD) Project as a rental housing preservation strategy to preserve the nation s stock of affordable rental housing. The RAD Project allows designated Housing Authorities to convert public housing units to non-profit owned rental units which will then receive HUD Project Based Voucher rental assistance. The Authority has identified a total of 142 units at three diverse complexes (see Attachment A for addresses) which it desires to transition to non-profit ownership. Should HUD select the Housing Authority to participate in the demonstration project, we will need the services of an architect to assist with the energy efficient modernization of the designated units. The Housing Authority is requesting qualifications from qualified architectural firms, hereinafter referred to as the "Offeror," to provide professional technical services to execute extensive energy efficient modernization. Specific renovations have not been identified but prior property need assessments as well as input from current property managers and maintenance staff will help the successful Offeror prioritize need. The per unit rehabilitation cost is anticipated to be $25,000 per unit. The following is a sample of projects that may require architectural services: o Windows Replacement o Kitchen Remodel o Bath Remodel o Energy efficient improvements
C. BOARD The powers of the Authority are vested in the Board of Commissioners of the Authority ( the Board ). D. CONTACT INFORMATION Please make all references to this RFQ as: RAD Architectural Services Loretta McCarty, COO Affordable Housing & Development Housing Authority of the City of San Buenaventura 11122 Snapdragon Street Suite 100 Ventura, CA 93004 (805) 648-5008, ext. 3222 lmccarty@hacityventura.org E. SCOPE OF SERVICES Work shall include, but is not be limited to, the following work items: 1. Meet with staff to understand the scope of each project 2. Develop a set of specifications and prepare plans 3. Prepare project cost estimate 4. Prepare newspaper advertisement 5. Conduct pre-bid meeting 6. Assist with Davis Bacon wage compliance 7. Prepare addendum(s) as needed 8. Submit plans to City for review and approval 9. Review bids and advise Authority about compliance 10. Conduct pre-construction meeting 11. Review submittals 12. Prior to construction, furnish the Authority one copy of Specifications on CD or DVD 13. Provide construction services to ensure the contractor performs work in accordance with plans and specifications 14. Conduct regularly scheduled construction meetings and prepare minutes of each meeting 15. Prepare Public Housing Construction Reports as needed 16. Assist in the review of any change orders and the cost evaluation of each change order 17. Prepare and file the Notice of Completion with the County 18. At the completion of the Contract, the Contractor shall deliver to the Owner one (1) complete set of reproducible specifications and drawings, and one electronic copy, dated and with all changes and all modifications accurately drawn and written therein. F. EXPENSE ASSOCIATED WITH SUBMISSION All expenses involved with the preparation and submission to the Authority shall be born by the Offeror.
G. HOUSING AUTHORITY OPTIONS The Authority may, at its sole and absolute discretion, reject any and all, or parts of any and all, submissions; re-advertise this RFQ; postpone or cancel, at any time, this RFQ process; or waive any irregularities in this RFQ or in the submissions received as a result of this RFQ. Also, the determination or the criteria and process whereby submissions are evaluated, the decision as to who shall receive a contract award, or whether or not an award shall ever be made as a result of this RFQ, shall be at the sole and absolute discretion of the Authority. II. RFQ INSTRUCTIONS A. RFQ Submission and Format Please submit one (1) original and three (3) copies of your response in the same package clearly marked on the outside Response to RFQ: RAD Architectural Services addressed to: B. RFQ Terms and Conditions Loretta McCarty, COO Affordable Housing and Development Housing Authority of the City of San Buenaventura 11122 Snapdragon Street Suite 100 Ventura, CA 93004 The Authority reserves the right to select more than one respondent, to select a respondent(s) for specific purposes or for any combination of specific purposes and to defer the selection of any respondent(s) to a time of the Authority s choosing. 1. Board and Staff Communications Under no circumstances may any member of the Board or any staff member other than the contact specified in Paragraph I (D) be contacted during this RFQ process by any entity intending to submit a response to this RFQ. Failure to comply with this request will result in disqualification. All questions should be directed to the individual identified in paragraph I (D). 2. Timetable for Submission The deadline for submissions in response to this Request for Qualifications is 2:00 PM PST, Wednesday, October 31, 2012. Electronic or FAX responses will not be accepted for this request. It is the intent of the Authority to select the Consultant by December 31, 2012.
3. Release of Information Information submitted in response to this RFQ will not be released by the Authority during the evaluation process or prior to a contract award. 4. Proprietary Information If an Offeror does not desire certain proprietary information in their response disclosed, the Offeror is required to identify all proprietary information in the response, which identification shall be submitted concurrently with the response. If the Offeror fails to identify proprietary information, they agree by submission of their response that those sections shall be deemed nonproprietary and may be made available upon public request after a contract award. 5. Term of Contract The contract will initially be for twenty-four (24) months, but the term may be extended for an additional one (1) year. Any firm selected must be willing to accept a Modified AIA contract. The contract will require that the respondent provide appropriate State and Local certifications/licensing and Housing Authority Insurance requirements. Construction contracts awarded by Public Housing Agencies (PHAs) require the use of Form HUD-5370 (01/31/14): General Conditions of the Contract for Construction Public Housing Programs. This form is used by Housing Authorities in solicitations to provide necessary contract clauses and must be included in all specifications. 6. The Authority Reserves the Right to: 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. c. Reject any and all responses and waive any irregularities. 7. 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.
III. SELECTION PROCESS AND CRITERIA A. The Authority will appoint a selection committee and it will make its selection based upon the demonstrated competence, experience, knowledge and qualifications of the firms and the proposed price for the service. B. The grading of the Offeror s will be based on points. A team of Authority staff will conduct the initial review and scoring. All Offeror(s) receiving an initial overall point score of seventy five (75) will be forwarded to the Chief Executive Officer for final review, rating and ranking. The two Offerors with the highest overall point score will be chosen for contracts. C. The Authority reserves the right to make those decisions after its receipt of responses, and the Authority s decision on these matters is final. D. The Authority will evaluate only those firms meeting the minimum qualifications. The evaluation will be based on the following criteria: 1. Availability: 10 points Please explain what steps will be taken to minimize potential problems in the areas of availability for meetings, general communications, coordination, supervision and expenses. 2. Past Performance on Similar Projects: 30 points Please list your organization's previous experience in building modernization projects, primarily affordable, multi-family residential buildings. Points will be awarded based on past performance in terms of cost control, quality of work and compliance with performance schedules. On each project, briefly state the scope, construction cost, completion date, owner, owner's contact person and telephone number. The response should demonstrate knowledge of local building codes. 3. Past Performance with the Authority or other Housing Authorities: 30 points Please list your organization s previous experience on projects with the Authority or other housing authorities. Points will be awarded based on knowledge of HUD standards, requirements and previous experience with same. For each project briefly state the scope, construction cost, completion date, contact person and phone number. 4. Management Plan and/or Approach: 10 points If your firm is selected to provide architectural services, describe your approach to managing projects, including the role that the Authority will play. Explain the roles that consultants might play and your methods of coordination, communication and control. 5. Key Personnel: 20 points Points will be awarded based on evidence of your firm s ability to perform the work as indicated by profiles of the principal s and staff s professional and technical competence, and experience, firms must identify LEED-certified staff who will be
assigned to the project. Provide evidence that the architect is currently registered in the State. Include a certification that the architect or firm is not debarred, suspended or otherwise prohibited from professional practice by any federal, state or local agency. 6. Resident Owned Business (ROB) or Section 3 business (5 Bonus Points) Provide previous record of employing Section 3 residents/businesses, Minority Business Enterprises and Women s Business Enterprises. Total of 100 points plus ROB Bonus Points Total of 105 points IV. STATEMENT OF QUALIFICATIONS A statement of qualifications shall be completed by the Offerors for this RFQ. The statement shall include the following: 1. Name and location of the Offeror 2. List principal name, title and telephone or e-mail address. 3. List personnel by name and discipline to be used on the proposed project. 4. Provide a brief resume of key persons, specialists and individual consultants anticipated to work on this project and include: a. Name and title b. Project assignment c. Level of experience d. Other relevant experience and qualifications 5. List examples of similar projects successfully performed by your firm and provide the following: a. Project name and location b. Nature of firm s responsibility c. Contact information of client d. Size and cost of project V. ADDITIONAL SUBMISSION REQUIREMENTS 1. Describe how your firm is uniquely qualified to provide services on this project. a. Provide the professional experience of your firm in relation to the work to be performed 2. Provide any other qualifications that will establish why your firm should be chosen. SUBMISSIONS RECEIVED AFTER 2:00 PM PST, Wednesday, October 31, 2012 WILL NOT BE CONSIDERED