NOTICE TO BIDDERS. HAWS reserves the right to accept or reject any or all submissions, to waive informalities as deemed in its best interest.

Transcription

1 1 SOLICITATION FOR MASTER PLANNING SERVICES September 15, 2008 NOTICE TO BIDDERS The Housing Authority of the City of Winston-Salem (hereinafter called HAWS ) is soliciting Request for Qualifications (RFQ) from candidates to provide Master Planning Services for approximately 130 acres in an area of northeast Winston-Salem, North Carolina. Qualification packages must be received by HAWS no later than November 6, 2008 at 3:00 p.m. local time at the following address: Housing Authority of the City of Winston-Salem, 500 W. 4 th Street, Suite 300, Attention: Procurement Department-Ground Floor, Winston-Salem, NC QUALIFICATION PACKAGES WILL NOT BE ACCEPTED AFTER THIS DEADLINE. RFQ packages may be obtained upon request by contacting Tangela Moses-Malloy, Director of Procurement, Housing Authority of the City of Winston-Salem, 500 W. 4 th Street, Suite 300-Attention : Procurement Department, Winston-Salem, NC (tmalloy@haws.org, tangelamalloy@yahoo.com & Fax ) or downloaded from the HAWS website at Additional requirements pertaining to the submission package are detailed in the RFQ. HAWS reserves the right to accept or reject any or all submissions, to waive informalities as deemed in its best interest. All questions regarding the request for qualification should be submitted in writing to the attention of Tangela Moses-Malloy, Director of Procurement, Housing Authority of the City of Winston-Salem, 500 W. 4 th Street, Suite 300, Winston-Salem, North Carolina No oral interpretations will be given to any offeror as to the meaning or intent of the documents or be effective to modify any of the provisions of the documents. Submission packages in response to this RFQ shall not be withdrawn for a period of sixty (60) days subsequent to the submission of offers, without the prior written consent of HAWS. The successful candidate shall be required to possess all applicable licenses and certifications. HAWS prohibits discrimination in any manner on the basis of race, color, creed, national origin, sex, age, or disability and will pursue an affirmative policy of fostering, promoting and conducting business with minority owned enterprises. ***SECTION 3/MWBE CONSULTING FIRMS ARE ENCOURAGED TO BID*** HOUSING AUTHORITY OF THE CITY OF WINSTON-SALEM BY: MR. LARRY WOODS TITLE: CHIEF EXECUTIVE OFFICER SEPTEMBER 8, 2008

2 2 1. SOLICITATION AND DESCRIPTION: Housing Authority of Winston-Salem REQUEST FOR QUALIFICATIONS (RFQ) MASTER PLANNING SERVICES HAWS SOLICITATION COVER SHEET A. [ ] INVITATION FOR BID (IFB) [ ] REQUEST FOR PROPOSALS (RFP) [X] REQUEST FOR QUALIFICATIONS B. SOLICITATION NUMBER:_HAWS DATE ISSUED:_September 15, 2008 C. PROJECT NAME: Master Planning Services D. DESCRIPTION OF SUPPLIES/SERVICE/CONSTRUCTION: This Request for Qualifications (RFQ) is offered to solicit qualifications from individuals/firms to provide Master Planning Services for the Housing Authority of the City of Winston-Salem. E. PROPOSALS ARE DUE NO LATER THAN: 3:00 p.m._ (local time) ON: _November 6, 2008 _ (date) AT THE FOLLOWING LOCATION: Housing Authority of the City of Winston-Salem Procurement Department-Ground Floor 500 W. 4 th Street, Suite 300, Winston-Salem, NC F. FOR INFORMATION CONTACT: Tangela Moses-Malloy tmalloy@haws.org 2. OFFER (Offeror shall complete the following): A. DISCOUNT FOR PROMPT PAYMENT: % DAYS B. ACKNOWLEDGEMENT OF SOLICITATION AMENDMENTS NUMBER(S) DATE (S) C. NAME, ADDRESS, AND PHONE NUMBER OF BIDDER/OFFEROR:

3 3 NAME, TITLE, AND SIGNATURE OF PERSON AUTHORIZED TO SIGN BID/OFFER: (Type or Printed Name and Title) (Signature) DATE OF OFFER: By submission of a proposal, the vendor agrees, if its proposal is accepted, to enter into a contract with the Housing Authority of the City of Winston-Salem to complete all work, as specified or indicated in the contract document for the contract price within the contract time indicated in the attached RFQ. Proposals should be prepared in accordance with the attached instructions, and will be evaluated by the Housing Authority of the City of Winston-Salem as stated in the evaluation factors for the award of the RFQ. The responsibility for submitting a response to this RFQ at the Housing Authority of the City of Winston-Salem on or before the stated time and date will be strictly and solely the responsibility of the respondent.

4 4 Table of Contents A. INTRODUCTION B. SUMMARY OF PROJECT, OBJECTIVES AND SCOPE OF WORK C. SUBMISSION REQUIREMENTS 1. Letter of Interest 2. Description of the Design and Master Planning Experience and Qualifications a. Profile of the Firm b. Team Description c. Profile of Team Members 3. Proposed Timeline and Activities for the Development of the Master Plan 4. Other Attachments D. EVALUATION CRITERIA E. SELECTION PROCESS AND SCHEDULE 1. Selection Process 2. Procurement Schedule 3. Response Due Date 4. Committee to Evaluate the Proposal 5. HAWS Procurement Policy F. GENERAL INFORMATION 1. Interpretation 2. The Authority s Options 3. No Claim Against the Authority 4. Personnel 5. Contact with the Authority s Staff, Board Members, and Residents 6. Contract Form and Issues 7. Rules, Regulations, and Licensing Requirements 8. Equal Opportunity Employment

5 5 MASTER PLANNING SERVICES A. Introduction The Housing Authority of the City of Winston-Salem, herein after referred to as the Authority is a public body corporate and politic, organized and existing under the laws of the State of North Carolina. The Authority currently owns and operates seven (7) public housing developments with 1,085 units, administers 4,223 Section 8 Housing Choice Vouchers, manages six (6) market rate developments with 438 units, participates in the oversight of six (6) mixed financed rental developments with 614 units and is in the process of completing the homeownership phases of two (2) Hope VI grants. The Authority is expanding its role in development activities in the City of Winston-Salem by developing affordable and market rate housing, a variety of rental and homeownership opportunities, commercial office and retail space, in both single-purpose and mixed-use development environments. B. Summary of Project, Objectives and Scope of Work The Authority is seeking qualified candidates to design and master plan an area of northeast Winston-Salem where it owns a high rise building, an administration office building, a large multi-family development, manages another multi-family development which the Authority will own upon payment of the certificate of participation bonds issued by the City of Winston- Salem and has down payments on twenty-five (25) single family lots. The area to be reviewed for this master planning process consists of approximately 130 acres and the boundaries are from Highland Avenue to File Street along Martin Luther King Jr. Drive (west to east) and from Martin Luther King Jr. Drive to Twenty-first Street (south to north), as highlighted in yellow in Attachment A. The Authority has site control for approximately 30 acres, as highlighted in green in Attachment B. Some of the objectives of the master plan process are: 1. Design a new neighborhood, where mixes of individuals and families with various incomes, ages, races, ethnicities, and abilities, including the elderly and disabled, choose to live. The Authority is expecting a master plan which considers: a. A mix of housing types, sizes and styles, including options for affordable and market-rate rental and homeownership opportunities; b. A pedestrian-friendly and bike-friendly environment; c. Green space and community space; d. Retail and commercial uses; and e. Creative ideas to enhance the area in general. 2. Consistency with the Legacy Comprehensive Plan and the East/Northeast Area Plan adopted by the City of Winston-Salem, which can be found online at The master plan also needs to be complementary to and supportive of the Liberty Street Corridor Plan that has been funded for improvements by the City Council and is being promoted for revitalization by the Liberty CDC. 3. Development of a coherent vision and linkages to the surrounding area with input from the Authority, the residents of the area, the City of Winston-Salem, other developers working in or close to the area and other stakeholders.

6 6 4. Describe and quantify the potential impact that can be achieved through carefully developing this area in terms of jobs, tax base and social benefits. 5. Assemble a detailed design and plan including the identification of potential funding resources and tools to attract commercial and residential buyers and tenants that can be utilized for area growth and development. This design and plan is to be ready for implementation. The Authority may, at its option, want a threedimensional scaled model to demonstrate the completed redevelopment. The scope of work will include, but not be limited to, the following activities: 1. Conducting visioning sessions with the Authority and other stakeholders; 2. Regular community meeting, briefings and/or design charettes, in accessible locations and adequate notifications, to ascertain and coordinate stakeholder input; 3. Preparation of a land use assessment, including, but not limited to a zoning analysis, existing vs. permitted uses analysis, a detailed property inventory, an ownership and usage patterns analysis, and an assessment of the structural viability of the existing buildings with the redevelopment area; 4. Identification of traffic patterns and related environmental factors topography, sidewalks/walkways/bike paths, road connectivity, vehicular counts, proposed public improvements, safety (crime statistics), etc.; 5. Preparation of a preliminary opportunity and constraint analysis with solutions; 6. Preparation of a detailed market analysis of the study area, including, but not limited to, a population demographic analysis; supply/demand analysis of retail, services operations, rental housing, for-sale housing and office, light industrial, research; sources of funding; amounts of funding expected from each type/participant; etc.; 7. Identification and graphic representation of required infrastructure/public improvements; 8. Preparation and presentation of a completed, comprehensive master plan including the design features; and 9. Any other activities, with approval, to complete the master plan which upon completion will be ready for implementation. The master plan is to include a report document with graphics to establish development goals, benefits, directions and implementation strategies. Planning criteria will consist of land use, transportation, environmental, utilities, landscape and design guidelines and recommendations etc. The development of the master plan is expected to take place over an 18 to 24 month period, beginning in the fourth quarter of C. Submission Requirements A fee schedule is not being requested at this stage. Selection will be based on qualifications. Once a selection is made, the Authority will enter into contract and fee negotiations with the selected firm. If the selected firm and the Authority fail to reach an agreement, then the Authority will proceed with contract and fee negotiations with the second most qualified firm, etc. The Authority reserves the right to reject all submissions.

7 7 The following items are to provide guidance to what the qualification-based proposal should contain and how it should be organized. This list is not intended to be all-inclusive. The package must demonstrate the ability to accomplish the objectives and the scope of work as stated above. All submissions should be in the order described below and placed in threering binders with tabs clearly identifying each section. Offerors must provide one (1) orginal clearly marked Original and seven (7) copies are required, each of which should be clearly marked Copy. 1. Letter of Interest At the beginning of the proposal, the firm must provide a letter of interest listing the firm, team members and identifying the primary contact person. The letter must be signed by an authorized principal of the firm and include a statement that the proposal will remain valid for not less than one hundred eighty (180) calendar days from the due date. 2. Description of the Design and Master Planning Experience and Qualifications a. Profile of the Firm i. Provide an overview of the firm s experience in the master planning process of a mixed-income, mixed-use, mixed-financed developments in an urban setting at least the size of the area as outlined in Attachment A; Demonstrate the firm s experience and ability to be visionary, innovative and creative particularly in a distressed inner city urban area; Provide firm s approach to master planning and redevelopment of inner city urban areas; Provide the firm s knowledge and experience in developing multiple funding sources for development; ii. iii. iv. Name of firm and proposed role; Main address, telephone number, fax number and address of the firm; Contact person, title, telephone number, fax number and address; v. Description of the size, number of employees and the current workload of the firm; vi. vii. viii. ix. Provide five (5) examples of previous master planning projects evidencing the firm s experience with successful design and master plans involving mixed-income, mixed-use, mixed-financed developments in an urban setting at least the size of the area as outlined in Attachment A; Provide three (3) examples of successful master planning designs particularly those which use federal, state or local subsidy; specify the number of units, the unit size mix, the income groups served and the cost of each project; List any recent master planning projects designed for/completed in cooperation with a public entity; List of not less than five (5) references; the references should be familiar enough with the projects listed above to comment on the process, costs and schedule; include name, title, organization

8 8 name, telephone number, fax number, address and the name of the development with which the reference is familiar; authorization for the Authority to verify references must be included. x. Listing of any previous or current litigation resulting from services rendered. b. Team Description: Provide general information on the design and master planning team, including, but not limited to, the following: i. Address, telephone number, fax number and address of the office from which services will be provided, (if different from above); ii. iii. iv. Identify the individual who will serve as the project manager for the firm and will direct and coordinate the activities of this design and master planning process; List the members of the team and the roles of each; all members should be identified, indicating their specialization(s) and specific contribution to the team; Provide a brief narrative description of previous collaboration among some or all of the team members; v. Evidence that the team members are properly licensed and covered by Errors and Omissions insurance. c. Profiles of the Team Members: i. For each team member, provide an overview of his/her experience in contributing to the design and master planning process involving mixed-income, mixed-use, mixed-financed developments in an urban setting at least the size of the area as outlined in Attachment A; Demonstrate each team member s experience and ability to be visionary, innovative and creative particularly in a distressed inner city urban area; Provide each team member s approach to master planning and redevelopment of inner city urban areas; Provide each team member s knowledge and experience in developing multiple funding sources for development; ii. Provide three (3) examples of projects evidencing this experience. 3. Proposed Timeline and Activities for the Development of the Master Plan. 4. Other Attachments At the end of the submission, other promotional materials or work products that would demonstrate experience and qualifications may be attached. D. Evaluation Criteria Price will NOT be considered in the selection process, however, the Authority reserves the right to terminate negotiations with the selected firm and proceed to another firm should fee negotiations fail. Selections of firms/teams will be based on

9 9 the entirety of the information submitted, including references. The Authority reserves the right to award projects in a manner that is in the best interest of the Authority and may combine, divide, add to, or reduce the scope of work to benefit the Authority. Selection of a firm will be made through a two step process. All firms will be evaluated based on the criteria listed below. The process will include a written evaluation and an oral interview for the highest rated firms to be done by an evaluation committee. This review process could result in the need for additional information not requested in this document and a need to do a site visit of completed projects for a more complete picture of a firm s ability to meet the needs of the Authority. The following evaluation factors will be used for selection. Each firm will have a total possible score of 100 points. 1. Vision, Innovation and Creativity (40 Points) a. Approach to master planning and redevelopment in distressed inner city areas; b. Evidence of vision, innovation and creativity used in transforming inner city areas. 2. Qualifications and Experience of the Firm (10 Points) a. Experience with design and master planning of a mixed-income, mixed-use developments in an urban setting (housing, commercial, retail, public space, etc.); b. Experience with unifying a mix of architectural styles and building types c. Evidence of firm s knowledge and experience in developing multiple funding sources for development. 3. Experience of Team Members (20 Points) a. Evidence of team members design and master planning experience involving mixed-income, mixed-use developments in an urban setting; b. Evidence of team members experience with the design of high quality multifamily, single-family housing, particularly in affordable markets as well as retail, commercial, etc.; c. Evidence of each team member s knowledge and experience in developing multiple funding sources for development; d. Evidence of project manager s and/or team leader s participation on projects of similar size and scope; e. Experience with a public owner/client. 4. Capacity of the Team (15 Points) a. Evidence of sufficient qualified staff to complete the project requirements; b. Evidence of ability to meet proposed schedule; c. Evidence of compliance with all requirements of the RFQ; d. Evidence of quality performance within a project schedule and budget. 5. Quality of References (15 Points) a. Strength and favorability of recommendations; b. Relevance and credibility of sources.

10 10 E. Selection Process and Schedule 1. Selection Process The purpose of this RFQ is to solicit meaningful proposals so that the Authority may select, from a range of proposals, one that best meets its needs and requirements. The Authority urges all interested Master Planners to carefully review the requirements of this RFQ. Written proposals containing the requested information will serve as the primary basis for final selection. The Authority reserves the right to conduct negotiations with one or more Offerors, if in the sole opinion of the Authority, that method will provide the greatest benefit to the Authority. All proposals will be initially reviewed to determined compliance with the submission requirements specified in this RFQ. Proposals that do not comply with these requirements may be rejected without further review. 2. Procurement Schedule Procurement Activity Date Issue Solicitation for RFQ September 15, 2008 Final Day to Submit Written Questions October 17, 2008 Proposals Due November 6, 2008 Evaluation of Written Proposals November 10, 2008 Review of ratings to determine short list of candidates November 17, 2008 Notify Short List Candidates of Oral Interviews November 24, 2008 Conduct Oral Interviews of Short List Candidates December 15, 2008 Final Evaluation of Selected Short List Candidates for Site Visits January 5, 2009 Recommendation of Selected Firms to Executive Director January 12, 2009 Request Board Approval of Selected Firm February 10, 2009 Negotiate Contract February 17, 2009 Submission of Contract to HUD for Approval February 23, 2009 Execute Contract and Issue Notice to Proceed March 9, Response Due Date Proposals submitted in response to this solicitation will be accepted until 3:00 p.m. (EST) on November 6, Offerors must provide one (1) unbound original clearly marked Original and seven (7) copies, each of which should be clearly marked Copy. The required submission must be placed in envelopes or boxes marked Request for Qualifications-Master Planning Services and delivered to: Housing Authority of the City of Winston-Salem Tangela M. Malloy, Director of Procurement Attention: Procurement Department-Ground Floor 500 W. 4 th Street-Suite 300 Winston-Salem, North Carolina The submission deadline is firm as to date and hour. An Offeror may select any mode of delivery. However, fax or ed submissions will not be accepted.

11 11 4. Committee to Evaluate the Proposals In accordance with 24 CFR Part 85, a Committee has been established that will be responsible for overseeing the procurement process and making a selection recommendation to the Authority s Executive Director and Board of Commissioners. The Committee will determine which proposals are competitive based on the established evaluation criteria and point system. The Authority s Board of Commissioners will determine whether to accept or reject the final selection made by the Committee. The Committee may consider unacceptable any proposal for which critical information is lacking or whose submission represents a major deviation from the requirements of this RFQ. Minor omissions, such as incomplete references, may, at the sole option and discretion of the Authority, be corrected subsequent to the submission due date. 5. The Authority s Procurement Policy The Authority may reject any or all proposals that are determined not to be in the Authority s best interests. In addition, the Authority reserves the right to waive any informalities or minor irregularities if it serves the parties best interest to do so. The Authority will select an Offeror based on the evaluation criteria, subject to the negotiation of fair and reasonable compensation. F. General Information 1. Interpretation The intent of this RFQ is to establish the general specifications for the professional services needed and to provide prospective Offerors with sufficient information to enable them to provide an acceptable response to this RFQ. Every effort has been made to outline requirements and to provide information in a format that is clear and concise. Nevertheless, questions may arise, or additional information may be needed. Questions and inquiries regarding this RFQ may only be submitted in writing (via post, , or fax) and should refer to the specific paragraph in question. All inquiries must be received no later than the date specified in Section E.2. Inquiries must be submitted to: Tangela M. Malloy, Director of Procurement Attention: Procurement Department-Ground Floor Housing Authority of the City of Winston-Salem 500 W. 4 th Street, Suite 300 Winston-Salem, NC (336) (fax) tmalloy@haws.org ( ) Responses to inquiries will be provided in writing and will be on file and available for inspection at the Authority s office. 2. The Authority s Options The Authority reserves the right to at any time, in its sole discretion and for any reason, to do any of the following:

12 12 Waive or correct any immaterial defect or technical error in any response, proposal or proposal procedure, as part of the RFQ or any subsequent negotiation process; Reject, in whole or in part, any and all proposals received in response to this RFQ which are incomplete and/or non-responsive; Request that certain or all Offerors to this RFQ supplement or modify certain aspects of the information or proposals submitted; Cancel this RFQ and/or reissue a request for qualifications; Procure any service by any other means legally permitted; Modify the selection procedure, the scope of the proposed project or the required responses; and Extend deadlines for accepting proposals, request amendments to proposals after expiration deadlines, or negotiate or approve final agreements. All Offerors shall comply with the conditions, requirements and specifications contained herein. Any departure shall constitute sufficient cause for rejection of the proposal at the Authority s discretion. No award will be made to any Offeror that is determined not responsible to perform or if suspended, debarred, or otherwise determined ineligible to receive an award by HUD in accordance with 24 CFR Part 24. Prior to award, the Authority will review the proposed Offeror s ability to perform the contract successfully, considering such factors as the Offeror s integrity (including a review of the List of Parties Excluded from Federal Procurement and Non Procurement Programs published by the General Services Administration), compliance with public policy, record of past performance (including contacting the Offeror s previous clients), and financial and technical resources. The Authority will accept only one proposal from each Offeror. However, sub-consultants may participate as members of more than one Offeror s development team. 3. No Claim Against the Authority An Offeror shall not obtain, by submitting a proposal in response to this RFQ, any claim against the Authority or Authority s property by reason of all or any part of the following: any aspect of this RFQ; the selection process; the rejection of any or all offers; the acceptance of any offer; entering into any agreements or the failure to enter into any agreements; any statement, representations, acts or omissions of the Authority or any person or entity acting on its behalf; the exercise of any discretion set forth in or concerning any of the foregoing; and any other matters arising out of the foregoing. The Offeror will be responsible for all costs incurred in preparing a response to this RFQ. All material and documents submitted by Offeror will become the property of the Authority and will not be returned. 4. Personnel In submitting a proposal, the Offeror is representing that the personnel described in their proposal shall be available to perform the services described, barring illness, accident or other unforeseeable events of a similar nature in which cases the Offeror will be allowed to provide a qualified replacement suitable to the Authority. Furthermore, all personnel shall be considered to be, at all times, the sole employees of the Offeror under its sole direction and not employees or agents of the Housing Authority of Winston-Salem.

13 13 5. Contact with the Authority Staff, Board Members and Residents All communications with the Authority shall be in writing to: Tangela M. Malloy, Director of Procurement Housing Authority of the City of Winston-Salem 500 W. 4 th Street, Suite 300 Winston-Salem, NC (336) ext. 219 (phone) (336) (fax) tmalloy@haws.org ( ) Beyond the above referenced written communications, Offerors and their representatives may not make any other form of contact with the Authority s Staff, Board Members or Residents. Any improper contact by or on behalf of an Offeror may be grounds for disqualification. 6. Contract Form and Issues This RFQ will lead to a contract for services, the exact terms of which will be negotiated between the Authority and the successful Offeror. No contractual rights shall arise out of the process of negotiation until such time as the Authority and the selected Offeror have signed an agreement. Work under the agreement shall commence immediately upon execution. HUD must approve the Offeror agreement prior to execution. 7. Rules, Regulations and Licensing Requirements The Offeror, their staff and agents shall comply with all laws, ordinances and regulations applicable to the services specified herein, especially those applicable to conflict of interest. Offerors are presumed to be familiar with all Federal, State and Local Laws, Ordinances, Codes, Rules and Regulations that may in any way affect the services to be provided. 8. Equal Opportunity Employer Offerors agree that there will be no discrimination as to race, gender, religion, color, age, creed or national origin in regard to obligations, work and services performed under the terms of any contract ensuing from this RFQ. Offerors must also agree to comply with Executive Order entitled Equal Employment Opportunity as amended by Executive Order 11375, as supplemented by the Department of Labor Regulations (41 CFR Part 60). END OF TEXT