REQUEST FOR ARCHITECTURAL SERVICES (RFS)

Transcription

1 REQUEST FOR ARCHITECTURAL SERVICES (RFS) For the Development of three parcels into affordable housing: Highland Ave Site, 9 Manahan Street in Chelmsford and 173 Carlisle Rd. in Westford CHOICE Inc., an instrumentality of the Chelmsford Housing Authority Date: January 27, 2010 Modified (please see highlighted changes. The unit size of 173 Carlisle Rd has changed and the Design Fee has been increased to include engineering services.) Invitation: CHOICE Inc, an instrumentality of the Chelmsford Housing Authority (the CHA) is seeking the services of a qualified Designer within the meaning of M.G.L.c.7 to provide professional design and construction administration services for three sites: Highland Ave lot 38 a proposed five unit development of affordable family housing, 9 Manahan Street a proposed eight unit efficiency development for veterans, and 173 Carlilse Road in Westford a proposed five unit development for veterans consisting of renovation. A total of $225,030 in Design Fee for Basic Services is anticipated for the three sites, with a total construction cost of approximately $2,800,000. The preliminary construction budgets for these sites are as follows: 1) Highland Avenue, lot 38, Chelmsford, MA: estimated construction is $1,025,000 and the Design Fee for Basic Services is $86,750. 2) 9 Manahan Street, Chelmsford, MA: estimated construction is $893,000 and the Design Fee for Basic Services is $74,440. 3) 173 Carlisle Road : estimated construction is $881,340 and the Design Fee for Basic Services is $63,840. The Designer must agree to contract with minority and women-owned businesses as certified by the State Office of Minority and Women Business Assistance (SOMWBA). The amount of participation for such enterprises shall be not less than (10%) of the contract price of which at least seven (7%) will be for minority business enterprises and three (3%) percent reserved for women-owned business enterprises CHOICE will hold a site visit on Wednesday, February 17 at 9:00 am. at Highland Ave., 9:45 at Manahan Street, and 10:30 at Carlisle Road in Westford. After the site visit, at 11:30, there will be a meeting to address any questions at CHOICE s main office located at the Chelmsford Housing Authority, 10 Wilson Street, Chelmsford, MA All potential applicants are encouraged to attend. For additional information on minimum Designer qualifications see Section G. in this RFS. Proposals shall be mailed or delivered to the CHOICE office by 4pm on Wednesday, February 24. The address is: CHOICE, Inc, Page 1 of 10

2 c/o Chelmsford Housing Authority, 10 Wilson Street Chelmsford, MA Attention: Connie Donahue-Comtois, Executive Director Proposals must be received no later than the date and time specified above. For additional information call or Lynn Peterson, Development Consultant at x11 or A. Background: CHOICE is interested in creating housing options for diverse people with diverse needs. The three projects in this RFS are all supportive permanent housing. One building is targeted to homeless families, while the other two are targeted to veterans. The initial phases of the Architect s contract through Schematics will be funded from sources controlled by CHOICE. Additional funding is being sought for the remaining phases of the contract. Highland Ave.: CHOICE owns a.45 acre site at the intersection of Princeton Street and Highland Avenue in North Chelmsford (see map). Five units of housing are proposed to be constructed as shown in the attached plans prepared by H-Star Engineering and Fine Associates Architecture. A comprehensive permit (40B) has already been obtained for the project. The proposed financing of the project includes funding from the Massachusetts Housing Partnership (MHP) through its Neighborhood Rental Initiative program and the Massachusetts Department of Housing and Community Development (DHCD) through its affordable housing development programs. The project will also be subject to the Section 8 Program under Section 8 of the U.S. Housing Act of Manahan Street, Chelmsford CHOICE has a purchase and sales agreement for 9 Manahan Street, a.4 acre site in Chelmsford. The current building was damaged by a fire and will be demolished. Eight units of efficiency housing will be constructed. Each of the two floors will contain four units that have a kitchenette and bathroom, and a shared kitchen and living area. The zoning anticipated is educational use. The units will be secured with project based Section 8 VASH vouchers, which are targeted to veterans. Each tenant will participate in education and training and other social services, according to their individual life plan. Proposed financing for the project includes local community preservation act funds, state funding through DHCD, and Massachusetts Housing Partnership. 173 Carlisle Road, Westford CHOICE is negotiating with the owner of this property, a non conforming use in a single family district. The proposal is to convert this two story structure into five townhouse units, each with two bedrooms. Westford has a flexible zoning by-law and a local attorney is working on zoning. Page 2 of 10

3 Since the lot is large, we are exploring a second building on the site. This would be a four unit building. Hancock Engineering is determining the septic capacity of the site to establish whether or not a second building can be constructed. A second building will not be constructed at this site. Selection: CHOICE will select an architect based on the recommendation of the CHOICE Designer Selection Committee in compliance with the Commonwealth s Chapter 7 designer selection requirements. The project will be bid under the Commonwealth s Chapter 149 bidding requirements. The Housing Authority has retained the services of a Development Consultant that will represent the interests of CHOICE and the Housing Authority in managing the design and development of the housing and securing the necessary funding needed to complete the project. B. Project Goals and General Scope: Highland Ave., Chelmsford (corner of Princeton Street, lot 38) The goal of this project is to design 5 units of affordable family housing that is configured to meet CHOICE s requirements for unit types, finishes and architectural design. An accessible unit may be required. The scope of the design services required under this contract include the preparation of detailed building designs based on Chelmsford s current buildings code; detailed site plans that address all layout, access, circulation, parking, topographical, septic and utility service, and landscaping requirements; and assistance in obtaining any permits, approvals and variances that may be required by state and local authorities. Engineering services will be coordinated by the architect. At the time that CHOICE acquired the property, an approved chapter 40B permit with accompanying schematic design was already in place. The project received a one year extension on the permit. The design program must continue to remain compliant with the existing 40B permit. 9 Manahan Street, Chelmsford The goal of this project is to design an 8 unit building to be constructed on this site. The house that currently sits there was fire damaged and will be demolished. The eight units will be efficiency units, four per floor, with a common kitchen, dining/living area per floor. The target population is veterans. At least one accessible unit will be developed on the first floor. CHOICE has a purchase and sales agreement to acquire this property. It is assumed that the zoning will be educational use. The design program will be based on site plans, schematic plans and preliminary specifications prepared by Mostue & Associates and the Women s Institute for Housing and Economic Development s feasibility analysis of the site. 173 Carlisle Rd., Westford The goal of this project is to convert an existing building into five townhouse-style two bedroom apartments for families, with a preference for veterans. This site will be developed under the town of Westford s flexible zoning by law. Page 3 of 10

4 CHOICE is currently exploring the possibility of constructing a four-unit building on the site. Hancock Engineering is conducting tests on the septic to determine the capacity of the site to handle more units. The design program will be based on site plans, schematic plans and preliminary specifications prepared by Mostue & Associates and the Women s Institute for Housing and Economic Development s feasibility analysis of the site. SCOPE OF WORK In general, the scope of design services under this contract will include, but is not necessarily limited to, the following tasks: 1. For Highland Ave., - Based on the programmatic needs of the project, review preliminary existing unit and site layout designs with CHOICE and Development Consultant, and revise and reconfigure as needed within limits of the existing 40B permit. For the Manahan and Carlisle Rd. site, utilize preliminary site plans prepared by Mostue and Associates. 2. Review land surveys of the site that defines the boundaries of the parcel to be developed. Determine additional studies of the site, if any, are needed. 3. Review, and if necessary and feasible, adjust the buildings on the site with proper regard to pedestrian, vehicular, handicap and service access, circulation, topography, utilities, drainage, septic system, easements, views, screening and buffering, neighborhood context and other environmental considerations. 4. Identify an additional necessary local approvals required by the project and assist the owner in obtaining those approvals. 5. Cost-saving, green design options and trade-offs in materials, systems and design should be identified early in the design process and evaluated in terms of life cycle costs. 6. Provide building code review, including review of MAAB and Section 504 requirements. 7. Participate in meetings related to zoning and permitting, if necessary. Note: 40B permit is already approved on Highland Ave. Carlisle Road property in Westford will require a zoning use change under their Flexible Zoning by law. 8. Prepare detailed drawings and specifications of the buildings and all required documentation for the state funding applications. 9. Identify and coordinate all engineering services. Oversee work of engineers to develop costeffective and energy efficient plans for upgrading and replacement of building systems, as needed. 10. Develop 100% complete construction bid documents and drawings. 11. Prepare all necessary bidding documents for solicitation of competitive sealed proposals through a request-for-proposal (RFS) process as outlined in M.G.L c.149, with modification as required by private and public financing sources 12. Conduct detailed review of bid responses and participate in the contractor selection process. Page 4 of 10

5 13. Coordinate value engineering process on behalf of the owner. 14. Oversee construction process, including review and approval of change orders, responding to requests for information from the general contractor, submission of materials for requisitions, weekly reports to owner and periodic reports to funders. 15. Provide construction administration services. CHOICE is not anticipating hiring a clerk of the works, and therefore will rely on the architect to provide sufficient construction oversight. 16. Provide architectural services necessary to obtain certificate of occupancy and closing on permanent financing. The building design developed under this RFS will ultimately become the property of CHOICE. The Architect will be required to make the required drawing submissions in hard-copy form as well as electronically in a format compatible with AutoCAD (latest release). C. Work Included/not included in Basic Services: Unless specifically excluded, the Designer s Basic Services consist of the tasks described in this RFS including all investigative work, design work, preparation of construction documents, bidding, and construction administration, and other related work reasonably inferred in the opinion of CHOICE as being necessary to meet the project s stated scope and goals. Basic Services specifically include (but are not limited to) the following items listed below or as extra services and shall be performed during the phases specified in Section D: 1. Cost Estimating. Detailed construction cost estimates as required in Section D of this RFS, whether done by the Designer or a sub-consultant or subcontractor to the Designer, are part of Basic Services. Where project cost estimates generated during the design process exceed the approved construction budget listed in the contract, it is the responsibility of the Designer, as part of Basic Services, to research and propose ways to reduce such costs. 2. Existing Conditions. Documentation of existing conditions is a Basic Service. 3. Record Drawings. The Designer is responsible for the drafting and printing of Record Drawings, based on information supplied by the construction contractor. The cost of printing the reproducible copy for the Authority is a reimbursable expense. 4. Project Representative (clerk of the works). It is not anticipated that a clerk of the works will be hired for this project. Instead, the Designer will provide an enhanced construction administration role. 5. Revisions and Re-submissions of Non-Approved work. CHOICE and its Development Consultant will review and approve all formal Designer submissions required by Section D of the RFS. Work that in the written opinion of the CHOICE is found to be Not Approved shall be revised and resubmitted at no additional cost. Such submission approvals will not be withheld unreasonably. 6. Architect, Landscape Architect and Engineering Services. Unless specifically stated otherwise, all architecture and landscape architecture as well as all civil, structural, electrical, plumbing and mechanical engineering services incidental and required to fulfill the project goals and general scope as described herein are included as Basic Services. Page 5 of 10

6 7. Surveys, 21E environmental assessments and testing. The costs of detailed surveys including ALTA requirements, 21 E Environmental Assessments, geotechnical and other testing are not included as Basic Services. Where surveys and other assessments or testing are required, however, the drafting of survey or other specifications, assistance in obtaining the services of a qualified surveyor, engineer or testing service, and the coordination of the surveyor's or other third party consultants work are considered part of Basic Services. D. Project Phases and Work Plan: Work under this RFS is divided into Project Phases Each Project Phase may consist of one or more required submissions, and may include site visits, meetings with the Authority, and others, or other tasks as described. 1. Pre Schematic Concept Phase A. Attend a Kick-Off meeting with Authority to review the project. Prior to the meeting the Designer shall: (1.) Thoroughly review the requirements of the RFS including scope and budget. (2.) Review existing documentation, visit the site and become familiar with existing conditions as they relate to the scope. (3.) Review available program information. (4.) Conduct a preliminary review of the codes and regulations relating to the project, including those related to proposed project financing. (5.) Formulate a general approach (or alternative approaches) to the design of the project for informal presentation and discussion at the Kick-Off meeting. (6.) Prepare a schedule for the project to be discussed and approved at the Kick-off meeting. B. Review the requirements of M.G.L c.149 and requirements of anticipated construction period financing. C. Work with Development Consultant to become familiar with existing site concept and make additions, enhancements and/or reconfigurations as needed. Existing site concept elements include the following: (1.) Site evaluation including: General description of the site Zoning requirements Location of major trees and other key site features Survey, testing and geotechnical requirements (test borings, ledge probes, percolation tests, etc.) Description of utility requirements Page 6 of 10

7 (2.) Sketches of potential site plans, building floor plans and elevations including an indication of outdoor living spaces, and storage. (4.) Proposed program and building dimensions with a calculation of the size of each space and the total size of the building design. (5.) Preliminary cost estimate. D. Prepare written recommendations for alternative heating systems, ventilation approaches, energy efficient design strategies, as well as opportunities for green or sustainable building design, with specific attention to Energy Star design and performance standards E. Meet with CHOICE as required resolving any outstanding site or building conceptual design questions or issues. 2. Schematic Design Phase: A. Prepare and submit a revised Schematic Design that includes schematic site, utility and building plans that meet the program requirements, a table with the plan areas and a preliminary cost estimate. B. Work with CHOICE to identify and secure remaining required local approvals. If requested, meet with local officials. C. Together with CHOICE, establish timelines for subsequent design and construction phases. 3. Design Development Phase: A. The purpose of this phase is to refine the design of any outstanding elements of the project prior to preparing the Construction Documents. This phase may be waived, or portions may be waived by CHOICE. 4. Construction Documents Phase: A. Prepare 100% contract documents suitable for bidding under M.G.L.c.149 and proposed construction period financing B. Interact with CHOICE in the review of the project plans, specifications and costs and respond to any funder and legal comments and requests. C. Prepare a final cost estimate 5. Bid Phase: A. Assist CHOICE with the coordination of the filed sub-bid and general contract bidding process for the project. B. Develop and distribute bid documents and addenda as necessary. C. Track the distribution of all bid documents. Page 7 of 10

8 D. Attend the bid openings, conduct a detailed review of the bid responses, and make recommendations regarding the construction contract. 6. Construction and Close out Phases: A. Administer the Owner Contractor Agreement in accordance with the Construction Contract Documents B. Hire a Project Representative C. Conduct the pre-construction conference and attend dispute conferences and other meetings when requested by the Authority. D. Respond to design and construction related requests for project lenders. E. Coordinate and observe tests required by the contract documents for construction. F. Approve samples, schedules, shop drawings and other submissions by the general contractor. G. Attend periodic job meetings at the Project to observe the quality and progress of the work and prepare written field reports including minutes of each job meeting. H. Recommend actions to be taken which may include rejection of work that fails to conform to the Owner-Contractor Contract. I. Review and recommend approval of the General Contractor s applications for payment. J. Prepare punch lists of incomplete or deficient work. K. Perform a substantial completion inspection. L. Issue the Certificate of Substantial Completion of Construction M. Administer the Owner-Contractor Contract until the expiration of the construction warranty period. E. Contract Requirements and Coordination: 1. The successful RFS applicant will be required to execute a Contract for Designer Services. 2. The successful RFS applicant will be required to submit a certificate of professional liability insurance indicating minimum coverage in the amount of $350,000. F. Payment Schedule: Upon completion of the Project Milestones listed below, CHOICE will make progress payments for Basic Services. Invoices for services may be made monthly during the Construction Administration phase of the work. Satisfactory completion of the Project Milestones will be indicated by written acceptance and approval by CHOICE. The amount of such progress payments are represented in the following schedule as a percentage of the Fee for Basic Services. The actual amount of each Page 8 of 10

9 payment shall be the cumulative percentage of the total Fee for Basic Services earned as of the last completed Project Milestone, reduced by the amount of any previous payments for Basic Services. Designer Fee Payment Schedule Value of each Milestone Project Milestone as a % of total fee Execution of Contract 5% 5% Schematic Design approval 15% 20% 100% Contract Drawings and 35% 55% Bidding/Contract Specification Award approval 5% 60% Cumulative % of total fee earned as of the completion of each Milestone Construction Administration 35% 95% Certificate of Final Completion 5% 100% Total 100% G. Minimum Qualifications: To be eligible for selection, the Designer must meet all the following qualifications: 1. Be a qualified Architecture, Engineering, or Landscape Architecture firm (within the meaning of M.G.L. Chapter 7, Section 38A½), with Massachusetts registration. 2. Be a firm employing a registered architect responsible for and being in control of the work under this contract. The project manager named for the project must be a registered architect. 3. Experience with designing affordable housing that meets the design requirements of Department of Housing and Community Development and is financed with DHCD private housing funding sources. 4. Be experienced in, or work with a sub-consultant experienced in small scale multi-family housing. (Note: to receive credit for this requirement, a list of past jobs meeting the criteria, must be included on the application. Indicate whether the jobs listed were performed directly by the applicant, or by a sub-consultant). 5. Publicly bid renovation and new construction projects. 6. Identify member(s) of the design team who will be responsible for the following: (Firm s name, individual s name and professional registration or license number, as applicable, must be listed in the application for each category of work) Architecture Structural Engineering Electrical Engineering Landscape architecture Civil Engineering Plumbing Engineering HVAC Engineering Applicants should address each category of work listed in paragraph G. 4. in their application and whether it is to be performed by in-house staff or by sub-consultants. Failure to address each category may result in the elimination of the applicant from consideration on this project. Page 9 of 10 Cost

10 6. Applicants must have an up to date Master File Brochure on file at the Department of Housing and Community Development. H. Evaluation of applicants: Applicants will be evaluated based on the following criteria: 1. Prior similar experience. 2. Past performance on public and private projects. 3. Financial stability. 4. Identity and qualifications of the consultants who will work with the applicants on the project. I. Proposal requirements: Persons or firms interested in applying must meet the following requirements: 1. Submit 13 (thirteen) copies of the Application for Designer Services to the Chelmsford Housing Authority. a. Applications should be accompanied by a concise cover letter that is a maximum of two pages in length. A copy of the cover letter should be attached to each copy of the application. b. Applicants may supplement this proposal with graphic materials and photographs that best demonstrate design capabilities of the team proposed for this project. (Note: Limit additional information to a maximum of 3-8½ x 11 pages, double-sided.) 2. Application forms must identify the names and registration numbers (if applicable) of any personnel listed as a Minimum Requirement in Section G above. Page 10 of 10