Portland Housing Authority

Transcription

1 Portland Housing Authority MASTER PLANNING SERVICES REQUEST FOR QUALIFICATIONS FOR INDEFINITE QUANTITY CONTRACT Portland Housing Authority 14 Baxter Boulevard Portland, Maine ISSUE DATE: February 2, 2015 PROPOSALS DUE: On or before February 17, 2015, 4:00 P.M. at Portland Housing Authority, Attention: Development Director CONTACT: Jay Waterman, Development Director Phone: Fax:

2 TABLE OF CONTENTS PHA CONTACT INFORMATION BACKGROUND INTENT TERMS....4 SCOPE OF SERVICES NOTICE TO PROCEED KEY PHA STAFF PROPOSAL FORMAT QUALIFICATIONS AND SELECTION CRITERIA PROPOSAL REVIEW AND SELECTION PROCEESS INSTRUCTIONS FOR SUBMISSION OF PROPOSALS GENERAL INFORMATION, RIGHTS, INSURANCE REQUIREMENTS.7 ATTACHMENT A: Map of Portland Housing Authority Properties. 9 ATTACHMENT B: List of Portland Housing Authority Properties..10 ATTACHMENT C: Bid Form/Schedule of Fees and Signature Page.11 ATTACHMENT D: HUD FORM(S).13 HUD 5369-C Certifications and Representations of Offerors.14/15 2

3 Portland Housing Authority MASTER PLANNING SERVICES REQUEST FOR QUALIFICATIONS FOR INDEFINITE QUANTITY CONTRACT ISSUE DATE: February 2, 2015 PROPOSALS DUE: On or before Tuesday, February 17, 2015, 4:00 P.M., at Portland Housing Authority, Attention: Development Director CONTACT: Jay Waterman, Development Director Portland Housing Authority 14 Baxter Boulevard Portland, Maine Phone: Fax: BACKGROUND The Portland Housing Authority (PHA) was established in 1943 as a quasi-municipal public agency enabled by State legislation and authorized by the City of Portland. Its administrative offices are located at 14 Baxter Boulevard, Portland, Maine It is federally subsidized by the U.S. Department of Housing and Urban Development (HUD) to provide decent, safe, sanitary, and affordable housing to lower income families, the elderly and persons with disabilities. It is regulated by the Housing Act of 1937 as amended, regulations promulgated pursuant thereto, as well as laws of State of Maine. The PHA functions in the capacity of developer, owner, and manager of its lowincome public housing developments. It has the responsibility for planning, financing, constructing and managing its properties subject to applicable laws and contractual relationships with HUD and the local governing body. The Portland Housing Authority currently owns and manages 995 active public housing units in the City of Portland, including 420 elderly/disabled units and 575 family units, in 12 developments. Each housing development also includes community space, administrative offices and maintenance space. The occupancy rate is 98% in all developments. All Portland Housing Authority units are in good condition providing safe and decent housing for lowincome residents. Although they are maintained in good condition, 98% of PHA s units were built before Portland Housing Authority capital fund priorities have been to update and replace original mechanical systems within its buildings, including heating and plumbing systems, as well as roofing, flooring and appliances. In recent years, Capital funds have been used to renovate a sufficient number of accessible apartments to achieve compliance with HUD s Section 504 requirements. The Portland Housing Authority completed a $4.3 million Energy Performance Contract in December It replaced lighting, toilets, refrigerators in all units, as well as 32 heating and DHW systems. 3

4 The Portland Housing Authority s strategic plan focuses on redevelopment, asset repositioning and conversion of its public housing inventory. INTENT The Portland Housing Authority (PHA) requests proposals from planning and architectural firms (or teams of firms) to prepare master plans for the housing and property it owns and manages. It also seeks strategic planning and design support for future financing opportunities, related to the agency s redevelopment and conversion opportunities in order to meet its mission and maintain long-term viability of it housing inventory. Financing programs may include, but are not limited to: Low Income Housing Tax Credit Tax Exempt Bond Federal Home Loan Bank Affordable Housing Program HUD Conversion Programs, such as Rental Assistance Demonstration (RAD), and Choice Neighborhoods Program The consulting firm will assist the PHA to review its opportunities; evaluate or complete project proposals, contracts, and other documents; and to provide other support and project management as requested. Qualified firms must have experience in the areas of urban design, architecture of residential and mixed use development, landscape design, land use planning, project feasibility analysis, local approvals and project management. Firms with experience with HUD planning and development programs, such as Choice Neighborhoods and Rental Assistance Demonstration (RAD) are preferred. The PHA anticipates using the consultant to act as its third party design firm for specific project development. PHA reserves the right to hire more than one firm under this RFQ allowing a firm to focus on a particular task or project that is part of the larger master planning process. TERMS The PHA intends to enter into an indefinite quantity contract ( IQC ) with the successful architecture and planning firm(s), pursuant to HUD Procurement Handbook ( Rev. 2) 7.3.D.2. Work under this contract shall be awarded on a task order basis, pursuant to priorities, timing and the availability of funding. The contract length will be for a period lasting up to five years. This contract may be extended for additional two-year periods with a written agreement between both parties, depending on the availability of continued funding. The consulting architect / planning firm shall be paid for services as defined in each approved Task Order authorized by PHA. Consultant shall provide a Schedule of Fees (see Attachment B). Progress payments for work performed will be processed at thirty (30) day intervals. The consulting architect / planning firm agrees to submit a monthly statement enumerating completed services and invoices for payment for such completed services. Payments for completed services will be made to consulting engineer within 30 days after receipt of invoices by PHA. 4

5 SCOPE OF SERVICES The architecture / planning firm will assist the Portland Housing Authority with a range of master planning and design projects and studies, which may include, but not be limited to: 1. Base Maps: Create base maps of each PHA property to be used in master planning studies. 2. Inventory and Data Gathering For each identified property, provide all relevant data about the properties on the appropriate base map. Use existing as-built plans and other data sources to create a comprehensive inventory of each property. 3. Site Analysis Analyze users and visitors, relation to local and municipal comprehensive plan(s), current and potential zoning, easements, surrounding uses and open space, and potential for future development. Consider the use of other disciplines to complete a comprehensive analysis of the site, including landscape architect, civil engineer, transportation engineer, geotechnical engineer, ecologist and cost estimator. 4. Program Development Explore potential improvements or new construction for individual properties in the context of larger strategic planning goals for the PHA. Conduct discussions with all stakeholders to understand the highest and best use of the property. Assist with priority setting and financial feasibility analysis. 5. Conceptual Design Alternatives Provide up to three (3) concept design alternatives for each assigned property considering cost, efficiency, aesthetics, durability and sustainability, neighborhood considerations and expected useful life of the property. 6. Master Plan Deliverables Finalize recommendations and provide a final master plan for the designated property that has clear steps for moving the project forward. The master plan should include an implementation plan. 7. Other Tasks Periodically, the architect/planner may be asked to perform other projects, assignments or feasibility analyses in addition to those above as they relate to properties owned and/or operated by PHA. All such work must be approved in writing by PHA. NOTICE TO PROCEED PHA s authorization and notice to proceed for all tasks shall take the form of a letter specifying each component of the Scope of Services as stated above. Each letter issued in this manner shall become part of the Contract Documents. These projects shall be completed and billed for on an hourly basis in accordance with the fee schedule as submitted by the Architect/Firm (see Attachment B). 5

6 KEY PHA STAFF The successful consultant will work with key PHA staff to fulfill the contract, including the Executive Director, the Development Director and the Facilities Director. PROPOSAL FORMAT The proposal shall be presented in tabs as described in the selection criteria below. To be considered complete, the proposal shall respond to all requirements of the RFQ. Any other information thought to be relevant, but not applicable to the enumerated categories, may be provided as a separate appendix to the proposal. The proposal should be concise and to the point. Any brochures, firm literature, or other items of interest may accompany the proposal as long as it is not bound with the proposal itself. Signatures are required on Attachment B, BID FORM and HUD Form-5369-C (attached) Certifications and Representations of Offerors QUALIFICATIONS AND SELECTION CRITERIA Firms must have a licensed architect as principal or as the project lead. To the extent possible, proposals should identify all consulting firms and their personnel that will be working on this contract as subcontractors to the primary consultant. The selected architectural / planning firm must have experience and expertise in the provision of consulting services as it relates to master planning for housing, as well as capital or physical needs assessments for public housing authorities, or other similar agencies. The following criteria and scores, in descending order of importance, will be the factors used to evaluate the proposals received: Criteria Evidence of Consultant's ability to understand and perform the specified work as outlined in the Scope of Services. Knowledge and experience utilizing current best practices in association with master planning and multi-family residential design. Staff qualifications: expertise and experience in areas identified in the Scope of Services; architecture, planning, engineering, housing and energy policy, strategic planning, construction and sustainability. Past performance in terms of quality of work, cost control, compliance with performance schedules and ease of availability to Authority during the contract (based on client references) Maximum Points 5. Knowledge of local market area, construction costs, zoning and codes Fee Structure (see attachment B) 7. Certified statement that the firm is not debarred, suspended, or otherwise prohibited from professional practice by any Federal, State, or Local agency (attach statement) 6

7 PROPOSAL REVIEW AND SELECTION PROCESS PHA will evaluate all of the proposals received against the criteria set forth above and select the most qualified architectural / planning firms and rank them in numerical order, based on the aggregate scores. Once the proposals are ranked, PHA may invite one or more the highest ranked firms for a personal interview. PHA may then arrange for additional meetings to allow for evaluation and modification of the proposal, if necessary. Qualified architectural / planning firms will be given the opportunity to clarify any portion of their proposal and to submit their best and final offer to PHA. After conducting the final review and cost analysis, the highest ranking architectural / planning consultant shall be selected. INSTRUCTIONS FOR SUBMISSION OF PROPOSALS Firms submitting proposals must furnish one (1) original and three (3) copies of their proposal. All proposals are due on or before 4:00 p.m., February 17, Submit proposals to: Portland Housing Authority 14 Baxter Boulevard Portland, Maine For more information contact: Jay Waterman, Development Director Phone: Fax: jwaterman@porthouse.org Proposals must be clearly marked Proposal for Master Planning Services - Indefinite Quantity Contract Proposals received after the deadline will be returned to the respective providers unopened. GENERAL INFORMATION, RIGHTS, INSURANCE REQUIREMENTS 1. PHA reserves the right to accept or reject any and all proposals received in response to this RFQ, or to waive any informality, to negotiate all terms and conditions with any qualified source, or to cancel or amend in part, or entirety, this RFQ. It shall be understood that PHA shall not accept charges for the requested information. 2. PHA reserves the right to make an award based solely upon the proposals, to negotiate with one or more firms, or to select individual properties and award contracts to two or more firms. The selected firm(s) for award will be chosen on the basis of greatest benefit to PHA. This is an RFQ to enter into an indefinite quantity contract ( IQC ) pursuant to HUD Procurement Handbook ( Rev. 2) 7.3.D.2., therefore, award will not be based the rate structure of the proposing firms. 3. The contract for this work shall be based on the selected firm s proposal. Any exceptions to the requirements must be clearly defined and justified. 4. The proposal shall be signed by an official authorized to bind the firm and shall contain a statement that the proposal is firm for one hundred twenty (120) days from the due date. 7

8 5. Proposals may be withdrawn by the firm via written or request and received by PHA no later than the time set for opening of the proposals. Any proposal that is withdrawn may nevertheless be opened and reviewed. Proposals opened on the proposal due date shall not be withdrawn without the consent of PHA for one hundred twenty (120) days after the proposal due date. 6. PHA will reject the proposal of any firm who is debarred by the U.S. Department of Housing and Urban Development (HUD), and/or the State of Maine from providing services to public housing authorities, and reserves the right to reject the proposal of any firm who has previously failed to perform any contract properly for any purchaser, or to complete on time, contracts of a similar nature, who are not in the position to perform the contract, or who has neglected the payment of bills or otherwise disregarded as obligations to clients, purchasers, subcontractors, material men, or employees. 7. Workers Compensation and Liability Insurance: The successful firm shall agree to defend, indemnify and save the PHA harmless from all losses, costs or damages caused by its acts or those of its agents, and, before signing the contract, will be required to provide evidence of insurance for workers' compensation, general liability, and automobile liability. A certificate of insurance must be provided for all coverage stating the limits and the effective and expiration dates of coverage, must include an endorsement adding PHA as an additional named insured. Coverage for Comprehensive General Liability, Workers' Compensation and Automobile Liability must be provided at limits acceptable to PHA and that meets or exceeds the limits required by State Law. Evidence of continuous Workers' Compensation coverage throughout the duration of the contract must be provided to PHA. 8. Invoicing and Payment: The selected firm shall submit invoices or vouchers for payments that are certified by the firm s authorized official. Invoices for payment must be submitted within thirty (30) days after services are provided. PHA will pay invoices net thirty (30) days, after receipt of the invoice. Each invoice or voucher shall, at a minimum, be supported by a summary of the cumulative costs and a description of the service provided as defined in Attachment B. The selected firm shall submit the invoice via first class mail or to PHA at the address below: Portland Housing Authority Accounts Payable 14 Baxter Boulevard Portland, ME Equal Employment Opportunities: Vendor shall comply fully with the Nondiscrimination and Equal Opportunity Provisions of the Workforce Investment Act of 1998, as amended (WIA, 29 CFR part 37); the Nontraditional Employment for Women Act of 1991; title VI of the Civil Rights Act of 1964, as amended; section 504 of the Rehabilitation Act of 1973, as amended; the Age Discrimination Act of 1975, as amended; title IX of the Education Amendments of 1972, as amended; and with all applicable requirements imposed by or pursuant to regulations implementing those laws, including but not limited to 29 CFR part 37. 8

9 ATTACHMENT A PROPERTIES OWNED AND/OR OPERATED BY THE PHA 9

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11 ATTACHMENT C Portland Housing Authority BID FORM / SCHEDULE OF FEES INDEFINITE QUANTITY CONTRACT FOR MASTER PLANNING SERVICES STAFFING: HOURLY RATES Principal $ per hour Senior Architect / Engineer $ per hour Architect / Engineer $ per hour Draftsperson $ per hour Clerical $ per hour Other $ per hour Include Rate Sheets of sub-consultant firms (if applicable) The UNDERSIGNED hereby declares that they have read and understand all conditions as outlined in the invitation for proposals, and that their proposal is made in accordance with same. The UNDERSIGNED hereby declares that any person(s) employed by Portland Housing Authority, who has direct or indirect personal or financial interest in this proposal or in any portion of the profits that may be derived therefrom, has been identified and the interest disclosed by separate attachment. (Please include in your disclosure any interest that you know of. An example of a direct interest would be a PHA employee who would be paid to perform services under this proposal. An example of indirect interest would be a PHA employee who is related to any officers, employees, principal or shareholders of your firm or to you. If in doubt as to status or interest, please disclose to the extent known). The proposer acknowledges the receipt of Addenda numbered (If Applicable) COMPANY NAME: ADDRESS: PHONE: FAX: AUTHORIZED SIGNATURE: DATE: PRINT NAME: DATE: 11

12 FEDERAL TAX ID NUMBER: SALES TAX EXEMPTION NUMBER: NOTE: All proposals must bear the handwritten signature of a duly authorized member or employee of the organization making the bid. This sheet must be signed and returned with the proposal package. 12

13 ATTACHMENT D HUD FORMS: HUD 5369-C Certifications and Representations of Offerors See below. 13

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