ISSUE DATE: June 25, 2018 REQUEST FOR PROPOSALS Terrace Cottages The Housing Authority of the County of Kern (Authority) is seeking the Professional Services of an Architectural firm, for the purpose of entering into an agreement for architectural services for an Affordable Multifamily development to be developed by the Housing Authority of the County of Kern or affiliated non-profit organizations. Requested architectural & professional services include: programming and site analysis; schematic and design development; preparation of construction drawings and specifications, contract documents; submittals and plan checks as required by applicable jurisdiction; preparation of documents for submission to local, state and/or federal agencies for purposes of obtaining planning or funding approvals; field verification and monitoring field observation and construction administration, cost estimates, and Invitation for Bids (IFB); value engineering within owner/contractor as needed, sustainable/energy efficiency standards, including but not limited to certifications for Green Communities and Net Zero Energy. Architect s services include civil, surveying, structural, mechanical, electrical, plumbing, landscape and other similar services as needed. The contract is for the design of work items funded under various programs, including but not limited to, HOME program, Low Income Housing Tax Credits, California Department of Housing and Community Development, and other funding agencies. All proposals are to be submitted in duplicate, one shall have original signatures of an owner or officer of the firm. Architectural firms which meet the described requirements and wish to submit a proposal must submit the following: 1. A cover letter addressing each item of the selection criteria 2. Affirmative Action Plan & MBE/WBE participation 3. Section 3 Economic Opportunity Plan & Resident Employment/Business Utilization Certification Proposals must be received no later than 10:00 a.m. on Friday, July 20, 2018 at the Housing Authority of the County of Kern, 601 24th Street, Bakersfield, CA 93301, Attn: Stephen M. Pelz, Executive Director. Email proposals will be accepted provided that hard copies are received no later the than 11:00 a.m. July 23, 2018. Questions regarding this RFP should be directed to Stephen M. Pelz, Executive Director, at (661) 631-8500, ext. 2005 or spelz@kernha.org. Stephen M. Pelz Executive Director Tel 661 631 8500 Fax 661 631 9500 TTY 661 631 1047 601 24 th Street, FRNT Bakersfield, CA 93301-4142 www.kernha.org
REQUEST FOR PROPOSALS Terrace Cottages The Housing Authority of the County of Kern (Authority) is seeking the Professional Services of an Architectural firm, for the purpose of entering into an agreement for architectural services for an Affordable Multifamily development to be developed by the Housing Authority of the County of Kern or affiliated non-profit organizations. Requested architectural & professional services include: programming and site analysis; county s PD review process; schematic and design development; preparation of construction drawings and specifications, contract documents; submittals and plan checks as required by applicable jurisdiction; preparation of documents for submission to local, state and/or federal agencies for purposes of obtaining planning or funding approvals; field verification and monitoring field observation and construction administration, cost estimates, and Invitation for Bids (IFB); value engineering within owner/contractor as needed, sustainable/energy efficiency standards, including but not limited to certifications for Green Communities and Net Zero Energy. Architect s services include civil, surveying, structural, mechanical, electrical, plumbing, landscape and other similar services as needed. Architects should consider using local consultants familiar with City of Bakersfield or provide a local liaison if out of area consultants are utilized. Selection criteria will include: Professional qualifications of staff Familiarity with multifamily design and/or Low-Income Housing development design criteria Experience and qualifications with respect to sustainable/energy efficiency certifications such as Green Communities and Zero Net Energy Proposed Conceptual site and building design Cost Proposal Affirmative Action Plan and MBE/WBE participation Section 3 The contract is for the design of work items funded under various programs, including but not limited to, HOME program, Low Income Housing Tax Credits, California Department of Housing and Community Development, and other funding agencies. PROJECT INFORMATION The project requiring architectural services is a proposed infill multifamily affordable rental housing development called Terrace Cottages. Located at 2341 Terrace Way on approximately 2.84-acre vacant land parcel (APN# 147-170-03-9) between Terrace Way and Cleveland Street in Bakersfield, California. Terrace Cottages will feature 50% one-bedroom, 25% two-bedroom and 25% three-bedroom affordable rental units. Terrace Cottages will also include a three-bedroom manager unit and community/office space for on-site services. The building will be required to meet sustainable/energy efficiency certifications while still achieving a cost effective and appealing design. It is intended that all buildings on the site will be single story. The site will not be served by the City sewer line so the site plan should incorporate the use of septic tanks.
SECTION 3 The work to be performed under this contract is on a project assisted under a program providing direct federal financial assistance from the Department of Housing and Urban Development and is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u. Section 3 requires that the greatest extent feasible opportunities for training and employment be given lower income residents of the project area and contracts for work in connection with the project be awarded to business concerns which are located in, or owned in substantial part by persons residing in the area of the project. INSURANCE REQUIREMENTS By signing and submitting this proposal, the selected firm certifies that if awarded the contract, it will provide the following insurance coverage on the date the contract commences. Architectural consultants (Consultant) shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of or failure to perform the work hereunder by the Consultants, their agents, representatives, employees, or sub-contractors. MINIMUM SCOPE OF INSURANCE Coverage shall be at least as broad as: 1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0 01 10 01). 2. Insurance Services Office Additional Insured form (CG 20 37 or CG 20 26). 3. Workers Compensation insurance as required by state law and Employer s Liability Insurance. 4. Professional Errors and Omissions Liability insurance appropriate to the consultant s profession. Architects and engineers coverage is to be endorsed to include Contractual Liability. MINIMUM LIMITS OF INSURANCE Consultant shall maintain limits no less than: 1. General Liability: $1,000,000 per occurrence for Bodily Injury, Personal Injury and Property Damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the project/location or the general aggregate limit shall be twice the required occurrence limit. 2. Workers Compensation (statutory) and Employer s Liability: $1,000,000 per accident for Bodily Injury or Disease. 3. Professional Errors and Omissions Liability: $1,000,000 per occurrence. NOTE: These limits can be attained by individual policies or by combining primary and umbrella policies. DEDUCTIBLES AND SELF-INSURED RETENTIONS Any deductibles or self-insured retentions must be declared to and approved by the Authority. At the option of the Authority, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the Authority, its officers, officials, employees, and volunteers; or the Consultant shall provide a financial guarantee satisfactory to the Authority guaranteeing payment of losses and related investigations, claim administration, and defense expenses.
OTHER INSURANCE PROVISIONS The General Liability and Automobile Liability policies are to contain, or be endorsed to contain, the following provisions: 1. The Authority, its officers, officials, employees, and volunteers are to be covered as additional insured with respect to liability on behalf of the Consultant including materials, parts, or equipment furnished in connection with such work or operations and with respect to liability arising out of work or operations performed by the Consultant; or arising out of automobiles owned, leased, hired, or borrowed by or on behalf of the Consultant. General Liability coverage can be provided in the form of an appropriate endorsement to the Consultant s insurance or as a separate Owner s policy. 2. For any claims related to this contract, the Consultant s insurance coverage shall be primary insurance as respects the Authority, its officers, officials, employees, and volunteers. Any insurance or selfinsurance maintained by the Authority, its officers, officials, employees, or volunteers shall be excess of the Consultant s insurance. 3. Each insurance policy required by these specifications shall be endorsed to state that coverage shall not be cancelled or materially changed, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the Authority. 4. Maintenance of the proper insurance for the duration of the contract is a material element of the contract. Material changes in the required coverage or cancellation of the coverage shall constitute a material breach of the contract by the Consultant. ACCEPTABILITY OF INSURERS Insurance is to be placed with insurers with a current A. M. Best s rating of no less than B+:VI. Bidders must provide written verification of their insurer s rating. VERIFICATION OF COVERAGE Consultant shall furnish the Authority with original certificates and amendatory endorsements effecting coverage required by these specifications. The endorsements should conform fully to the requirements. All certificates and endorsements are to be received and approved by the Authority in sufficient time before work commences to permit contractor to remedy any deficiencies. The Authority reserves the right to require complete, certified copies of all required insurance policies, including endorsements effecting the coverage required by these specifications at any time. SUB-CONTRACTORS If the Architectural Consultant hires a sub-contractor or other trade under the scope of work of this contract, the Consultant shall include all sub-contractors as insured s under its policies or shall furnish separate insurance certificates and endorsements for each sub-contractor in a manner and in such time as to permit the Authority to approve them before sub-contractors work begins. All coverages for contractors or sub-contractors shall be subject to all of the requirements stated above. It is foreseeable that some specialty trades may perform work where different coverages than the above are needed. These decisions should be made by an insurance broker or the Authority. Notwithstanding this provision, Consultant shall indemnify the Authority for any claims resulting from the performance or non-performance of the Consultant s sub-contractors and/or their failure to be properly insured.
SUBMITTAL REQUIREMENTS You should carefully review the entire (RFP) prior to submitting. The Housing Authority reserves the right to reject any and all proposals. The Housing Authority seeks to hire a firm that provides the best service and is cost effective. Selection criteria will be based on the following point system: Points 15 Professional qualifications of staff and consultants (if any) to be assigned to the work. 15 Familiarity with multifamily design. Familiarity with Low Income Housing Tax Credit development design criteria and 504 Handicap Accessibility requirements Please provide samples of previous designs. 10 Experience and qualifications with respect to sustainable/energy efficiency certifications such as Green Point rating and Zero Net Energy. 30 Cost Proposal Preliminary estimate of fees including timing of deliverables and fee payments 20 Proposed Conceptual site and building 5 Affirmative Action Plan and MBE/WBE participation 5 Section 3 All proposals are to be submitted in triplicate, one shall have original signatures of an owner or officer of the firm. Architectural/Engineering firms, which meet the described requirements and wishing to submit a proposal, must submit the following: 1. A cover letter addressing each item of the selection criteria 2. Affirmative Action Plan & MBE/WBE participation 3. Section 3 Economic Opportunity Plan & Resident Employment/Business Utilization Certification (see attached) The selection process for architectural services will be accomplished by an architectural selection committee that will review the RFP s submitted. Depending on the number of responses, interviews with the finalists may be conducted. The selection committee will conduct a technical evaluation of the proposals received. The Housing Authority will evaluate all proposals against the evaluation factors listed above in the selection criteria and eliminate those that are unresponsive and/or unqualified to provide the required services. The Housing Authority, through the negotiation committee, shall invite the first ranked firm to submit a written comprehensive proposal. If the Housing Authority fails to reach an agreement with the first ranked firm, the same procedure will follow with the second and third ranked firms until agreements are obtained with the most qualified firm at a fair and reasonable cost. Equal Employment Opportunities: During the performance of this agreement, Contractor/Firm shall not discriminate against any employee or applicant for employment because of race, color, religion, sec, national origin, or handicap.
Assignment: Neither this agreement nor any duties or obligations under this agreement may be assigned by Contractor/Firm without the prior written consent of the Authority. The Housing Authority retains the right to assign the agreement to a Limited Partnership affiliated with the Housing Authority. Business/Contractor s/firm s Professional Licenses: Contractor/Firm certifies that if awarded the contract, it will provide a copy of the appropriate license(s) for the specified work. Proposals must be received no later than 10:00 a.m. on July 20, 2018 at the Housing Authority of the County of Kern Administration Building, 601 24th Street, Bakersfield, CA 93301. Attn: Stephen M. Pelz, Executive Director.
MINORITY AND WOMEN-OWNED BUSINESS ENTERPRISE FORM TO BE INCORPORATED IN BID DOCUMENTS (a) It is the policy of the to take positive steps to maximize the utilization of minority and women's business enterprises in all contract activity administered by the Housing Authority. (b) (c) (d) The contractor will utilize his best efforts to carry out this policy in the award of his subcontracts to the fullest extent consistent with the efficient performance of this contract. As used in this contract, the term "minority or women's business enterprise" means a business, at least 50 percent of which is owned by minority group members or women or, in the case of publicly owned businesses, at least 51 percent of the stock is owned by minority group members or women. For the purpose of this definition, minority group members are Black, Hispanics, Asians, Native American, Alaskans or Pacific Islanders. The Contractor will submit the following statement as part of his/her sealed bid: I have taken affirmative action to seek out and consider minority and women's business enterprises for the portions of work to be subcontracted. Such actions are fully documented in my records and available upon request. Results are as follows: Under Executive Order 11625 and 12432, the PHA... shall provide every feasible opportunity for minority business enterprise (MBE) to participate in bidding for modernization work. The PHA shall establish through Board resolution, the goal of at least 20 percent of its approved CGP funds to be awarded to contracts with MBE construction contractors, A/E's or consultants... The percent goal is not a mandatory set aside. Whatever percentage of MBE participation stated on the fully executed ACC, not less than 20 percent, shall be so stated on this page. Name and Address of Minority/Women's Firms Contractor Dollar Value of Anticipates Utilizing* Category of Work Participation Total Bid Total Subcontract Amount Minority/Women's Enterprise Total of Subcontract Amount *Indicate whether business is owned by a minority or a woman. MUST BE SUBMITTED WITH PROPOSAL
SECTION 3 ECONOMIC OPPORTUNITY PLAN Housing Authority 601 24 th Street, Bakersfield, CA 93301 (661) 631-8500 FAX: (661) 631-1015 Date: Name of Bidder/Organization: Address of Bidder: Contact Person: Title: Project Name: Project Address: A. Economic Opportunities for Local Businesses and Lower Income Persons 1. New Employees Will new employees be needed to complete this project? Yes or No A. Preliminary Statement of Workforce Needs 1. Employees you Plan to Use for the Proposed Project: Occupations Total # of Employees Needed to Complete This Project # of Positions Now Filled by Permanent Employees Vacancies to Fill Skilled Trades Semi-skilled Unskilled Labor Trainees/Apprentices Totals MUST BE SUBMITTED WITH PROPOSAL
B. If Contractor requires new employees for this project, the goal is 30% of new hires will be Section 3 Residents. List below new employees to be hired. (Note: If none to be hired, please state N/A) Trade/Craft # of Total New Hires # of Section 3 Hires Total New Hires = # of hires that are Section 3 residents= 2. Business Concerns to Be Hired Will subcontractor(s) be needed to complete this project? Yes or No If general contractor requires subcontractors for this project, the goal is at least 10% of total dollar amount to be awarded to subcontractors and vendors who install materials on the construction site must be awarded to Section 3 Business Concerns. List Section 3 Business Concerns hired. (Note: If your firm does not plan to hire subcontractors/vendors who install materials on the construction site of this project please state N/A.) A. List subcontractors and vendors who install materials on the construction site you plan to use regardless of contract amount (specify trade, name, license number and phone number). Trade Name License # Phone Section 3? % Of Total Project Cost MUST BE SUBMITTED WITH PROPOSAL
If your firm plans to hire subcontractors/vendors who install materials on the construction site for this project but were unsuccessful in hiring at least 30% Section 3 Business concerns subsequent to a greatest extent feasible effort, then complete the information below: (Note: Attachment I identifies acceptable methods to demonstrate greatest extent feasible efforts for Section 3 resident and business concerns. At least 50% of these tactics must be documented below to reflect a greatest extent feasible effort by the general contractor, for meeting Section 3 economic opportunity requirements.) 3. Identify efforts, sources and methods of recruitment of Section 3 New Hires (documentation of actual new hires for Section 3 covered project will be required to be submitted with each payment request). 4. List State approved apprenticeship programs to be utilized, if any. 5. List any welfare to job program, such as, the County adopted CalWorks Plan or the Housing Authority of the County of Kern s (HACK) Family Sufficiency Program; or job training programs, such as, the Workforce Investment Act (WIA) through Employers Training Resource (ETR); or low-income job banks, to be utilized, if any. MUST BE SUBMITTED WITH PROPOSAL
6. List methods used to recruit contractors/subcontractors or other methods to comply with Section 3 requirements. 7. Based on the above noted efforts and methods used by the general contractor these tactics resulted in the following Section 3 accomplishments: MUST BE SUBMITTED WITH PROPOSAL
RESIDENT EMPLOYMENT/BUSINESS UTILIZATION BIDDERS CERTIFICATION Name of Company: Address: Project Title: Project Number: This is to certify that I have read and understand the resident employment/business utilization requirements that apply to the above cited project, said requirements being known as the Section 3 Clause found in 24 CFR 135 and that the (name of company) is under no contractual restrictions or other disability which would prevent it from complying with said requirements. Signature of Company Officer: Print Name: Title of Officer: Date: MUST BE SUBMITTED WITH PROPOSAL