REQUEST FOR QUALIFICATIONS (RFQ)
THE LIBERTY PROJECT PHASES 1 AND 2 (the “Project”)Date Advertised: February 25, 2009
Community Area Resource Enterprise, Inc. (CARE 66), as developer, owner, and property manager are pursuing projects on parcels located at 108Strong Drive and the Northeast corner of Puerco Drive and Coal Avenue in Gallup, New Mexico for a two-phase development project. The first phase is the rehabilitation of an abandoned hotel into Dorm and SRO rental housing to serve formerly homeless veterans. The second phase is the development of new construction of multifamily housing to serve low income individuals and families that will include ground floor commercial office space. CARE 66 is requesting Statements of Qualifications from qualified Architects to provide full architectural services for the Project. For the purposes of this RFQ assume the following time frames.
Phase I: Design and Construction period of 12 months Phase 2: Design and Construction period of 24 months
RFQ Process
This RFQ is being solicited under a two-step procurement procedure.
Step 1: All firms are to submit responses addressing those items cited in the attached Section II, Submittal Requirements. The submittals pertain to the firm’s qualifications, relevant experience to complete the project/design, and associated fees.
Step 2: Finalists of this RFQ will be asked to submit design proposals for both phases of the Project. Following review of design proposals, CARE 66 will negotiate a contract with the top ranked architect. Should CARE 66 be unable to reach an agreement with the top ranked firm, negotiations may commence with the second ranked firm. This process will continue until a satisfactory contract is negotiated.
Responses to the RFQ will be considered only from firms or individuals established as an appropriate business, who are financially responsible, and who have the resources and ability to offer services in a professional and timely manner.
CARE 66 may request additional information as deemed necessary. Failure to provide information may result in the proposal being considered non-responsive. CARE 66 reserves the right to obtain financial data or other supplemental information concerning the responding firm and/or its subcontractors and consultants. CARE 66 further reserves the right to waive any immaterial defects or informality; reject any or all proposals or portion thereof; amend this RFQ, which amendment will be made in writing; or cancel and reissue the RFQ.
Project Owner/Project Developer
CARE 66 is a nonprofit 501(c) (3) Community Housing Development Organization based in the City of Gallup, New Mexico. The mission of CARE 66 is to create opportunities to end homelessness by providing transitional and supportive housing to formerly homeless individuals and families. CARE 66 participated in the development of the Chuska Apartments, a fully green, 30 unit, 9% tax credit project that was completed in 2008. CARE 66 will be the primary point of contact for the architect.
Deadline for Submittals:
See also Section IV, Selection Criteria for complete detail of the Selection Schedule.
CARE 66 staff will be available for an optional pre-proposal conference and physical review of the site on March 13, 2009 at 10 a.m. Plan on meeting at 10 a.m. at the CARE 66 Offices located on 2407 E. Boyd Avenue, Building #11 for driving directions. Attendance is strongly encouraged. Written minutes of the pre-proposal conference will be made available one week following the pre-proposal conference to all respondents as an Addendum to this RFQ at the CARE 66 website at CARE66.org.
Five (5) copies of Statements of Qualifications must be submitted no later than April 3, 2009 by 12:00 p.m. to:
Dorson Mahooty CARE 66
2407 Boyd Avenue, Building #11 Gallup, NM 87301
[email protected] Standard Provisions a. Inquiries
All inquiries must be received in writing, via email, no later than stated deadline in the attached Section IV, Selection Process & Schedule. CARE 66 will not accept any verbal requests or any written requests submitted after the stated deadline. Any information given to a prospective respondent concerning a solicitation will be furnished to all other prospective respondents. Responses to all inquiries will be available to all respondents on the CARE 66 website in the form of an Addendum to this RFQ at CARE66.org, by the date indicated in Section IV, Selection Process & Schedule.
Contact between respondents and CARE 66 staff, CARE 66 Board of Directors, or CARE 66 residents regarding this solicitation outside of established communication protocol outlined herein during the selection process is strictly prohibited.
b. Preselection Costs
The issuance of this solicitation does not oblige CARE 66 to pay any costs incurred by any respondents in connection with the preparation and presentation of a proposal; any supplement or modification of a proposal; or negotiation with CARE 66 or other parties arising out of or relating to this solicitation or the subject matter of this solicitation.
c. Insurance Requirements
Any firm / individual selected for final consideration must provide evidence of the following: Professional registration / certification.
Proof of insurance coverage that meets the requirements of CARE 66. The Procurement Policy of CARE 66 requires that all contractors carry General Liability Insurance. The following table outlines the amount of insurance CARE 66 requires of all contractors and subcontractors doing business with CARE 66.
Minimum Limits of Liability
General Aggregate $1,200,000
Products – Comp/Op Agg $600,000
Each Occurrence $500,000
Fire damage (any one fire) $250,000
Med Exp (any one person) $100,000
Worker’s Compensation Statutory limits
Additionally, every contractor with one or more employees must provide CARE 66 with a Workers’ Compensation Certificate of Insurance. If the subcontractor is claiming to be an
Independent Contractor, they must complete an “Independent Contractor Form” which will be provided upon request (contact CARE 66 for the correct form). Once the form has been completed and notarized, it will be forwarded to CARE 66 for review and approval. The contractor cannot begin work until CARE 66 approves the contractor as an Independent Contractor.
d. Equal Employment Opportunity
CARE 66 is dedicated to the principles of equal employment opportunity in any term, condition or privilege of employment. We do not discriminate on the basis of age, race, sex, color, religion, national origin, disability, veteran status, sexual orientation, gender identity, or any other status protected by state or local law. This policy applies to all employees and non-employees such as customers, clients, vendors, contractors, subcontractors and consultants.
The procured contractor(s), its successors and assigns and its consultant(s) and subcontractor(s) under this solicitation will not be considered an employee of CARE 66.
CARE 66 will be utilizing federal funding sources for this project and will make positive efforts to utilize small businesses, minority owned businesses, and women owned businesses as required in 24 CFR, 84.44.
e. Contract Provisions
CARE 66 shall include, in addition to provisions to define a sound and complete agreement, the following provisions in all contracts. The following provisions shall also be applied to subcontracts. Contract provisions shall comply with conditions referenced in OMB Circular A-110.48 and 24 CFR Part 84.48, Sections a. through Section e.
f. Federal Debarment List
The procured contractor and its principals must not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government.
g. Conflict of Interest
CARE 66 Conflict of Interest Provisions shall comply with provisions outlined in Addendum 1-Additional Provisions for Purchases, Procurement Procedures, and Code of Conduct for Procurement. Provisions shall also comply with federal regulations referenced in OMB Circular A-110 and 24 CFR Parts 84.42 and 92.356.
Attachments:
Section I. Project Description and Development Timeline Section II. Submittal Requirements
Section III. Evaluation Criteria
SECTION I. PROJECT DESCRIPTION AND DEVELOPMENT TIMELINE
CARE 66 will work with the selected architect to determine the housing type options for the project given the organizational goals and the physical parameters of the sites. While all Funding Sources for this project have not been confirmed, predevelopment financing has been secured. CARE 66 believes that there is a sufficient likelihood of securing funding for the Project to warrant investing time in the architect selection process and commencement of the of design activities, though any selection or agreement will be terminated in the event the Project does not go forward.
PHASE 1: Rehabilitation of the Liberty Hotel located at 108 South Strong Drive
The Liberty Hotel is a 6,800 square foot, two-story former hotel constructed in 1927 located at 108 South Strong Drive. Phase 1 of the project will be the rehabilitation of the Liberty Hotel to provide approximately 20 affordable SRO units and two larger size dormitory rooms for formerly homeless veterans. The design will include common restroom facilities, office space, and a commercial kitchen. The installation of an elevator will also be required.
While the Liberty Hotel is not a designated historic site, the State Historic Preservation Office is requiring the preservation of the sandstone masonry and brick façade and windows. Additionally, this site is currently zoned C2A and a zoning change will be required. A Phase1 environmental report has been completed and a Phase II Environmental Assessment is pending.
CARE 66 has executed a purchase agreement with the owner and expects to acquire the property by the end of February 2009. Predevelopment funding will be provided through a grant from Housing and Urban Development.
Rehabilitation activities shall incorporate green building and energy efficient design.
PHASE 2: New Construction
Phase 2 of the Project will be located on parcels located at 1081/2 Strong Street and an adjacent vacant lot at the northeast corner of Puerco Street and Strong Street. The New Mexico State Historic Preservation Office is requiring preservation of the façade of a 1940s era duplex located on the Strong Street parcel. The parcels are currently zoned C2A and will require a zoning change from the City of Gallup. A Phase1 environmental report has been completed and a Phase II Environmental Assessment is pending
The Strong Drive site is approximately 2,500 S.F. and the Puerco Street site is approximately 20,670 S.F. in area. It is intended that the design will include ground floor parking with commercial office space on the 2nd level with up to 2 levels of one to three bedroom, affordable multifamily units for individuals and families.
New Construction activities shall also incorporate green building and energy efficient design. SCOPE OF SERVICES
The selected firm will perform full architectural services, including Project Administration, Predesign Services, Schematic Design, Design Development, Construction Documents, Bidding/Negotiation, Construction Administration, Quality Control and Quality Assurance Services, and Post-Construction Services. In addition to assisting CARE 66 with information required for the federal funding sources and participating in the General Contractor selection process, the architect will be responsible for coordinating all the requirements of the City of Gallup including Planning, Building Inspection, Safety, and Public Works. Both phases of the Project will participate in programs for sustainable development and green building and all design features must strive for maximum energy efficiency and sustainability.
PROJECT SCHEDULE
Phase 1: CARE 66 anticipates the acquisition of the Liberty Hotel to be completed by March 1, 2009. Predevelopment funding has already been secured and construction and permanent financing is being identified. CARE 66 expects the selected architect to commence design services immediately upon selection. Construction is anticipated to start late 2009.
Phase 2: CARE 66 anticipates the acquisition of the Strong Drive and Puerco Street parcels to be completed by March 1, 2009. Predevelopment funding has already been secured and construction and permanent financing is being identified. CARE 66 expects the selected architect to commence design services immediately upon selection. Construction is anticipated to start in late 2010.
FUNDING SOURCES
All funding sources have not been finalized for either Phase of the Project but will likely include a combination if some of the following sources:
US Department of Housing and Urban Development: Rural Housing Economic Development (RHED) USDA Grants and Financing
Federal HOME and/or CDBG Program administered by the New Mexico Mortgage and Finance Authority Veteran’s Administration grants and operating subsidies
Federal Low Income Housing Tax Credits administered by the New Mexico Mortgage and Finance Authority
Affordable Housing Program grants administered by the Federal Home Loan Bank
Neighborhood Stabilization grant administered by the New Mexico Mortgage and Finance Authority New Mexico
SECTION II. SUBMITTAL REQUIREMENTS
The responding candidates shall provide information on the following: Project Manager
Project manager assigned to this project must provide a detailed resume. Project Team
Include detailed resumes of project team, including civil, structural, and electrical/mechanical engineering, landscape architect, and other design consultants and contractors proposed for this project.
List State of New Mexico professional licensure and/or certifications of key staff, include professional affiliations and your firm’s commitment to continuing education to current and up to date practices and technologies. Identify staff with LEED certifications.
Describe the number and types of projects completed with this team and/or team members, including year of completion.
Approach and Innovation for Proposed Project
Propose a detailed project schedule for each phase of the Project from notice of award through construction documents. For the proposed project schedule, describe your approach to reaching consensus among your team, CARE 66, and the City of Gallup to move the design process forward expeditiously. Discuss what your firm regards as key design issues for the project and your ideas about how to approach them. Include examples of any innovative solutions you or your firm has used on similar projects.
Firm’s Mission and Organization Provide a brief history of your firm. What is your firm’s mission statement?
How many years has your firm been in business under its present business name? Has the firm conducted business under other name(s) during the past five years? Please answer the following questions regarding your organizational structure: Corporation, Partnership or Sole Proprietorship
Date of incorporation or organization
Staff list, including title and areas of responsibility List all owners of 10% or more of the equity in the firm.
o Past Experience
List comparable projects that have been completed by the firm that have required skill sets similar to the Project. Include the firm’s role in the project; name and location of property; owner’s name and contact; size of parcel; number and type of buildings; number and type of units; type of parking; common space; completion date; and construction costs.
List the number of affordable housing units designed, including those financed with Low Income Housing Tax Credits and other federal subsidies. Include your role in the project, name and location of property; owner’s name and contact; size of parcel; number and type of buildings; number and type of units; type of parking; common space; completion date; and construction costs.
Describe your experience in working in the City of Gallup or a comparable rural community. o Estimating and Cost Management.
Briefly describe your estimating capabilities, policies, and systems. What staff have you dedicated to the estimating/cost management area? What are your early phase techniques and capabilities?
o Present Workload.
Specify your present workload and your firm’s ability to perform this project with your current staff. Provide names of current projects, owner contact, contract amount, scheduled completion date and other pertinent information.
o Constructability Consulting
Address your firm’s ability to provide specific assistance in the design phases regarding constructability, design-to-cost, design-to-schedule, and value engineering.
o Sustainable Design/Green Build
Address your firm’s approach to incorporation of affordable, yet attractive, durable and low maintenance construction and finish materials. Also, address your approach to incorporation of energy efficient design and materials. Provide examples of prior or current projects which meet these criteria. Identify staff with LEED Certification.
o Historic Renovation
Address your firm’s experience with historic renovation and incorporating modern design and green features into a historic structure. Also, address experience with Historic Rehabilitation tax credits and the State of New Mexico’s Historic Preservation Office.
o Unsuccessful Completions
Within the last five years, has any officer, principal or employee of your firm been responsible for a construction project that failed to complete a design contract? If so, give complete details.
o Current Claims/Judgments
Are there any claims, judgments, arbitration proceedings, or suits pending or outstanding against your firm or its officers, principals, employees, and/or consultants under your firm’s supervision?
o Team/Firm References
Provide letters of reference from each of the following: general contractor; developer client; consultant; bank/credit. Please be sure that your references have included their respective contact information.
Price Structure
Provide a rate schedule for each team member, including engineering and consultant fees. Include reimbursable costs. Also include cost structure proposal by phase: predevelopment/feasibility and construction.
SECTION III. EVALUATION CRITERIA
The submittal shall be evaluated based on upon the following minimum criteria. The Selection Committee (committee members will be selected by CARE 66) reserves the right to ask questions, seek clarification and receive substantiation on cost estimates and construction procedures pertaining to this project during the selection process. CARE 66 RESERVES THE RIGHT TO REJECT ANY OR ALL SUBMITTALS EQUALLY FOR THE SAME IRREGULARITIES.
Evaluation Criteria to Select Top Finalists
Criteria Max. Points
(100 points) 1. Past record of performance
a. Quality of previous work.
b. Ability to utilize innovative building and site design techniques and solutions.
c. Ability to successfully complete projects on time and within budget.
35 points
2. Previous experience on similar projects
a. Substantial rehabilitation projects completed. b. Low Income Housing Tax Credit projects completed.
c. Number of projects and years the team has worked together.
25 points
3. Experience and technical competence of consultants a. Qualifications of project team
20 points
4. Project Approach and Innovation
a. Respondent’s view of key design issues and approach to them.
10 points
5. Pricing Structure 10 points
Evaluation Criteria to Select Winning Architect
Criteria (100 points)
1. Project Approach
a. Ability to utilize innovative building and site design techniques and solutions
b. Integration of indoor and outdoor space c. Integration into surrounding community
35
2. Quality Housing
a. Strategy to meet needs of current and future residents b. Innovative use of affordable low maintenance materials c. Incorporation of energy efficient / Green Build design
35
3. Cost Effectiveness
a. Effective balancing of housing design with fiscal responsibility of CARE 66
SECTION IV. SELECTION PROCESS AND SCHEDULE
Five (5) completed Statements of Qualifications shall be submitted to CARE 66 no later than April 3, 2009 at 12:00 p.m. to:
Dorson Mahooty CARE 66
2407 East Boyd Avenue, Building #11 Gallup, NM 87301
Statement of Qualifications may be mailed or hand delivered and time stamped when received. Five (5) completed Statements of Qualifications shall be submitted to CARE 66 no later than 12 p.m. on April 3, 2009. Sealed Statements of Qualifications in opaque envelopes shall be clearly marked “The Liberty Project Phases 1 and 2-Do Not Open” on the outside of the envelope. Failure to comply with this requirement shall result in rejection of the Statements of Qualifications. Responses received after the deadline will be unopened, without exceptions.
The selection committee comprised of CARE 66 staff and other industry professionals will score the applicants according to the specific criteria listed in Section III. Based on the total scores of the selection committee, a short-list of applicants will be invited to participate in Step 2.
Selection schedule is as follows:
Day Date Description
STEP 1: Selection of Finalists
Wednesday February 25, 2009 RFQ Available Via Website at www.CARE66.org.
Friday March 13, 2009 10:00 am
Optional pre-proposal conference/site visit. Attendance is strongly encouraged.
Friday March 20, 2009 4:00 pm
Deadline for written inquiries. Note inquiries must be submitted via email to [email protected].
Wednesday March 25, 2009 4:00 pm
CARE 66 written Addendum response to any written inquiries and minutes of pre-proposal conference. Note this will be the deadline for all written inquiries submitted via email to [email protected]. Friday April 3, 2009 Statements of Qualifications due at 12:00 pm.
Monday April 13, 2009 Top finalists notified. STEP 2: Selection of Winning Architect
Monday April 20, 2009 Deadline for additional written inquiries regarding Design Proposals. Note inquiries must be submitted via email to [email protected].
Thursday April 30, 2009 Design proposals / presentations due by RFQ finalists Thursday May 7, 2009 Initiation of negotiation with highest ranking firm
