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HomeMy WebLinkAboutRFP - 20450 P947 SLEEPY WILLOW CAPITOL IMPROVEMENTSREQUEST FOR PROPOSAL P947 Sleepy Willow Capital Improvements and Rental Strategy Report Written proposals, four (4) will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before 3:00 p.m. (our clock), July 9, 2004. Proposal No. P947. If delivered, they are to be sent to 215 North Mason Street, 2"d Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Questions concerning the scope of the project should be directed to Project Manager Maurice Head (970) 221-6342. Questions regarding proposals submittal or process should be directed to James B. O'Neill, Il, CPPO, FNIGP (970) 221-6775. A copy of the Proposal may be obtained as follows 1. Download the Proposal/Bid from the Purchasing webpage at www.fcgov.com 2. Come by Purchasing at 215 North Mason St., 2"d floor, Fort Collins, and request a copy of the Bid. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision -making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Sincerely, g. O'Neill II, CPPO, FNIGP of Purchasing & Risk Management 215 North Mason Street • 2'a Floor • POt Box 580 + Fort Collins„ CO 80522-0580 • (470) 221-6775 • Fax (970) 221-6707 www.fc Qy.com 13. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default. 14. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non -defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred because of the default. 15. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 16. Law/Severability. The laws of the State of Colorado shall govern the construction, interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 17. Special Provisions. [Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit "_", consisting of ( ) page[s], attached hereto and incorporated herein by this reference. THE CITY OF FORT COLLINS, COLORADO By: James B. O'Neill ll, CPPO, FNIGP Director of Purchasing & Risk Management DATE: ATTEST: City Clerk APPROVED AS TO FORM: Assistant City Attorney [Insert Professional's name] or [Insert Partnership Name] or [Insert individual's name] Doing business as [insert name of business] By: Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: ATTEST: Corporate Secretary (Corporate Seal) P947 Sleepy Willow Capital Improvement and Rental Strategy Report Proiect Background The City of Fort Collins and the Fort Collins Housing Authority are very interested in making the most strategic use of its limited funding dollars in continuing to support viable affordable housing projects. With the national and local economic downturn, even affordable housing projects have been impacted by declining occupancy levels. Because of the operating challenges now facing Sleepy Willow, and the possible need for new funding to support this project, the City of Fort Collins in cooperation with the Fort Collins Housing Authority would like to use the Sleepy Willow project as a case study to better understand the market conditions for affordable rental housing projects in the City. The City would like to promote the viability of the Sleepy Willow Apartments located at Taft Hill Road and West Plum Street, Fort Collins Colorado. The physical address is 2005-2029 West Plum and 921- 925 Glenmoor Street. This complex is conveniently located near shopping, schools and public transportation. The nearest bus stop is located one block away at Taft and Elizabeth, as is the grocery store, King Soopers. The Sleepy Willow Apartments consists of 70 two -bedroom, 20 three -bedrooms and 5 one -bedroom apartments. There is a great deal of open space for recreation with some playground equipment and a swimming pool. There is a large laundry room with commercial equipment on site. The project is owned and operated by the Fort Collins Housing Corporation, one of the City's partners in supplying affordable housing to the community. Overall since 2000, vacancy rates have risen in Fort Collins. The current vacancy rate in the City is 13.7%. These high vacancy rates have filtered down to subsidized projects like Sleepy Willow, which serves primarily very low income households. Sleepy Willow had a vacancy rate of about 30% in March 2004. This has affected the operating performance of the project and the need for possible additional capital investment to improve the project and make it more competitive in the marketplace. II. Objective The objective is to improve the occupancy levels at Sleepy Willow. The report will include an analysis of the capital improvement needs, financial needs, general operation/marketing needs and other possible program needs that could improve the occupancy levels at Sleepy Willow. This report will serve as a procedure manual (blueprint) for reviewing other low income projects that might be considered for future acquisition by non-profit agencies. The results of this report will be reported to the City's Advance Planning Department, Fort Collins Housing Authority and Corporation Boards, and the Community Development Block Grant Commission. III. Scope of Work The consultant will provide the following services in conformity with the work and schedule approved by the City's Advance Planning Department: A. Determine the capital improvement needs for Sleepy Willow over the next five years. Identify cost effective improvements that could immediately increase the curb appeal, marketability and occupancy levels for Sleepy Willow to place it on par with other similar projects. Provide an itemized list of these improvements in priority ranking. The consultant will complete this task first, and provide the City a separate report on the findings. B. Develop an inventory of seven or eight competitive projects that compete with Sleepy Willow and evaluate Sleepy Willow in relation to these projects, in terms of rent structures, deposit requirements, services and amenities on site, location to transit, shopping and elementary and secondary schools, occupancy levels and other factors that might give a project the competitive edge in attracting and retaining tenants. C. The consultant should include a review of property management and marketing/operations and make recommendations, if appropriate, that could improve the occupancy levels of the project. D. The consultant will perform rent structure analysis as compared to other competing projects and make recommendations to the City and Housing Authority. Should additional analysis be needed, with the approval of the Housing Authority, the consultant will assemble a thorough report on the income, debt service, operating cost, cash flow, and break even point necessary for Sleepy Willow to be financially successful. The consultant will make recommendations that could improve the financial performance of the project. E. Explore other creative approaches that would give Sleepy Willow the competitive edge over similar projects, such as converting one apartment unit for on -site day care, or community room with internet access and computers for tenants, or for on -site in -take and management or consider the construction of a 1500 square foot additional community room for tenant activities (the Housing Authority will provide cost estimates for the addition). The consultant will perform a cost -benefit analysis of each option and make recommendations for the option that could have the most impact on improving occupancy levels at Sleepy Willow. F. Explore the need for resident social services on site, such as case management and life skill activities. G. Research and provide national information on tenant preferences, specifically for affordable housing projects. Also, hold focus group meetings with Sleepy Willow residents and other tenants that declined this apartment complex, in order to get a better understanding of tenant preferences at Sleepy Willow. (Housing Authority will provide tenant lists). The consultant will evaluate tenant preferences at Sleepy Willow and make recommendations for a course of action. IV. Proposal Submittal Requirements The following factors will be evaluated in determining the successful consultant: 1. The Proposer shall provide a narrative describing the elements to be examined in the report and how the analysis will be accomplished. 2. The Proposer shall provide a description of qualifications, experience and resources as they relate to undertaking consulting services of this type. 3. The Proposer shall provide a list of similar clients, for whom work has been performed within the last three years, including the names of the firm or community, contact person, name addresses and phone numbers of clients. 4. The Proposer shall provide a detailed estimate of projected expenses to provide consulting services, signed and dated by a representative of the firm, with the date that the quotation expires. REVIEW AND ASSESSMENT Professional firms will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals and interview session. However, the City of Fort Collins may choose to make a selection from the written proposals. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTING QUALIFICATION STANDARD FACTOR 2.0 Scope of Proposal Does the proposal show an understanding of the project objective, methodology to be used and results that are desired from the project? 2.0 Assigned Personnel Do the persons who will be working on the project have the necessary skills? Are sufficient people of the requisite skills assigned to the project? 1.0 Availability Can the work be completed in the necessary time? Can the target start and completion dates be met? Are other qualified personnel available to assist in meeting the project schedule if required? Is the project team available to attend meetings as required by the Scope of Work? 1.0 Motivation Is the firm interested and are they capable of doing the work in the required time frame? 2.0 Cost and Do the proposed cost and work hours compare Work Hours favorably with the project Manager's estimate? Are the work hours presented reasonable for the effort required in each project task or phase? 2.0 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm done previous projects of this type and scope? Reference evaluation (Top Ranked Firm) The project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. QUALIFICATION STANDARD Overall Performance Would you hire this Professional again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Professional responsive to client needs; did the Professional anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? Job Knowledge a) If a study, did it meet the Scope of Work? b) If Professional administered a construction contract, was the project functional upon completion and did it operate properly? Were problems corrected quickly and effectively? V. Scheduling Proposals should include an anticipated schedule of events. Completion of the report is anticipated to be within 30-45 days of execution of a formal consultant agreement. In addition, the consultant shall provide weekly written and oral updates to the City and Housing Authority regarding project status. The successful Proposer will also schedule time to present the findings to the Community Development Block Grant Commission, Fort Collins Housing Authority and Corporation Boards and City staff. The final project will be in report form and include 5 (five) reproducible electronic and hard copies and include documents of raw data and information prepared pursuant to the scope of services. VI. Disclaimer The City of Fort Collins and Fort Collins Housing Authority reserve the right to reject any and all proposals, to waive any technical or formal defects in such proposals, to accept or reject any part of any proposal, and to award a contract to other than the low bidder, according to the City's own judgment and best interest. PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below, by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and , [insert either a corporation, a partnership or an individual, doing business as 1, hereinafter referred to as "Professional". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Professional agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of ( ) page[s], and incorporated herein by this reference. 2. The Work Schedule. [Optional] The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of ( ) page[s], and incorporated herein by this reference. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated within ( ) days following execution of this Agreement. Services shall be completed no later than Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in writing by the parties hereto. 4. Early Termination by City. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: Professional: City: With Copy to: In the event of any such early termination by the City, the Professional shall be paid for services rendered prior to the date of termination, subject only to the satisfactory performance of the Professional's obligations under this Agreement. Such payment shall be the Professional's sole right and remedy for such termination. 5. Design, Project Indemnity and Insurance Responsibility. The Professional shall be responsible for the professional quality, technical accuracy, timely completion and the coordination of all services rendered by the Professional, including but not limited to designs, plans, reports, specifications, and drawings and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and hold harmless the City, its officers and employees in accordance with Colorado law, from all damages whatsoever claimed by third parties against the City; and for the City's costs and reasonable attorneys fees, arising directly or indirectly out of the Professional's negligent performance of any of the services furnished under this Agreement. The Professional shall maintain commercial general liability insurance in the amount of $500,000 combined single limits, and errors and omissions insurance in the amount of 6. Compensation. [Use this paragraph or Option 1 below.] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional a fixed fee in the amount of All such fees and costs shall not exceed ($ ) plus reimbursable direct costs. ($ ). Monthly partial payments based upon the Professional's billings and itemized statements are permissible. The amounts of all such partial payments shall be based upon the Professional's City -verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's actual reimbursable expenses. Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings, and other services rendered by the Professional shall become the sole property of the City. 6. Compensation. [Option 1] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis according to the following schedule: Hourly billing rates: Reimbursable direct costs: with maximum compensation (for both Professional's time and reimbursable direct costs) not to exceed ($ ). Monthly partial payments based upon the Professional's billings and itemized statements of reimbursable direct costs are permissible. The amounts of all such partial payments shall be based upon the Professional's City -verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's reimbursable direct costs. Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings and other services rendered by the Professional shall become the sole property of the City. 7. City Representative. The City will designate, prior to commencement of work, its project representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the project. All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to the City Representative. 8. Project Drawings. [Optional] Upon conclusion of the project and before final payment, the Professional shall provide the City with reproducible drawings of the project containing accurate information on the project as constructed. Drawings shall be of archival quality, prepared on stable mylar base material using a non -fading process to prove for long storage and high quality reproduction. 9. Monthly Report. Commencing thirty (30) days after the date of execution of this Agreement and every thirty (30) days thereafter, Professional is required to provide the City Representative with a written report of the status of the work with respect to the Scope of Services, Work Schedule, and other material information. Failure to provide any required monthly report may, at the option of the City, suspend the processing of any partial payment request. 10. Independent Contractor. The services to be performed by Professional are those of an independent contractor and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Professional's compensation hereunder for the payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose. 11. Personal Services. It is understood that the City enters into this Agreement based on the special abilities of the Professional and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Professional shall neither assign any responsibilities nor delegate any duties arising under this Agreement without the prior written consent of the City. 12. Acceptance Not Waiver. The City's approval of drawings, designs, plans, specifications, reports, and incidental work or materials furnished hereunder shall not in any way relieve the Professional of responsibility for the quality or technical accuracy of the work. The City's approval or acceptance of, or payment for, any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement.