32749_Jan_28_26_solicitation_doc.pdf

Solicitation Number: 32749

Housing Development Counsultant

Request for Proposal (RFP)

Fellowship Place Inc

October 09, 2025 - October 10, 2025

Page:2

General Header Information

32749

No. 32749 Title: Housing Development Counsultant Start Date: October 09, 2025 at 11:30:00 AM EDT End Date: October 10, 2025 at 3:00:00 PM EDT Vendor Q&A Start Date:

Vendor Q&A End Date:

Estimated Total Value:

Who can respond to this bid? : All Vendors Description: Fellowship Place (FP) is negotiating the purchase of a rooming house in

New Haven to be used for housing for homeless and other special needs individuals. The building is three stories, wood frame construction. It will have approximately 15 individual rooms for residents and common spaces. The building is in need of renovations. The goal is to apply for DOH affordable housing funding for the necessary renovations and associated project costs.

Delivery Terms: Free On Board Destination Payment Terms: Vendor Specified Contact Information: Fellowship Place Inc

Mary Guerrera, Executive Director 441 Elm Street New Haven CT, 06511 United States Tel: 203-401-4227 Fax: 203-401-2083 mguerrera@fellowshipplace.org

Contact Details: If you have any questions, please contact:

Mary Guerrera, Executive Director 441 Elm Street New Haven CT, 06511 United States Tel: 203-401-4227 Fax: 203-401-2083 mguerrera@fellowshipplace.org

Selected Categories:

Page:3

Solicitation Requirements:

32749

Submission Requirements: Respondents must submit one complete proposal by email. All materials become the property of Fellowship Place. All proposals must be received no later than October10, 2025 by 3:00 PM and sent to Mary Guerrera, Executive Director, mguerrera@fellowshipplace.org.

Submission Requirements:

Submission Requirements:

Respondents must submit one complete proposal by email. All materials become the property of

Fellowship Place. All proposals must be received no later than October10, 2025 by 3:00 PM and sent to Mary Guerrera, Executive Director, mguerrera@fellowshipplace.org.

mailto:mguerrera@fellowshipplace.org

Page:4

Questionnaire:

32749

Requests for Information Description: Respondents desiring an explanation or further information regarding the solicitation must submit an email request no later than October 3, 2025 by 3:00 PM to Mary Guerrera, Executive Director, mguerrera@fellowshipplace.org. Any clarifications and/or information will be furnished promptly.

Submission Information and Selection Criteria Interested Consulting Firms shall submit information as outlined below. A selection committee will be established to review the information submitted, verify the information submitted, contact references and interview Consulting Firms as the committee may require. The selection committee may include but is not limited to, members of the Board of Directors and Staff and design professionals working on the project.

The selection committee shall evaluate all criteria included in the RFP Package and rank each Consulting Firm based on the ranking sheet. The final selection shall be made based principally on experience with similar developments, fee structure and capacity to complete the tasks in a timely manner.

Type YES/NO Is Required Y

Page:5

Documents:

32749 - Housing Development Counsultant.pdf

Page:6

Item Specifications

No. Item Alternative Supplier Part No Mfr.

Name

Mfr. No Del

Date

Unit Unit Bid Qty. Total

1 PROJECT

ARCHITECTURAL

DESIGN AND

CONSTRUCTION

MANAGEMENT

SERVICES - Construction

Phase (if awarded) each 1.00

Item Specification for PROJECT ARCHITECTURAL DESIGN AND CONSTRUCTION MANAGEMENT SERVICES - Construction Phase (if awarded)

Description: Task 1: Project Management The Project Architect Consultant shall establish a project management system to provide adequate scope, schedule, and budget control and be responsive to input from the BOE. Status and project meetings with all participating BOE staff shall be conducted on a regular basis. The purpose of these meetings shall be to report to the BOE on project status issues such as work in progress, work completed, and delivery schedule. Discussions on the various technical issues and strategies associated with all phases of a project shall take place during these meetings. In addition, meetings shall be held with the BOE and other agencies to coordinate multi-jurisdictional components of a project. Meeting minutes documenting the decisions made and action items shall be prepared by the Project Architect Consultant and submitted to the attending parties. Task 1.1 - Project Meetings The Project Architect Consultant shall arrange for a kick-off meeting through the BOE project manager or designee. This meeting shall serve to clarify the lines of communication and other administrative details. The Project

Architect Consultant shall then meet with the BOE staff and participating agencies on an agreed basis (as needed) to report project progress. Task 1.2 - Project Schedule The Project Architect

Consultant shall provide a project schedule identifying project meetings, project deliverables, and major milestones required by the BOE. The schedule shall be updated on a monthly basis. Task

1.3 - Project Status Reports. The Project Architect Consultant shall provide a monthly project progress report as requested that contains the following information for all projects currently under design and construction. Deliverables: Monthly Status Meetings Monthly Schedule Updates Progress Reports and Meeting Minutes Task 2: Design Reports Many projects shall require a design concept report (DCR), which typically includes Conceptual (30%) Plans. If required by the BOE, the DCR shall identify the purpose of the project, present the methodology used to define the proposed solution, summarize alternatives if applicable, provide an overview of specific issues and recommended solution(s), describe the improvements to be made, present conceptual plans delineating the limits of improvements and type(s) of work to be done, and provide a preliminary project cost estimate. When required by the BOE, the Project Architect Consultant shall be responsible for performing a topographic survey of the area including all existing features and utilities, and preparing mapping and base sheets to accurately show the existing conditions. The

DCR shall also identify and detail what coordination will be needed with existing infrastructure and stakeholders, in particular utility relocations, traffic control and businesses. These items shall also be included in the preliminary cost estimates for each project. Deliverables: Surveying, Mapping and Field Investigations Design Concept Report (DCR), including Conceptual Plans and

Estimate Task 3: Detailed Design and Construction Documents Based on approval of the DCR by the District, the Project Architect Consultant shall prepare detailed design and construction documents for review. Each review of these documents shall include plans (drawn in AutoCAD to District standards), cost estimate, and technical specifications. Task 3.1- Detailed Design

Engineering Provide complete consulting engineering and design services for architecture. Task 3.2 - Design Review Submittals Develop detailed plans, specifications and project cost estimates and submit to the BOE for review and approval at the following completion stages. The BOE will determine the level of staff review that is required prior to beginning the defined scope of work.

The following is a typical review process for BOE projects: Schematic Design Design Development 50% Construction Documents 90% Construction Documents Final Construction Documents The

Project Architect Consultant shall incorporate the BOE's review comments into the subsequent submittal. The Project Architect Consultant shall prepare a tabulation of the review comments and the proposed resolution for each comment. The Project Architect Consultant must provide a brief explanation for each comment that it proposes to not incorporate, otherwise, the District expects all comments to be addressed. Task 3.3 - Cost Estimates The Project Architect Consultant shall prepare detailed construction cost estimates for each submittal. Cost estimates shall reflect current market conditions and project timeframes. Task 3.4 - Comment Resolution Meetings The Project Architect Consultant shall participate in review meetings with BOE staff, tabulate and address comments, and submit a written comment resolution summary at each plan review stage. Responsiveness and communication relative to review comments are key components when evaluating the Project Architect Consultant's performance. The District recognizes that previous comments may be superseded as design progresses and that some review comments require additional discussion and engineering judgment prior to final resolution. Comment resolution meetings should be scheduled in order to facilitate this discussion and resolution. The BOE's expectation is that responses be documented for all review comments and that the Consultant should never independently delete or ignore review comments. Task 3.5 - Utility Coordination The

Project Architect Consultant shall assist with utility coordination and agency approvals by performing such tasks as preparing applications and supporting materials in order to secure permits and approvals for the project as well as holding utility coordination meetings. The District will provide general coordination by requesting mapping, distributing progress plan submittals to utility companies and other agencies, and related tasks. The Project Architect Consultant shall be responsible for incorporating existing utility information into the drawings and preparing its design with due consideration given to existing utilities and infrastructure. Task 3.6 - Public Meetings When requested by the BOE, the Project Architect Consultant shall assist with stakeholders and public meetings. The BOE staff will handle the day-to-day tasks associated with public outreach and communication with the public and stakeholders. The Project Architect Consultant shall be primarily responsible for preparing supporting documentation, such as exhibit boards, and attending public meetings to assist with answering questions. Task 3.7 - Final Bid Documents The

Project Architect Consultant shall furnish the BOE with one (1) full-sized set of plans, specifications and a cost estimate at each review stage, including final specifications and documents for the bid release. Final drawings and specifications shall be issued in electronic format for bid solicitation to be posted on BOE and DAS websites. Task 3.8 - Final Design Reports The detailed design development will likely generate some minor revisions and updates to the design report prepared at the 30% submittal stage. The Consultant shall incorporate such updates and submit a final report to the BOE for review. Task 4: Bidding Assistance If requested by the BOE, the Project Architect Consultant shall provide bidding assistance services, such as: Attend pre-bid meeting(s) for the project to discuss the bid documents, field conditions, and answer technical questions. Prepare pre-bid meeting minutes for review and distribution. Issue responses to requests for information (RFI) from prospective contractors and suppliers, by preparing a summary of questions and answers via written addenda. Prepare addenda for review and approval by the BOE. The

District will post all addenda to Purchasing and DAS websites. Deliverables: Pre-bid Meeting Minutes Responds to Questions from Bidders Furnish Addenda to the Bid Documents Task 5:

Construction Phase Services Construction phase services will be required at the BOE's discretion. The BOE may elect to self-perform construction administration and inspection on projects, or may request the Project Architect Consultant provide these services. Regardless of the level of service ultimately needed for construction services, successful experience in this area is desirable.

The construction administration scope will be determined prior to completion of the design and a contract amendment issued as needed, to avoid delaying the project. The following is an outline of basic services that may be requested by the BOE: Project administration assistance. Participate in the pre-construction meeting and/or progress meetings. Review shop drawings, submittals, and respond to the awarded contractor's requests for information (RFI). Review project reports created by the BOE/District Inspector or submitted by the Contractor. Review technical proposals and cost submittals and make recommendations. Construction observation, inspection, and quality control testing services. Assist with project closeout activities, including the filing of all required forms for the completion of warranties, State and Federal requirements, and commissioning of mechanical facilities. The Project Architect Consultant may be requested to prepare

Record Drawings for the project, based upon field observations and information furnished by the Contractor at project completion. The Record Drawings, if requested, shall be required in both hard copy and digital format. Deliverables: Documentation of the Construction Project Construction Meeting Minutes Construction Observations and Inspection Quality Control Test

Allow Vendor to Enter Negative Value : No

Exclude Line Item from Bid Total : No

Page:7