7-RFP-02-Scope of Services.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 27-0009 Doc. Ref#: RFP-02 Page 1 of 9

RFP Title: PRO-Housing Pattern Book

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth (“City”) is seeking proposals from qualified firms to develop a book of Pathways to Removing Obstacles to Housing (PRO-Housing) pattern book of pre-approved housing plans to assist property owners with infill development or home rehabilitation projects for the Neighborhood Services Department.

2.0 BACKGROUND

The City of Fort Worth was awarded $5 million in U.S. Department of Housing and

Urban Development (HUD) PRO-Housing grant funds to remove barriers to affordable housing and reduce housing costs for residents. One priority and focus under this grant is the development of a housing pattern book for infill housing in Fort Worth neighborhoods featuring architecturally stamped, pre-approved plans by the City’s Development Services

Department. Plans will include single-family, duplex, small multifamily (up to two stories), townhomes, cottage homes and accessory dwelling units (ADUs), etc.

The objective of this bid is to create a set of pre-approved, code-compliant building plans, with a minimum of three elevation types per plan, that can help expedite plan review through the City’s Development Services Department, reduce architectural and permitting costs for individuals and developers, and support equitable residential infill development.

3.0 MINIMUM QUALIFICATIONS

Failure to meet the minimum qualifications may result in a submission being deemed non-responsive.

3.1 Proposer must have prior experience developing a pattern book, ideally for other municipalities or involving HUD Community Development Block

Grant (CDBG) requirements.

3.2 Proposer must have a valid and active System for Award Management

(SAM) registration.

4.0 SCOPE OF SERVICES

4.1 To be considered, firms must demonstrate substantial, relevant experience developing residential housing plans (experience developing housing plans or similar pattern books for local government use is preferred), preparing or revising land development regulations, and applying innovative thinking that addresses national trends with in-depth knowledge of what works locally.

4.2 As part of their submission, proposers shall submit their projected timeline for completing the tasks and deliverables of the project; the City’s goal is to

RFP Ref. #: 27-0009 Doc. Ref#: RFP-02 Page 2 of 9 have completed plans within six to eight (6-8) months after award.

4.3 The selected Vendor will prepare a Pattern Book that translates Fort Worth’s neighborhood character into at least twelve (12) pre-approved housing patterns suitable for infill. Tasks for after award shall include the following:

4.3.1 Document neighborhood character through visual and dimensional surveys of representative areas, focusing on lot sizes, square footage, setbacks, building heights, elevations, and architectural styles.

4.3.2 Brief targeted partners at the beginning, middle, and end stages of the project (i.e. Development Advisory Committee, American Institute of

Architects, Community Design Fort Worth and others as may be identified by City staff) through presentations or focus group settings.

4.3.3 Select priority housing types (e.g., single-family, duplex, triplex, fourplex, townhomes, cottage homes, and ADUs) in collaboration with City staff.

4.3.3.1 Plans will be limited to eight total units, two story maximum height.

4.3.4 Collaborate with City staff through semi-monthly check-ins with designated staff.

4.3.5 Produce pre-approved prototypes that include:

4.3.5.1 Floor plans with dimensions;

4.3.5.2 Structural plans;

4.3.5.3 Mechanical, Electrical, and Plumbing (MEP) plans;

4.3.5.4 Elevation and sections;

4.3.5.5 Schedules and specifications;

4.3.5.6 Energy code compliance;

4.3.5.7 Fire separation details;

4.3.5.8 Exterior elevations with architectural detailing;

4.3.5.9 Site layout examples showing how prototypes fit common

Fort Worth lots;

4.3.5.10 Basic construction notes and quality standards to

demonstrate buildability;

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4.3.5.11 An Americans with Disabilities Act (ADA) accessible

option for each plan;

4.3.5.12 Require rear-entry parking access on blocks with alleys; and

4.3.5.13 Conditions of application.

4.3.6 Ensure zoning alignment by working with City staff to:

4.3.6.1 Identify adjustments needed in the Zoning and/or

Subdivision Ordinances to accommodate the prototypes.

4.3.6.2 Provide an Integration Memo that recommends expedited or by-right approval pathways when Pattern Book designs are used.

4.3.7 Create plans that:

4.3.7.1 Support infill housing development on existing 50 x 100+ foot lots (or combination of lots).

4.3.7.2 Support small builders/developers.

4.3.7.3 Avoid platting/replatting, requirement for architect stamp, and sprinkler systems.

4.3.7.4 Consider residential zoning districts and Neighborhood

Empowerment Zones (NEZ).

4.3.8 Provide baseline construction cost ranges for each housing type

(single-family, duplex, small multifamily up to two stories, townhomes, cottage homes and ADUs, etc.).

4.3.8.1 Cost variations based on:

4.3.8.1.1 Alley-loaded vs. front-loaded configurations

4.3.8.1.2 All-electric vs. mixed-fuel variants

4.3.8.1.3 Accessibility options

4.3.8.1.4 Cost impacts of typical Fort Worth conditions

(utility conflicts, drainage, tree preservation).

4.3.9 Produce a Pattern Book that is graphically rich, practical, and user-friendly, formatted for both print and digital formats. Develop a draft and final document that aligns with the city’s existing zoning code, subdivision code, design criteria manual, building code, and all other

RFP Ref. #: 27-0009 Doc. Ref#: RFP-02 Page 4 of 9 applicable development regulations.

4.3.9.1 Include guidance on implementation strategies that focus on ways to streamline the building plan review process and potential code enforcement challenges.

4.4 ADDITIONAL INFORMATION

4.4.1 The resulting agreement will not include any construction, rehabilitation, or physical installation work. If project scope changes at any time and becomes construction‑related, additional federal labor standards (including Davis‑Bacon and Section 3 requirements) may be triggered. In such a case, the contract will be terminated, and a new procurement process will be required.

4.4.2 This project is subject to Code of Federal Regulations (CFR) 25 and

CDBG requirements.

4.4.3 After completion, the pattern book and all included plans in their entirety shall become the sole property of the City of Fort Worth.

5.0 METHOD OF AWARD - Proposals will be evaluated based on “best value” to the City. Proposals that receive less than 50% of the total available points, excluding price points, will not be considered for award.

6.0 EVALUATION FACTORS

To be considered, the Proposer must submit a complete Proposal by the stated deadline and in accordance with all Proposal requirements. All required documentation must be included for evaluation.

Proposals that meet these requirements will be evaluated based on the criteria listed below:

6.1 Small Business Utilization Goal – up to 20 points available

6.1.1 Small Business (SB) Participation will be evaluated as follows:

6.1.1.1 0% SB Participation = 0 points

6.1.1.2 1-7% SB Participation = 7 points

6.1.1.3 8-15% SB Participation = 10 points

6.1.1.4 16-29% SB Participation = 15 points

6.1.1.5 30% or more (goal met) = 20 points

6.2 Related Experience and References – up to 25 points available

RFP Ref. #: 27-0009 Doc. Ref#: RFP-02 Page 5 of 9

6.3 Project approach – up to 25 points available

6.4 Quality of past work – up to 10 points available

6.5 Local zoning/infill knowledge – up to 10 points available

6.6 Cost – up to 10 points available

7.0 PRICING STRUCTURE

7.1 All pricing will be submitted via Bid Table BT-78JN; pricing will not be present in any other documents.

7.2 Pricing shall include the purchase of the intellectual property developed through the Pattern Book so that Fort Worth residents can use the plans at zero cost and receive expedited approvals through Development Services if the plans are used.

7.3 Unit prices shall include all associated costs; the City will not pay for any additional charges not covered by the Bid Table.

8.0 CONTRACT AWARD PROCESS

8.1 The Purchasing Division will facilitate and manage the evaluation process.

8.2 An Evaluation Panel consisting of representatives from various City departments and City consultants may be appointed to review and evaluate

RFP responses in accordance with this RFP. City reserves the right at its sole discretion to include additional representatives at any point during the evaluation.

8.3 The Evaluation Committee will evaluate responses and may select

Proposer for onsite interviews, presentations or demonstrations.

8.4 At its sole discretion, the City may request Best and Final Offers (BAFO) from proposers whose proposals are deemed most advantageous. Contract negotiations will be based on the BAFO submissions.

8.5 The City reserves the right to negotiate all elements that comprise the successful Proposer’s response to ensure that the best possible consideration be afforded to all concerned.

8.6 The City reserves the right to shortlist firms based upon scores/ratings received during the evaluation process.

8.7 The City will notify all proposers in writing of the outcome once an award determination has been made.

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9.0 PROPOSAL FORMAT AND ATTACHMENTS

To facilitate and expedite the evaluation process, Proposals should adequately address all evaluation factors and include the following list of required items that will be used as part of the evaluation. A Proposal may be deemed to be non-responsive and may be disqualified, at the City’s discretion, if the Proposal fails to comply with the following instructions.

9.1 Proposal Format Requirements

9.1.1 Proposal format shall be in a font no smaller than 12 point, 8.5-inch by 11-inch paper size, with one inch margins for the entire submitted proposal.

9.1.2 All proposal sections shall be divided by submission titles. All pages within these sections shall be uniquely numbered for purposes of easy reference.

9.1.3 Only the Bid Table (BT-78JN) shall refer to pricing.

9.2 Response Forms

9.2.1 Completed and signed RFP-04-Authorized Signature and

Questionnaire.

9.2.2 Completed and signed RFP-05-CFW Required Forms

9.2.3 Completed and signed RFP-06-Small Business Utilization Form

9.2.4 Completed and signed RFP-07-Deviations

9.2.5 Signed Addendum(s)

9.2.6 Bid Table (BT-78JN)

9.2.7 Proof of active SAMs registration

9.3 Technical Response

9.3.1 Understanding of project scope:

9.3.1.1 Include a summary of your firm’s understanding of the project.

9.3.1.2 Include your firm’s projected timeline and key checkpoints for project completion.

9.3.1.3 Include your firm’s approach to completing a project of this nature, including specific work elements that will be accomplished from the project beginning through completion.

RFP Ref. #: 27-0009 Doc. Ref#: RFP-02 Page 7 of 9

9.3.2 Key personnel and qualifications:

9.3.2.1 Provide a list of the key personnel who will be involved in the project. For each team member, please include:

9.3.2.1.1 Professional summary including time with the

Proposer’s firm;

9.3.2.1.2 Respective responsibilities and experience with

9.3.3 Related projects and references:

9.3.3.1 Provide a record of at least two projects with a similar size and scope to this project.

9.3.3.1.1 Projects must be from the past ten (10) years;

9.3.3.1.2 Include any staff still employed by your firm who

serviced the listed projects.

9.3.3.2 Provide reference letters from two (2) or more current or past clients, written on their company’s letterhead.

References should include what project your firm worked on and how recently the work was performed.

9.3.4 List of exceptions, substitution, clarifications, additions

9.3.4.1 Although the Scope of Services included Project

Requirements of the solicitation represents the City’s anticipated needs, there may be instances in which it is in the City’s best interest to permit exceptions to requirements and accept proposed alternatives.

9.3.4.2 If no exceptions are taken, select “No

Deviations/Exceptions” in “RFP-07-Deviations”.

9.3.4.3 It is extremely important for the Proposer to make clear where exceptions, clarifications substitutions and/or additions to the Scope of Services, Draft Vendor Service

Agreement and General Terms and Conditions are taken and how substitutions shall be provided. The City does not recognize strikeouts, deletions, or changes to Solicitation documents. Therefore, exceptions, conditions, clarifications and/or substitutions to the provisions of the

RFP Ref. #: 27-0009 Doc. Ref#: RFP-02 Page 8 of 9

City’s requirements must be clearly identified along with the proposed addition or modification. If the Proposer does not make it clear that an addition, exception or clarification is taken, the City shall assume the Proposer is responding to and shall meet the City’s stated requirements.

9.3.4.4 Identify each exception, clarification, substitution and/or addition by specifically referencing the page number, section number, subsection number, item number or letter, and, if necessary, paragraph, or line number.

9.3.4.5 Identify each item clearly as an addition, exception, clarification or substitution. It is not necessary to include the entire text of a particular section or subsection.

However, for ease of reference, Proposers may use portions of the solicitation’s text, if helpful in explanation.

9.3.4.6 For substitutions/clarifications, provide an explanation of the difference between what the solicitation requests and what is proposed. The City is open to other means of accomplishing the requested Work. Proposers must explain why they believe their method of accomplishing the Work is equal to or better than that specified by the City.

9.3.4.7 For any addition(s) proposed or exception(s) taken, provide a rationale in as much detail as possible.

9.3.4.8 Begin responses to the major sections of the solicitation on a new page.

9.3.4.9 The City shall consider the number and substance of

alterations to the City’s stated requirements as a factor in determining the most advantageous response.

9.4 Pricing

9.4.1 Proposal pricing shall be assembled and presented in accordance with the format and instructions of this solicitation.

10.0 SMALL BUSINESS PROGRAM – The City of Fort Worth has established a

30% Small Business (SB) participation goal for this solicitation. This goal reflects the City’s determination that certified Small Business Firms are available to provide the goods and/or services required under this bid. Accordingly, at least

RFP Ref. #: 27-0009 Doc. Ref#: RFP-02 Page 9 of 9

30% of the total awarded contract value must be subcontracted or spent with a certified Small Business Firm. All provisions and requirements outlined in City

Ordinance No. 27832-08-2025 apply to this solicitation. Bidders are required to submit the following documentation with their proposal:

10.1 Small Business Utilization form V1 (RFP-06) detailing how the Small

Business goal will be achieved.

10.2 Current Small Business Certification issued by a certifying entity approved by the City Manager.