West_Africa_BTL_Phase_One_RFP_-_Q&A_v1.pdf

Build to Lease Housing - Request for Proposals Solicitation # OBO-BTL-BKO-001-A

Questions and Answers - Set 1 Page 1 of 12

QUESTIONS AND ANSWERS – SET 1

To the extent possible, substantive questions received from any party will be responded to publicly on the solicitation website. Submit questions to WestAfricaHousing@State.gov.

Questions should be submitted no later than April 29, 2019.

# Solicitation and Responses

1 Why is USG pursuing these projects?

The USG is responsible for providing safe, secure, and functional housing for diplomatic staff at Embassies worldwide.

USG has chosen to pursue these projects as an efficient way to provide high-quality housing and amenities for such staff.

2 Will USG extend the deadline to submit a response to the

RFP?

No. All responses are due May 6th.

3 If companies are forming a joint venture, should they submit a combined proposal, or separate responses to the

RFP?

Joint ventures should submit one proposal. Responses should identify the corporate entity with whom the USG would conduct business. Responses should identify key individuals and other corporate entities that will have a major stake in that primary entity.

4 Have any developers or sites been selected?

No. The USG intends to select a developer for Bamako and/or Ouagadougou at the conclusion of the RFP Phase Two.

Preferred site locations within each city are identified in Exhibit A to the Phase One RFP.

5 What language should be used for proposals and design submissions?

All proposal documents and contract submittals must be provided in English. Business is intended to be conducted primarily in English.

6 Are Offerors required to submit a balance sheet? In the case of a joint venture (JV), should the balance sheet be for the JV or each of the partners?

Yes. The data on the balance sheet provides important information about the Offeror’s financial status and capacity. In the case of a joint venture, each partner of the JV should each fill out a balance sheet form.

7 What types of projects or activities should be described in the Offeror Experience section of RFP responses?

Housing projects only? Or other types of buildings?

This section should describe the Offeror’s most relevant experience to the project. Projects of a similar type, scale, complexity, and/or monetary values should be included.

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8 May the Offeror Experience section describe prior experience by team members?

Yes. Experience may cover activities of any key team members (individuals or companies) that are part of the Offeror team.

Any such team members must remain part of the organization for the duration of the project.

9 How can Offerors show sufficient funding for the project, especially given the few details about the project in the RFP?

Offerors may provide a letter from a reputable bank that identifies a suitable line of credit, or other similar evidence of access to funding in an amount that the Offeror deems sufficient to complete the project or projects.

Note: for Offerors proposing projects in both locations, identify whether the Offeror is capable of financing and executing projects in both locations simultaneously (or sequentially).

10 It is difficult to fill out the project schedule when the duration of certain items cannot be determined without knowing the detailed technical requirements. Should estimates be provided?

Yes, the project schedule should reflect the Offeror’s best judgement about the duration of activities, based on the information available. A more detailed schedule will be required in Phase Two.

Note: during the design phase, Offerors should assume a 30 day period for each USG review and comment period.

11 Is there a deadline for project delivery?

The project schedule will be subject to negotiation but Offerors should be aware that the USG is looking for a Developer that can provide a quality project in a timely manner.

12 If an Offeror submits proposals for both locations, should the proposals be separate or combined?

Offerors should submit separate proposals for each location.

Any pricing efficiencies or discounts associated with multiple-city proposals should be noted in the proposals.

13 Will USG give preference to Offerors who submit proposals for both locations?

USG intends to pursue agreements that represent best value to the USG. The efficiencies gained from contracting with the same entity in two locations would be one of several elements that would be considered in the best value evaluations.

14 How are American firms given price preference during proposal evaluations?

See Exhibit E of the RFP. This preference will be applied during Phase Two of proposal evaluations.

15 If an American firm forms a Joint Venture with a non-U.S.

company, is the price preference applicable?

The price preference may apply. Please provide all relevant corporate information in accordance with Exhibit E and indicate the relative participation by the U.S. and non-U.S. firm(s).

16 Can responses be provided by fax or mail?

No. See the RFP for instructions on submitting responses.

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Site selection

17 I do not own suitable property yet. Can I still submit a response to the RFP?

Yes. The USG will prioritize responses that identify a site and provide a basic design layout. However, site identification/layout is not mandatory during Phase One of the

RFP.

If you have identified a site but do not yet have ownership or control, you may identify the site and describe how the Offeror will gain control and ownership of the property.

During Phase Two, Offerors will need to demonstrate ownership of a specific site or sites, or provide evidence of the right to acquire such sites, such as through an option to purchase.

18 Must the developer own the land, or can land be allocated or leased from another party?

Normally, the Developer will have full ownership of the land (titre foncier) before the USG and the Developer enter into an agreement. The USG may also consider alternatives, such as an estate similar to freehold (extremely long duration, unfettered use and development rights, and the right to freely assign or otherwise transfer).

19 For different sites in the Tier 1 area, will USG give preference to sites that are closer to the Embassy?

USG has a general preference for sites in the Tier 1. The USG also prefers sites within a reasonable commuting distance of the US Embassy, with closer proximity being preferred.

However, among different sites in the same tier area, no single factor will determine overall preferences. Note also that the proposed site should not be directly adjacent to the US Embassy because additional security criteria may apply.

20 Will you consider locations outside of the areas identified as Tier 1 and Tier 2 in the RFP?

The Project’s location will be a primary factor in the USG’s selection of a Developer. We may consider areas outside of Tier 1 and Tier 2 but Offerors are advised that selection of sites in these areas is unlikely.

21 May Offerors split the development between two unconnected locations in the same city?

Yes. However, this may not be economical given the need for setback areas from the site perimeter. Additionally, please keep in mind that USG considers it a benefit to consolidate staff housing requirements.

22 In a given city, may Offerors propose more than one site?

Yes. Offerors may propose more than one site alternative for any city.

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23 How large should the site be? The site must be large enough to accommodate the program requirements. The site should be sized while taking into account factors such as need for privacy, light, pedestrian and vehicular circulation, economy, and required building setbacks.

For reference, the example site plans provided in the RFP are based on a 30-unit development, and contain 1.2 Hectares for the apartment concept and 2 Hectares for the townhouse concept. A larger site may be necessary or warranted, based on the number of units, or based on the site shape. However, USG finds it unlikely that significantly smaller sites would be acceptable.

24 What if it is impossible to find a site that meets these size requirements in the target locations?

If no sites are available that can accommodate the program requirements, USG may consider reducing the project scope, such as the number of housing units or reducing the required building setback distances.

25 What is the maximum commute time from the project to the U.S. Embassy?

The USG prefers that the commute be less than 30 minutes.

Site design and project scope

26 May Offerors respond to Phase One without providing a proposed design?

Yes. However, identifying a site and demonstrating that the site can accommodate the project, will provide USG more information about the Offeror’s ability to satisfy the project requirements.

27 In a given city, may Offerors propose more than one site layout?

Yes. Offerors may propose more than one solution for a given site. For example, Offerors may propose separate townhouse and apartment solutions for the same site.

28 To what extent can Offerors use the example designs in the

RFP?

Offerors are welcome (but not required) to utilize any and all aspects of the example designs.

The examples are provided without warranty or representation.

The selected Developer will be solely responsible for all design of the project.

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29 To what extent do the example designs conform to the project requirements and to what extent can or must the examples be modified?

The example designs are “generic.” The examples do not necessarily match the project scope – in particular the number and size of housing units.

The examples may need to be modified to fit on your site or to conform to local building codes or other government requirements.

Offerors are welcome to modify the examples, as they deem appropriate. For example, Offerors may need to propose to increase or reduce the number of stories in the apartment scheme.

30 May Offerors deviate from the site layout requirements?

The “Project Scope” section of the RFP identifies the USG’s basic site layout requirements for the project. Our intention is to proceed with a project that meets all requirements.

However, if certain aspects of the RFP are not feasible (for example, site conditions preventing compliance), exceptions may be considered. Any exceptions must be clearly identified in the Offeror’s proposal.

Note: the USG will not review or accept exceptions until after proposals are received.

31 Can a proposal deviate from the number or size of housing units?

This is discouraged, but minor deviations may be considered.

However, the deviations should not be 10% more or less than the target stated in the RFP.

The Project Scope has been tailored to the specific needs in each location, and USG prefers to maintain all elements of the project scope. Offerors must explicitly identify any proposed deviations in their proposal.

32 Are other facilities such as a medical clinic or a chapel desired or acceptable?

Offerors are discouraged from proposing facilities other than those identified in the RFP. If the developer considers these necessary for future re-use of the development, they may be proposed. However, USG anticipates such facilities will add costs to the project, which are not likely to be supported.

33 Does USG have a strict preference between townhouses and apartments?

No. USG finds that occupants sometimes prefer townhouses to apartments. However, USG recognizes that an apartment solution may represent a lower cost solution that also provides more recreational space.

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34 Can I propose single-family detached homes?

Yes, detached dwellings on a site with the required setback may be considered. However, USG anticipates that, in the preferred locations, townhouse or apartment solutions will enable more efficient and cost-effective use of available land.

35 Can I propose more than one apartment building?

Yes. However, USG anticipates that multiple apartment buildings may be more costly and result in inefficient use of land.

36 Does the Recreation Facility have to be on the ground floor?

Yes. The Recreation Facility will include a compound emergency sanctuary and therefore needs to be on the ground floor.

37 Do proposals need to include a swimming pool?

The swimming pool, like all project scope elements, should be included to the greatest extent possible. The pool should be at least 80 square meters.

If the site layout results in additional outdoor space, Offerors are encouraged to propose additional community amenities, such as recreational uses (e.g. sports fields or courts, gardens, etc.).

38 Is the Developer responsible for providing furniture, fixtures, and equipment?

The Developer shall provide the fixed elements and furnishings (for example: cabinetry, closets, window blinds, counters, plumbing fixtures, and built-in wardrobes). Loose furniture and equipment and residential appliances (for example, chairs, tables, cooking and laundry appliances, and fitness equipment) will be provided by the USG.

Details will be provided in Phase Two.

39 Are underground facilities or basements allowed?

Dwelling units may not be underground but Offerors may propose underground parking and/or basements.

However, Offerors should be advised that features, which are not required, and will greatly increase the development costs, are unattractive to the USG.

40 At the primary access point, should the Setback be measured from the property line or from the interior face of the Access Control Building?

The setback is measured at the property line.

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41 Is an access control building required at the secondary access point?

No. A sliding gate is required, but not a building.

42 What size vehicles should be accommodated?

One or both of the egress points must be able to accommodate fire trucks, moving trucks, and other utility vehicles.

43 Can parking spaces be included in the setback area?

Yes. While the setback prohibits any occupied buildings, except the Access Control Building, Offerors may make use of the setback area with parking spaces, green space, pedestrian and vehicle paths, non-occupied buildings (such as Utility Buildings or storage) and other similar features.

Note, however, there is also a 6-meter clear zone. Parking spaces are not allowed in the clear zone. See Section B(2) of the Project Scope section of the Phase One RFP for more details.

44 How should car parking be situated?

We will require at least 1.5 parking spaces per unit. At least one covered or open parking space shall be provided within or adjacent to each residential unit. Remaining parking spaces (“visitor parking”) should be distributed in convenient locations near the residences and the community center.

Technical Requirements

45 Which utilities are required, and at what capacities?

The Developer will be responsible for installing and connecting water, sewer, electricity, cable, telephone and internet services.

The Developer will be responsible for providing adequate capacity for all utilities.

For locations where municipal sewer is not present, the developer will be required to provide onsite wastewater management.

It is anticipated that on-site generators and voltage regulators will be required.

Some elements of the utilities will be required to meet certain criteria provided in Phase Two of the RFP.

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46 Can locally available materials be used?

Local materials may be used only to the extent that they meet the quality requirements detailed in the technical specifications (to be provided in Phase Two of the RFP).

Certain items have very few approved suppliers, such as specialty security systems (security doors & windows, cameras, notification system, intrusion detection systems) and the fire pump. Certain items may need to be sourced from the United States or Europe.

47 Are the sliding gate and drop-arm barrier automatic or manual?

Manual. Details will be included in the Phase Two documentation.

48 Where are security grilles required?

Security grilles are required for all ground floor doors and windows, and all elements above the ground floor that can be accessed by climbing the building façade. More details will be provided during Phase Two.

49 Will the USG provide specialized construction assemblies such as bulletproof glass? If the developer cannot find a supplier for a certain item, would the USG help procure it?

No. Offerors are expected to independently obtain all materials for the project, except any specified in the RFP as “USG furnished.” Where appropriate for specialized materials or assemblies, the USG will provide a list of approved suppliers.

50 Do all apartment buildings need to include sprinklers?

Yes. Apartment buildings four or more stories in height must be provided with an automatic fire sprinkler system in accordance with National Fire Protection Association (NFPA) 13:

Standard for the Installation of Sprinkler Systems. Apartment buildings three or fewer stories in height must be provided with an automatic fire sprinkler system in accordance with NFPA 13R: Standard for the Installation of Sprinkler Systems in Low- Rise Residential Occupancies.

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51 Do all townhouses need to include sprinklers?

No. Townhouses are not required to include sprinklers. However, townhouses must include smoke alarms in compliance with NFPA 72: National Fire Alarm Signaling Code.

Moreover, all townhouses must be separated by two-hour fire-resistance-rated construction and provided with roof decking or sheathing that is noncombustible or approved fire-retardant-treated wood for a distance of 1.22 m on each side of townhouse separation walls.

52 Is the installation of a fire pump required?

Yes, for apartment buildings, a NFPA compliant fire pump is required in order to ensure the required pressure for the fire suppression systems. Details will be provided in Phase Two.

53 Will the project need to meet local or international building codes? Who is the permitting authority?

The project will need to meet all applicable requirements in the local jurisdiction. For example, the developer will be responsible for obtaining planning approvals, building permits, and occupancy permits from the local jurisdiction.

In addition, the project will be required to adhere to a current version of an internationally used building code such as Eurocode or International Code Council codes, and certain products or systems will be required to meet standards such as NFPA, ISO, and UL. For example, concrete structures will need to meet Eurocode category 4: 50-year life (EN 1990:2002). In addition to compliance reviews by local authorities, USG will monitor compliance with these requirements. All specifics will be provided in Phase Two.

54 The Phase One RFP contains only a few technical details.

Can more information be provided about technical requirements?

The Phase One RFP provides general information about the type and level of technical capabilities required to complete the project. Detailed technical requirements will be provided in Phase Two.

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Business and Financial

55 Is a purchase option required? Yes. The USG will reserve an option to purchase the property at any time during the lease term. The purchase price will be negotiated in advance (though it may vary over the term of the lease).

56 How long is the lease term? The lease term is negotiable, subject to certain USG budget limitations. Leases are typically between 5 and 10 years but the USG will likely ask for several lease renewal options. Developers should NOT necessarily anticipate that their entire initial investment will be recouped during the initial lease term.

Because of certain budget limitations, the USG is generally unable to enter into such transactions that fully compensate the developer during the initial lease term.

57 Is there a range of acceptable rent prices?

There is not a range of rent prices. The USG intends to use business judgment to find the best value possible.

58 Are facility management fees included in lease payments or paid separately?

They are paid separately. Operating Expense payments will include two components – a fixed charge for property management and maintenance and repairs, and a variable charge for taxes, insurance, grounds maintenance, and related charges.

59 When will rent payments start? Will the USG consider progress payments at the time the agreement is signed or during construction?

Rent payments will start at occupancy of the project by the USG. Rent payments will be made quarterly (four per year).

The USG does not intend to make progress payments prior to completion of construction.

60 Where and in what currency will rent payments be made?

Payments are made by the local U.S. Embassy. Payments are typically made as electronic fund transfers to local banks.

Currency of payment is subject to negotiation.

USG policy concerning offshore payments is designed to ensure compliance with all local legal requirements. As a result, any offshore payments would only be approved after individualized legal review of the situation.

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61 Will the USG provide financing or a separate financial guarantee for the project?

The USG will not provide a separate guarantee for the project.

However, the build-to-lease agreement will obligate the USG to lease the property for a set term of years, subject to certain conditions and limitations. Lenders will consider this obligation when making decisions to finance the project. In other words, lenders may consider the agreement “bankable.”

62 Under what conditions may the USG cancel the lease during its term?

The agreement will allow USG to terminate the lease in the case of Developer default. The agreement will separately allow USG to terminate the lease for its own convenience, in which case a pre-determined termination fee would apply.

63 Can the Developer assign or sell the property during the lease term?

The USG will reserve the right to approve the assignment or sale of the property during the lease term.

64 Are there any specific requirements for construction materials, such as country of manufacture? Are there any countries from which the developer must avoid procuring supplies or materials?

All materials and installation shall comply with code and testing requirements, as well as manufacturer installation requirements. The Buy American statute (41 U.S.C. § 8301 et seq.) does not apply to this transaction. The US Department of the Treasury, Office of Foreign Assets Control administers controls on certain transactions that may limit U.S. Offerors from acquiring materials from certain countries or persons.

The developer is responsible for complying with all applicable laws and regulations. Any specific concerns on the part of the developer should be addressed to the USG for possible guidance.

65 How will the agreement address bank foreclosure, since the USG is a sovereign government?

The agreement will contain terms that are generally commercially accepted by developers and lenders, with certain terms that are required by United States law and circumstance.

Details will be provided in Phase Two.

66 Are there potential tax exemptions for staff housing projects? Customs exemptions?

This is unlikely, but the applicability of exemptions will be determined in the specific context of each awarded project and the legal rules that apply to it. Tax and duty exemptions based in diplomatic law may be limited due to the residential nature of the projects and the fact that the Developer will own the improvements immediately after construction. Proposals should assume the normal applicability of taxes and customs, and any exemption would be a basis for considering price adjustments.

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67 The Phase One RFP contains only a few details about business and financing terms.

Can more information be provided about these topics?

The Phase One RFP provides general information about business and financing terms. Details will be provided in Phase Two.

Other

68 What security procedures and requirements apply during construction?

The Developer will be responsible for site security during construction. The Developer will be responsible for ensuring all personnel on site have proper identification and work authorizations and no criminal history. USG will reserve the right to conduct background checks on all personnel with site access during construction, and to prohibit access to the site for security reasons.

69 What security procedures and requirements apply for access to the site during the lease term?

USG will manage site security during the lease term. All personnel accessing the property will be subject to USG background checks, identification, and physical search.

Access rights and procedures will be outlined in the lease agreement.

70 Will the Developer be responsible for routine maintenance?

Yes, the developer will be responsible for providing operations and maintenance during the entire length of the lease, as well as for capital repairs. The USG will reserve the right to self-perform or obtain maintenance and repair services from a third party under certain circumstances. In no event will the USG be responsible for capital repairs.