REQUESTS FOR PROPOSALS- Housing Needs Assesment -FIXED DATES V2.docx

REQUESTS FOR PROPOSALS

HOUSING NEEDS ASSESMENT STUDY

RELEASE DATE:

October 21st, 2024

CONTACT PERSONS

Caleb Patterson, Town Manager/ Building and Zoning Official Townmanager@townofwestcliffe.com 719-783-2282 ext. 12

DEADLINE FOR SUBMISSION:

December 9th, 2024

COMMUNITY BACKROUND

Westcliffe is located in south-central Colorado and is the county seat for Custer County. Situated in the Wet Mountain Valley (Sierra Mojada) at the intersection of two state highways, the Town of Westcliffe presently covers approximately 1. 236 square miles of land area.

Dr. William A. Bell owned the ranch that the original town of Westcliffe is platted on and began to sell his subdivided lots after convincing the Denver and Rio Grande Western Railroad to extend its rail line to his property in 1881, nearby the booming mining town of Silver Cliff. Westcliffe was incorporated in July 1887 and is named for Westcliffe-on-the-Sea in England, the birthplace of Dr. Bell.

Project Area Time Frame The physical scope of the updated housing needs assessment shall include Westcliffe, Silver Cliff, and Custer County as a whole. This project shall follow the SB24-174. Bidders should be encouraged to ask for the most recent housing needs assessment and the R13 population projections to consider for their bids, to base the update on.

This project shall also accompany a market study for Westcliffe under the CHFA requirements. Considering this Housing Needs Assessment include three entities, the market study will be for the Town of Westcliffe specifically.

https://developers-guide.chfainfo.com/market-feasibility#:~:text=CHFA%20has%20a%20Market%20Study%20Guide%20as%20an,you%20are%20creating%20a%20new%20type%20of%20development.

Additionally, other areas should be identified where it would be beneficial for the Town of Westcliffe, Silver Cliff, and Custer County to have discussions on growth and development requirements that could result in intergovernmental agreements.

· Release of RFP October 30, 2024

· Inquires Deadline: November 19th, 2024

· Town Response to Inquires: November 29th, 2024

· Deadline for Receipt of Proposal: December 9th, 2024

· Bid Opening: December 10th, 2024 10:30 am -11:30 am Meeting will be to open the bids and discuss price. No decision. Lowest bid not required. Public meeting

· Consultant Interviews: December 12th 13th, 2024 10:00am-12:00 pm Meeting will be to consult with bidders. One hour per interview. Have questions ready. NON-PUBLIC MEETING. Recommendations made (which bidder, which amount, etc.)

· Anticipated Date for Selection of Firm: January 7th 3rd, 2025 1:00 pm-2:00 pm The committee will host an OPEN MEETING to choose the firm who they feel will best serve the entire community.

· Contract Pricing Guarantee: January 17th, 2025 – 11:00 am (private) 11:15 am-12:00 am (public) Committee will negotiate prices and work with the chosen representative on specifics (expectation vs reality). First have private meeting. Second half public meeting.

· Completion Date: June 1st, 2025 Anticipated time for firm to complete the Housing Needs Assessment.

PLEASE SEE TOWN OF WESTCLIFFE WEBSITE FOR ZOOM LINKS.

Scope of Services Below is a general description of the tasks to be required of the consultant. In preparing a proposal, the consultant is free to modify, revise or otherwise amend the list of tasks to best satisfy the requirements of the assessment.

Tasks Include, but are not limited to the following:

· Consultant will meet with a representative of Town of Westcliffe and a representative from Silver Cliff and representative from Custer County Workforce Housing Committee, and housing stakeholders to identify and clearly establish the intended goals and outcomes for the Housing Needs Assessment;

· Update, refine and build upon the Town of Westcliffe Master Plan, housing needs assessments completed in the past, and other relevant local and regional housing studies and reports;

· Information contained in the Housing Needs Assessment shall include, but is not limited to:

· Demographic and economic framework

· Aging population statistics and demographics

· Housing inventory

· Housing market conditions

· Housing market future trends

· Housing problems

· Housing gaps and estimated need: Please See Exhibit A

· Community resources and financial tools including land inventory

· Demand for assisted living options, how it pertains to housing movement and easing local housing issues

· Both Towns median income

· County Median income

· Completion of Housing Strategy Action Plan that will assist the Town of Westcliffe and Silver Cliff with prioritizing and implementing strategies to create the different types of housing suitable for various income levels and workforce types that may include:

· Incentives that would generate interest in building housing units on private/public property or by private investors;

· Disincentives for vacant lots

· Regulations, policies and programmatic changes that should be considered for adoption to diversify the housing stock needed across target areas;

· Resource allocation and funding opportunities and strategies to address identified gaps, e.g. rental, senior, teacher or family housing units;

· Identification of existing buildings and land that could be rehabilitated or repurposed and supportive programs to address housing needs and demand.

· Consultants should also meet with the Town of Westcliffe on a market study to build an understanding of how the development on the selected site will fit into the community and what demands will be met. A new market study will need to be completed specific to each new development.

COMMUNITY AND STAKEHOLDER ENGAGEMENT

In addition to Town staff, primary stakeholders for this project are likely to include:

Final Product The Assessment will be presented in a format and language that is user-friendly and easily comprehendible and accessible to the general public. The consultant shall minimize the use of technical terminology. The extensive use of maps, graphics, and other devices that will enhance the readability and ease-of-use of the assessment is required. At the completion of the assessment process, the consultant must provide an assessment complete with all maps, graphs and tables that will become the domain of the Town.

A summary, in a brochure and/or poster format, condensing the findings, goals and objectives of the assessment shall also be supplied. This information, like all the information supplied to the Town, must also be available in electronic format. The Town of Westcliffe, Silver Cliff, and Custer County shall retain ownership of all generated data.

The market study shall be in the same format as the housing needs assessment and shall only include Westcliffe. The market study will evaluate the competitiveness of the proposed development and whether it is likely to be successful, so it is a key risk-management tool. Using these findings will better align your development with the market area’s needs and will lead to a refined project concept grounded by feasibility and practical considerations.

The final report shall be submitted in the following formats

· Digital copy of the entire document including the text and all graphics in a PDF and Word format

· Reproducible original copy

· 10 printed, bound, color copies of the Market Study

· 20 printed, bound, color copies of the Housing Needs Assessment

Client Responsibilities The Town of Westcliffe shall provide all available existing documentation to the consultant and will make staff available on an as-needed basis. Town Staff will schedule, coordinate and make all necessary arrangements for meetings conducted by the consultant during the course of the project.

Proposal Format The proposal shall be provided as physical copy by 12:00 PM on December 9th, 2024. The proposal should be mailed or hand-delivered to 1000 Main Street, Westcliffe, CO 81252 in a sealed envelope, digital proposal will not be accepted. All submission materials shall be retained by the Town and not returned.

If responding by mail please clearly mark on the outside envelope “BID ENCLOSED,” within the outside envelope include the official bid in a sealed envelope.

To facilitate the review of proposals, all proposals are required to adhere to the following requirements. The both Towns and County strongly encourages consultants to ensure that RFP submissions are concise and clearly organized. The RFP proposal must be written and organized in the order of each line-item A-H below. If the proposal is not in this format or does not include all the listed items, it may be deemed nonresponsive. For ease of handling, all responses are to be provided in a standard 8½“ x 11” portrait format with binding on the left-hand edge.

BOTH TOWNS AND COUNTY ESTIMATE PRICES FOR THE HOUSING NEEDS ASSESMENT TO BE NO MORE THEAN $60,000 AND THE MARKET STUDY TO BE NO MORE THAN $20,000.

Proposal Evaluation

The RFP evaluation and selection criteria include;

The Town Bid Review Committee, and a representative from Custer County, and Silver Cliff shall review the RFP proposals and will decide to interview a selected and limited number of firms in order to make a final “short-list” determination that will participate based on the Proposal Timeline.

General Terms and Conditions Public Record: Proposer's attention is drawn to the fact that all proposal documents submitted are subject to disclosure under the Colorado Public Records Act. Information contained in the proposals may be made public after the review process has been completed, negotiations have concluded and a recommendation for award has been officially placed on the Town Council agenda for consideration, and/or following award of contract, if any, by the Town Council.

Additional Information: The Town reserves the right to request additional information and/or clarification from any or all Proposers.

Proposal Acceptance and Rejection: The Towns and County reserve the right to reject any and all proposals and to waive any minor informalities or irregularities contained in any proposal. Acceptance of any proposal submitted pursuant to this RFP shall not constitute any implied intent to enter into a contract. The Town reserves the right to call for new proposals, and to award the contract to other than the lowest cost proposal if deemed to be in the best interest of the community.

Right to Cancel and Amend: The Town reserves the right to cancel, for any or no reason, in part or in its entirety, this RFP, including but not limited to: selection schedule, submittal date, and submittal requirements. If the Town cancels or revises the RFP, all Proposers will be notified in writing.

Collusion: Each Proposer certifies that the company, its officers, employees and/or agents are not a party to any collusive action, fraud, or any action that may be in violation of the Sherman Antitrust Act. The Proposer certifies that the company, its officers, employees and/or agents have not offered or received any kickbacks or inducements from any other bidding Proposer, supplier, manufacturer, or subcontractor in connection with the proposal and that the company, its officers, employees and/or agents have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services, or anything of more than nominal value. Any or all bids shall be rejected if there is any reason to believe collusion exists among the bidding Proposers. More than one bid from an individual, firm, partnership, corporation, or association under the same or different names may be rejected. Reasonable grounds for believing that a bidding Proposer has interest in more than one proposal for the work being proposed may result in rejection of all bids in which the bidding Proposer is believed to have interest.

Limitation: The Request for Proposals (RFP) does not commit the Town of Westcliffe to award a contract, to pay any cost incurred in the preparation of the firm’s RFP response or to procure or contract for services or supplies. The Town reserves the right to accept or reject any or all RFP responses received as a result of this request, to negotiate with all qualified sources or to cancel all or part of this RFP. The Town will not reimburse the respondents to this RFP for costs incurred in the preparation of their proposal or in any other aspect of their consideration of this engagement. A respondent may withdraw and resubmit a proposal prior to the submission deadline. No re-submissions will be allowed after the submission deadline.

Project Inquiries: Any questions regarding the RFP shall be asked by email inquiry. Questions should be sent to Caleb Patterson, townmanager@townofwestcliffe.com. Questions regarding this RFP will not be accepted after 12:00 pm on November 19th, 2024.

Modification of Scope: The Town reserves the right to modify the contents of this document up to 5:00 pm on November 29th, 2024 prior to the opening of proposals.

Questions and Inquiries: The Town will make every effort to provide verbal and written answers to inquiries regarding information in this RFP, or verbal instructions prior to the submission deadline. A verbal statement regarding same by any person shall be non-binding. The Town is not liable for any increased costs resulting from the Consultant accepting verbal directions. Any explanation desired by a Consultant must be requested of the Town representative in writing not later than November 19th at 12:00 pm and if explanation is necessary, a reply shall be made in the form of an addendum, a copy of which shall be forwarded by November 29th, 5:00 pm and communicated by email to each Consultant who notified Caleb Patterson by email of their intention to respond to the RFP.

Award: The firm/entity selected may be required to participate in negotiations and to submit such revisions of their proposals as may result from negotiations. The Town reserves the right to award a contract/select a service provider without discussion based upon the initial proposals.

Insurance: The consultant shall maintain in full force and effect the insurance as outlined in Attachment A. The Town reserves the right to waive or modify such insurance coverage. However, consultants and/or consultants meeting the insurance requirements will receive greater consideration during the selection procedure. All insurance shall be evidenced by a Certificate of Insurance and endorsement acceptable to the Town Attorney, prior to execution of a contract. The consultant and/or consultant shall state their ability to meet the Town’s insurance requirements within their submittal.

Signature: The consultant and/or consultant’s RFP response shall provide the following information: name, title, address and telephone number of individuals with authority to bind the service provider and who may be contacted during the period of proposal evaluation.

Contract Requirements: Agreement by the Town and Proposer will be in effect upon the Town’s execution of this proposal along with any agreed upon changes.

Coordination of Work: All work schedules, actual work and payment request shall be coordinated through, inspected by and approved by the Administration prior to scheduling of project so that any interruption to the normal business operation is kept to a minimum.

Inspection: All plans, studies and workmanship shall be subject to inspection, examination and inquiry by the Town at any time and all times during the development of the Housing Assessment Study. The Town shall have the right to reject defective workmanship or require its correction.

ATTACHMENT A

STANDARD INSURANCE REQUIREMENTS

Consultant and/or Consultant shall indemnify, defend, and hold harmless the Town, its officers, officials, agents, and employees from and against any and all claims, damages, demands, liability, costs, losses and expenses, including without limitation court costs and reasonable attorneys’ fees arising out of or in connection with Consultant and/or Consultant’s negligent performance of work hereunder or its negligent failure to comply with any of its obligations contained in the Contract Documents, except such loss or damage which was caused by the sole negligence, or willful misconduct of the Town.

In order to comply with the bonding and insurance requirements contained in your contract with the Town of Westcliffe there are several things that we require. It is our intent to facilitate consideration of every project, so we are including here a summary checklist for your convenience.

All bonds and insurance requirements need to be complete and submitted prior to your contract being approved.

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