RFP20240604 Sanctuary Potomac Owners Rep.pdf

Housing Authority of the City of Aurora

Request for Proposals (RFP) RFP20240604 Construction Oversight/Owner’s Representative

Sanctuary on Potomac 1280 S. Potomac Street Aurora, CO 80012

June 4, 2024

Owner: Housing Authority of the City of Aurora 2280 S. Xanadu Way Aurora, CO 80014

1. SUMMARY

Background

The Housing Authority of the City of Aurora, CO (AHA) owns and manages 14 properties with over 960 units. The development pipeline includes building a new permanent supportive housing community with 43 units. AHA is seeking an experienced Construction Manager/Owner’s Representative to assist the agency in working with architects, engineers, general contractors, subcontractors, and other trades in providing management of the procurement process as well as construction oversight for new construction. The firm would work specifically on Sanctuary on Potomac, a new construction project located at 1280 S. Potomac Street in Aurora, Colorado.

• Sanctuary on Potomac will be built on .70 acres and include 43 one-bedroom units in one, four story building. The project has been awarded federal 9% tax credits.

• Davis Partnership is the architecture firm for the project.

• AHA has 50% Design Development drawings and our application for a site plan was recommended for approval by the Aurora Planning and Zoning Commission at a public hearing on November 21, 2023.

• Estimated hard costs are just over $15,000,000.

Timeline for the project:

o RFP for General Contractor: August 2024 o RFP for an Investor/Lender: September 2024 o Anticipated construction starts: May 2025 o Anticipated construction completion: August 2026

2. SCOPE OF SERVICES

1. Pre-Construction services as a member of the development alongside AHA (Owner), project manager and financial consultant assigned by AHA. Services include but are not limited to the following:

A. Assisting the owner in identifying the development scope.

B. Assisting the owner in the selection of the contractors/general contractor through a competitive bid process.

C. Assisting the owner in negotiating and executing the contract with the contractors/general contractor (AHA preferred design and construction delivery method is CM/GC).

D. Assisting the owner and development team on issues related to closing the construction financing/ funding and beginning construction or renovation.

2. Construction services. Services include but are not limited to the following:

A. Acting as Owner’s Representative on all matters concerning the progress of construction and oversight of the General Contractor;

B. Making recommendations to the Owner regarding the approved scope of work, in-progress options, resolving schedule and other conflicts, and keeping the project completion on schedule and on budget;

C. Review of any proposed changes to the approved scope of work, construction budget, PCOs, change orders, or project timetable, plus recommendations to the owner on such matters.

D. Providing monthly reports documenting project activity and progress.

E. Review of all pay applications from the general contractor, performing inspections of work completed, verification of amounts claimed as work completed or material stored, and recommendation to the Owner for progress payments;

F. Managing any construction services that fall outside the General Contractor’s scope of work. Such work is expected to be limited and will be specified at the beginning of construction.

G. Attendance at all construction meetings, site inspections, and any meetings with City planning officials regarding the work.

H. AHA development staff serve as project manager during construction, and staff relies on the Owners

Rep to attending all OAC meetings and acting as the primary owner contact for each project. The owner’s rep will work very closely with AHA staff and actively share their knowledge about the construction field and any design related issues with the aim of enhancing knowledge and capacity of AHA project managers.

3. RESPONSE BY CANDIDATES

Submitted responses must include the following items:

1. Qualifications. Respondents are to qualify their capability to undertake this project. These deliverables will be reviewed as a part of the scoring. Please include the information that addresses:

a. Resumes for all key team members involved in project.

b. Company Relevant Experience: Provide a list of projects similar in scope and execution to the work contemplated in this RFP that the respondent has completed successfully in the past three to five years.

c. Current workload (capacity)– describe how Willow Park relocation fits into your firm’s current schedule

d. Project Plan- include staffing plan with specific staff members and their projected hours.

e. Cost estimate- please include a Not to Exceed price for the project. Please also include hourly rate for staff assigned to project.

f. Company References: Provide at least three professional references including the person’s title, address, and phone number.

4. SELECTION CRITERIA

Respondents to this RFP should have experience and understanding of positively engaging with residents of affordable housing and diverse populations. AHA will evaluate each proposal based on the following categories (see table for explanation of each and point values):

1. Experience

2. Capacity

3. Project Plan

4. Cost of implementing relocation services

5. Past Performance- References

Upon receipt of responses, selection committee members will evaluate all responsive statements and assign scores based on the stated evaluation criteria provided.

Criteria Weight of Score

Experience of Firm and Staff. In this section, provide a company summary, team member bios and experience completing the above services as described. Include brief list and description of projects in which the firm or its principles have participated in the past three years. Please highlight any experience with projects that are:

• In Aurora

• Multifamily development

• LIHTC

• With other Housing Authorities References. Past performance as reflected by the evaluation of others who have retained the services of the firm with respect to factors such as control of costs, quality of work and an ability to meet deadlines.(References)

Cost of work.

• Pricing Structure, fees and costs to AHA

• Hourly rate sheet and rates based on Owner’s rep for a

72 unit $ 17M for 15 months

• All proposed costs shall remain in effect for a minimum of 90 days after the submission deadline

• Final costs and payments shall be reviewed and mutually agreed upon during contract negotiations with the selected company

Capacity of Firm Please indicate your company’s workload and ability to manage the scope of work described herein. 20

Preference Evaluation Factor: The following factors will be utilized by AHA to evaluate each proposal submittal received:

MAX

POINT

VALUE

FACTOR

TYPE

FACTOR DESCRIPTION

5 Objective SECTION 3 BUSINESS PREFERENCE PARTICIPATION: A firm may qualify for Section 3 status as detailed within Attachment 6 (NOTE: A max of 5 points awarded).

Following the review of the proposals, respondents may be asked to attend an interview or AHA may opt to open direct negotiations with the firm that presents the most qualified, highest scoring statement.

5. Format of Response:

Proposals must be submitted electronically in one PDF attachment.

Each section must be labeled per the headings below either by paragraph headings in bold or by a labeled cover sheet. Essentially, each section should be treated as a “binder tab” to ensure differentiation between each section.

Heading Description of Content of this Section

1. Form of Proposal This form is Attachment 1 in the appendix. This 1-page Form must be fully completed, executed where provided thereon and submitted under this Section as a part of the proposal submittal.

2. Profile of Firm Form The Profile of Firm Form is Attachment 2 in the appendix. This 2-page Form must be fully completed, executed and submitted under this Section as a part of the proposal submittal.

3. Experience Experience: In this section, provide a company summary, team member bios and experience completing the above services as described. Include brief list and description of projects in which the firm or its principles have participated in the past three years. Please highlight any experience with projects that are:

• In Aurora

• Multifamily development

• LIHTC

• With other Housing Authorities

4. Cost Proposal • Pricing Structure, fees and costs to AHA

• Hourly rate sheet and rates based on Owner’s rep for a

72 unit $ 17M for 15 months

• All proposed costs shall remain in effect for a minimum of 90 days after the submission deadline

• Final costs and payments shall be reviewed and mutually agreed upon during contract negotiations with the selected company

AHA is exempt from State and local sales and use taxes. It is understood that the price shall reflect the appropriate tax exemptions. Exemption certificates and numbers will be provided by AHA at the time of execution of the contract.

5. References The proposer shall submit a listing of former or current clients, including any Public Housing Authorities, for whom the proposer has performed similar or like services to those being proposed herein. The listing shall, at a minimum, include:

• The client’s name;

• The client’s contact name;

• The client’s telephone number;

• A brief description and scope of the services(s) and the dates the services were provided

6. Capacity Please indicate your company’s workload and ability to manage the scope of work described herein.

7. Equal Employment Opportunity

The proposer must submit under this Section, a copy of its Equal Opportunity Employment Policy.

8. Subcontractor/Joint Venture Information

The proposer shall identify hereunder whether or not he/she intends to use any subcontractors for this job, if awarded, and/or if the proposal is a joint venture with another

(Optional Item): firm. Please remember that all information required from the proposer under the proceeding Sections must also be included for any major subcontractors (10% or more) or from any joint venture.

9. Section 3 Business Documentation:

For any proposer claiming a Section 3 Business Preference, he/she shall under this Section include the fully completed and executed Section 3 Business Preference Certification Form (Attachment 6 in the appendix) and any documentation required by that form.

Section 3 Documentation

A Section 3 business concern is a business that meets at least one of the following criteria, documented within the last six-month period:

a. At least 51 percent owned and controlled by low-or very low-income persons;

b. Over 75 percent of the labor hours performed for the business over the prior three-month period are performed by Section 3 workers; or

c. A business at least 51 percent owned and controlled by current public housing residents or residents who currently live in Section 8-assisted housing.

Aurora Housing Authority shall direct its best efforts to provide, to the greatest extent feasible, employment opportunities to Section 3 residents. Section 3 residents are generally defined as:

1. A public housing resident; or

2. An individual who resides in the metropolitan area or non-metropolitan County in which the Section 3 covered assistance is expended, and who is:

a. A low-income person, means families (including single persons) whose incomes do not exceed 80 percent of the median income for the area;

b. A very low-income person means families (including single persons) whose incomes do not exceed 50 percent of the median income of the area.

c. A person seeking the training and employment preference provided by Section 3 bears the responsibility of providing evidence (if requested) that the person is eligible for the preference.

In housing and community development programs, priority consideration shall be given, where feasible, to:

i. Section 3 residents residing in the service area or neighborhood in which the Section 3 covered project is located;

ii. Participants in HUD Youthbuild programs;

iii. Other Section 3 residents

Statement of whether or not new employees will be hired to work on this project (Section 3 regulations must be followed when recruiting new employees. Ask AHA for assistance.)

10. Other Information (Optional Item):

The proposer may include hereunder any other general information that the proposer believes is appropriate to assist the HA in its evaluation.

11. GENERAL TERMS

AHA only contracts with vendors that are qualified to perform the work at the sole discretion of AHA. AHA reserves the right not to award a contract to any firm or person with a history of poor performance on projects performed for AHA at the sole opinion and discretion of AHA.

The AHA will not contract with any firm or person that is listed on federal debarment lists.

References will be checked on the top two bidders. AHA reserves the right not to award a contract to anyone whose references are less than satisfactory at the sole discretion of AHA.

This RFP is not a commitment or contract of any kind. AHA reserves the right to pursue any and/or all ideas generated by this request. Costs for developing submissions are entirely the responsibility of the submitting applicants and shall not be reimbursed. AHA reserves the right to reject any and all submissions, or any part thereof. AHA reserves the right to waive any requirements of this RFP if it determines that waiving a requirement is in the best interest of AHA.

General Provisions Regarding Public Nature of Submissions:

Government Code Section 6250 et. seq., the Public Records Act, defines a public record as any writing containing information relating to the conduct of the public’s business prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics. The Public Record Act provides that public records shall be disclosed upon request and that any citizen has a right to inspect any public record, unless the document is exempted from disclosure.

Submitting Developer’s Rights regarding Confidentiality of Submissions:

AHA cannot represent or guarantee that any information submitted in response to the RFP will be confidential. If AHA receives a request for any document submitted in response to this RFP, it will not assert any privileges that may exist on behalf of the person or business submitting the proposal. If a proposer believes that a portion of its proposal is confidential and notifies AHA of such in writing, AHA may, as a courtesy, attempt to notify the submitting applicant of any request for the proposal. However, it would be the sole responsibility of that applicant to assert any applicable privileges or reasons why the document should not be produced, and obtain a court order prohibiting disclosure. The submitting applicant understands that AHA is not responsible under any circumstance for any harm caused by production of a confidential submission, and by its submission expressly waives any such claim against AHA.

AHA’s Rights Regarding Confidentiality of Submissions:

To the extent consistent with applicable provisions of the Public Records Act and applicable case law interpreting those provisions, AHA and/or its officers, agents and employees retain the discretion to release or to withhold disclosure of any information submitted in response to this RFP.

SECTION 3 of the Housing and Urban Development Act of 1968:

The purpose of Section 3 is to ensure that economic opportunities, most importantly employment, generated by certain HUD financial assistance shall be directed to low- and very low-income persons, particularly those who are recipients of government assistance for housing or residents of the community in which the Federal assistance is spent.

AHA shall direct its best efforts to provide, to the greatest extent feasible, employment opportunities to Section 3 residents. Section 3 residents are generally defined as:

Section 3 Worker Definition:

• A low or very low-income resident (the worker’s income for the previous or annualized calendar year is below the income limit established by HUD); or

• Employed by a Section 3 business concern; or

• A YouthBuild participant.

Targeted Section 3 Worker Definition:

• Employed by a Section 3 business concern or Currently meets or when hired met at least one of the following categories as documented within the past five years:

• A resident of public housing; or

• A resident of other public housing projects or Section 8-assisted housing; or

• A YouthBuild participant.

Conflict of Interest:

In the sole judgment of the AHA, any and all proposals are subject to disqualification on the basis of a conflict of interest. The AHA may not contract with a vendor if the vendor or an employee, officer or director of the vendor's firm, or any immediate family member of the preceding, has served as an elected official, employee, board or commission member of the AHA who influences the making of the contract.

Furthermore, AHA, at its sole option, may disqualify any proposal on the basis of such a conflict of interest. Please identify any person associated with the firm that has a potential conflict of interest.

Contractor Requirements:

• The successful bidder will enter into a contract with the AHA. Contractors are responsible for compliance with the AHA contract and all applicable local and federal regulations by themselves and by their sub-contractors.

• A portion of the funds used for this project will be derived from federal funds; therefore, certain regulatory requirements will be included in the contract, including the requirement for the payment of Davis-Bacon Wages (if applicable), which are covered in the General Contract Conditions - HUD form

5370 EZ.

• Contractors must obtain the minimum insurance requirements, including workers’ compensation insurance and show evidence of such coverage before a contract will be executed. The insurance requirements are listed at the AHA website http://www.aurorahousing.org/Vendors.

http://www.aurorahousing.org/Vendors

PROPOSAL SUBMITTAL:

ALL PROPOSALS MUST BE RECEIVED ELECTRONICALLY

BY July 1, 2024, 3:00 PM MDT by email to: dashleyoehm@aurorahousing.org

Questions regarding the RFP or scope of work must be submitted by 12:00 P.M. MST on June 17, 2024. A list of questions received, and their answers will be provided on the website by June 20, 2024. Submit questions to:

dashleyoehm@aurorahousing.org and place “Sanctuary on Potomac Construction Oversight RFP” in the subject line.

IMPORTANT DATES Date RFP Issued: June 4, 2024 Questions Due, submitted in writing via email: June 17, 2024 Questions Responded, on website: June 20, 2024 Proposals Due: July 1, 2024 Selection of successful applicant: July 12, 2024

RFP/RFQ Appendix

Attachment 1: Form of Proposal

Attachment 2: Profile of Firm Form

Attachment 3: Section 3 Business Documentation mailto:dashleyoehm@aurorahousing.org

AURORA HOUSING AUTHORITY

FORM OF PROPOSAL

(This Form must be fully completed and placed under Section 1 of the proposal submittal.)

Instructions: Unless otherwise specifically required, the items listed below must be completed and included in the proposal submittal. Please complete this form by marking an “X,” where provided, to verify that the referenced completed form or information has been included within the proposal submittal submitted by the proposer. Also, complete the Section 3 Statement and the Proposer’s Statement as noted below:

X=ITEM INCLUDED SUBMITTAL ITEMS

________ Section 1 Form of Proposal ________ Section 2 Profile of Firm form ________ Section 3 Experience ________ Section 4 Cost Proposal ________ Section 5 References ________ Section 6 Capacity

Section 7 Equal Employment Opportunity ________ Section 8 Subcontractor/Joint Venture Information (Optional)

Section 9 Section 3 Business Preference Documentation (Optional) Section 10 Other Information (Optional)

SECTION 3 STATEMENT

Are you claiming a Section 3 business preference? YES___ or NO____.

PROPOSER’S STATEMENT

The undersigned proposer hereby states that by completing and submitting this Form and all other documents within this proposal submittal, he/she is verifying that all information provided herein is, to the best of his/her knowledge, true and accurate, and that if AHA discovers that any information entered herein to be false, such shall entitle AHA to not consider or make award or to cancel any award with the undersigned party. Further, by completing and submitting the proposal submittal, and the undersigned proposer is thereby agreeing to abide by all terms and conditions pertaining to this RFP as issued by AHA, either in hard copy or electronic transmittal.

Pursuant to all RFP Documents, this Form of Proposal, and all attachments, and pursuant to all completed Documents submitted, including these forms and all attachments, the undersigned proposes to supply the HA with the services described herein for the fee(s) entered within the areas provided within this RFP.

Signature Date Printed Name Company

Attachment 1

(1) Prime Sub-contractor (This form must be completed by and for each).

(2) Name of Firm: Telephone:

(3) Street Address, City, State, Zip:

Fax:

Please attach a brief summary of the firm, including the following:

(a) Year Firm Established;

(b) Former Name and Year Established (if applicable);

(c) Name of Parent Company and Date Acquired (if applicable).

(4) Identify Principals/Partners in Firm

NAME TITLE % OF

OWNERSHIP

(5) Identify the individual(s) that will act as project manager and any other supervisory personnel that will work on project

NAME TITLE

(6) Proposer Diversity Statement: You must circle all of the following that apply to the ownership of this firm and enter where provided the correct percentage (%) of ownership of each:

Caucasian Public-Held Government Non-Profit

American (Male) Corporation Agency Organization

Resident- (RBE), Minority- (MBE), or Woman-Owned (WBE) Business Enterprise (Qualifies by virtue of 51% or more ownership and active management by one or more of the following:

Resident- African **Native Hispanic Asian/Pacific Hasidic Asian/Indian

Owned* American American American American Jew American

Woman-Owned Woman-Owned Disabled Other (Specify):

(MBE) (Caucasian) Veteran

WMBE Certification Number:

Certified by (Agency):

(NOTE: A CERTIFICATION/NUMBER NOT REQUIRED TO PROPOSE – ENTER IF AVAILABLE)

Signature Date Printed Name Company

PROFILE OF FIRM FORM

Attachment 2

(7) Federal Tax ID No.:

(8) [APPROPRIATE JURISDICTION] Business License No.:

(9) State of License Type and No.:

(10) Worker’s Compensation Insurance Carrier:

Policy No.: Expiration Date:

(11) General Liability Insurance Carrier:

Policy No. Expiration Date:

(12) Professional Liability Insurance Carrier:

Policy No. Expiration Date:

(13) Debarred Statement: Has this firm, or any principal(s) ever been debarred from providing any services by the Federal Government, any state government, the State of , or any local government agency within or without the State of ? Yes No If "Yes," please attach a full detailed explanation, including dates, circumstances and current status.

(14) Disclosure Statement: Does this firm or any principals thereof have any current, past personal or professional relationship with any Commissioner or Officer of the HA? Yes No

If "Yes," please attach a full detailed explanation, including dates, circumstances and current status.

(15) Non-Collusive Affidavit: The undersigned party submitting this proposal hereby certifies that such proposal is genuine and not collusive and that said proposer entity has not colluded, conspired, connived or agreed, directly or indirectly, with any proposer or person, to put in a sham proposal or to refrain from proposing, and has not in any manner, directly or indirectly sought by agreement or collusion, or communication or conference, with any person, to fix the proposal price of affiant or of any other proposer, to fix overhead, profit or cost element of said proposal price, or that of any other proposer or to secure any advantage against the HA or any person interested in the proposed contract; and that all statements in said proposal are true.

(16) Verification Statement: The undersigned proposer hereby states that by completing and submitting this form he/she is verifying that all information provided herein is, to the best of his/her knowledge, true and accurate, and agrees that if the HA discovers that any information entered herein is false, that shall entitle the HA to not consider nor make award or to cancel any award with the undersigned party.

Signature Date Printed Name

PROFILE OF FIRM FORM

Section 3 Business Concern Certification for Contracting

Instructions: Enter the following information and select the criteria that applies to certify your business’ Section 3 Business Concern status.

Business Information

Name of Business

Address of Business

Name of Business Owner

Phone Number of Business Owner

Email Address of Business Owner

Preferred Contact Information

☐ Same as above

Name of Preferred Contact

Phone Number of Preferred Contact

Type of Business (select from the following options):

☐Corporation ☐Partnership ☐Sole Proprietorship ☐Joint Venture

Select from ONE of the following three options below that applies:

☐ At least 51 percent of the business is owned and controlled by low- or very low-income persons (Refer to income guidelines on page 4).

☐ At least 51 percent of the business is owned and controlled by current public housing residents or residents who currently live in Section 8-assisted housing.

☐ Over 75 percent of the labor hours performed for the business over the prior three-month period are performed by Section 3 workers (Refer to definition on page 4).

Attachment 3

(frontside)

Business Concern Affirmation I affirm that the above statements (on the frontside of this form) are true, complete, and correct to the best of my knowledge and belief. I understand that businesses who misrepresent themselves as Section 3 business concerns and report false information to [insert name of recipient/grantee] may have their contracts terminated as default and be barred from ongoing and future considerations for contracting opportunities. I hereby certify, under penalty of law, that the following information is correct to the best of my knowledge.

Print Name:

Signature: Date: __________

*Certification expires within six months of the date of signature

Information regarding Section 3 Business Concerns can be found at 24 CFR 75.5

FOR ADMINISTRATIVE USE ONLY

Is the business a Section 3 business concern based upon their certification? □YES □NO

EMPLOYERS MUST RETAIN THIS FORM IN THEIR SECTION 3 COMPLIANCE FILE

FOR FIVE YEARS.

https://www.ecfr.gov/cgi-bin/text-idx?SID=569b66a547528bf6c5c47f75b825cb94&mc=true&node=pt24.1.75&rgn=div5#se24.1.75_15

Aurora Housing Authority

Section 3 Income Limits

Eligibility Guidelines

The worker’s income must be at or below the amount provided below for an individual (household of 1) regardless of actual household size.

FY 2024 Income Limit Denver – Aurora – Lakewood, CO

See HUD INCOME LIMITS for most recent income limits.

Section 3 Worker Definition:

• A low or very low-income resident (the worker’s income for the previous or annualized calendar year is below the income limit established by HUD); or

• Employed by a Section 3 business concern; or

• A YouthBuild participant.

Targeted Section 3 Worker Definition:

• Employed by a Section 3 business concern or

• Currently meets or when hired met at least one of the following categories as documented within the past five years:

• A resident of public housing; or

• A resident of other public housing projects or Section 8-assisted housing; or

• A YouthBuild participant.

Income Limits Category FY 2024 Income Limits

Household of 1 Household of 4

Extremely Low Income Limits

(30%) 27,400 39,100

Very Low Income Limits (50%)

45,650 65,200

Low Income Limits (80%) 71,900 102,650 https://www.huduser.gov/portal/datasets/il/il2024/2024summary.odn?states=%24states%24&data=2024&inputname=METRO19740M19740*Denver-Aurora-Lakewood%2C+CO+MSA&stname=%24stname%24&statefp=99&year=2024&selection_type=hmfa