Senior Housing Consultant RFP FINAL PACKET 7.7.25.pdf

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CITY OF IDAHO SPRINGS, CO

REQUEST FOR PROPOSALS FOR

CONSULTING SERVICES FOR

THE DEVELOPMENT OF

AFFORDABLE SENIOR HOUSING

Date of Issue: July 7, 2025 Proposal Closing Date and Time: July 28, 2025, at 5:00 pm MT

Proposal to be electronically received Prior To Proposal Closing Date and Time above.

CONTACT: Guy Patterson, Assistant City Administrator gpatterson@idahospringsco.com

303-567-4421, x115

THIS REQUEST FOR PROPOSAL (“RFP”) IS NOT A COMPETITIVE BID BASED ON

PRICE ONLY. The request for proposal allows the City of Idaho Springs (the “City) to select the service provider that best meets the needs of the City, taking into consideration proposer qualifications, price, products, and service capabilities and other factors relevant to the City’s policies, programs, administrative resources, and budget.

This RFP has been advertised on the following locations:

• Rocky Mountain E-Purchasing System

• City of Idaho Springs website: idahospringsco.com

Any modifications to this RFP or addenda pertaining to this RFP will be published to the above- mentioned outlets, and all proposers are responsible to periodically check these outlets for relevant updates prior to the submittal of a proposal.

mailto:gpatterson@idahospringsco.com

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PROPOSER’S CERTIFICATION

Note: Return this page with your proposal.

RFP Title: Affordable Senior Housing Development Consultant

RFP Closing Date and Time: July 28,2025 5:00 p.m.MT

The undersigned, as an authorized agent of the proposer, hereby certifies:

( ) the receipt of addendums;

( ) familiarization with all instructions, terms and conditions, and specifications stated in this RFP;

( ) the proposer is qualified to perform the work and services outlined in this

RFP; ( ) that the proposal is valid until (date).

Company Name Authorized Signature

Mailing Address Printed Name

City, State, Zip Code Title

Federal Employee ID Number (FEIN) Phone Number

Type of Entity (sole proprietorship, LLC, Fax Number partnership, LLP, corporation, etc.)

Website (if applicable) Email Address

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REQUEST FOR PROPOSAL

Affordable Senior Housing Development

Consultant

The City of Idaho Springs (the City) is requesting proposals for a qualified consultant to lead funding strategy or identify a development partner for a multi-unit affordable senior housing project on City-owned land along State Highway 103. The City has completed a site feasibility assessment and a conceptual site design of two three-story buildings with a total of 54 units. While the City can manage design and construction, it needs expert assistance to evaluate funding options, preparing pro formas, and pursing financing or partnerships.

The consultant will guide the City in choosing the most viable path-direct public financing or a public-private model-and support deal structuring, funding applications, and long-term planning to ensure the project's financial viability and lasting affordability.

In May 2024, the Idaho Springs City Council unanimously approved Resolution 8-2024 to purchase property for $761,000 to support affordable housing development. The resolution stated the Council found that the property could prove to be useful in the future to meet the City's affordable housing goals, specifically senior affordable housing, and approved the purchase to advance those goals. This substantial investment reflects not only strong local support, but also a clear and sustained commitment to addressing affordable housing needs.

There is little doubt about the City's willingness to dedicate both financial and policy resources to long-term solutions that expand housing options in the City and region.

The City has received a $24,000 Colorado Department of Local Affairs Local Planning Capacity (LPC) Grant that will be used to help fund this consulting work. The City’s grant match is $6,000 for a total project budget of $30,000.

Proposals are to be addressed and delivered to the listed contact in accordance with the Instructions to Proposers and all other requirements as referenced in this RFP. Proposals will be received until the proposal closing date and time set forth on the cover page of this RFP.

The City will use the following tentative schedule for the selection process:

• Issue Request for Proposals: July 7, 2025

• Proposal Submission Deadline: July 28, 2025 at 5:00 p.m. MT

• Interview Upon City Request July 29, 30

The City reserves the right to modify this timeline at any time. Should the proposal submission deadline change, all prospective proposers will be notified through an addendum issued by the City posted to the outlets listed on page one of this RFP.

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RFP Contents:

• Scope of Services Page 4

• Instructions to Proposers Page 5

• RFP Terms & Conditions Page 6

• Required Responses Page 7

SCOPE OF SERVICES

The City of Idaho Springs seeks to engage a qualified planning or housing finance consultant to support the advancement of a multi-unit affordable senior housing project on City-owned land. The selected consultant will provide specialized expertise to evaluate funding options, prepare financial models, pursue applicable financing sources, and guide deal structuring efforts to ensure project viability and long-term affordability.

The end goal of the City is to develop a funding strategy or identify a development partner for this project. The selected consultant will provide comprehensive services to the City in accordance with applicable laws, intergovernmental agreements, and generally accepted business and accounting principles.

The consultant shall perform any mix of the following tasks in pursuance of the explicitly stated goals of the City.

1. Project Assessment and Funding Strategy

• Conduct an initial review of the City-owned site and existing conceptual plans.

• Assess project readiness and identify potential barriers to financing or development.

• Develop a memo outlining the proposed funding strategy and timeline.

2. Funding Source Identification

• Identify and assess eligibility for local, state, and federal funding programs, including but not limited to:

o Low-Income Housing Tax Credits (LIHTC) o HOME Investment Partnerships Program o Community Development Block Grant (CDBG) o Colorado Housing Trust Fund

• Recommend the optimal mix of funding sources and potential sequencing.

3. Financial Modeling and Pro Forma Development

• Develop detailed financial models and multi-year pro formas.

• Conduct scenario testing based on different funding and development structures.

• Provide recommendations regarding long-term project sustainability and affordability.

4. Funding Application Preparation

• Prepare one or more competitive funding applications in accordance with agency requirements.

• Assemble required supporting documentation and ensure compliance with relevant funding criteria.

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5. Partnership Development

• Advise on the comparative benefits and risks of direct public financing versus forming a public-private partnership (P3).

• If a P3 is pursued, support the selection of a development partner and assist in negotiation and drafting of partnership terms to protect public interest and affordability.

6. Coordination and Communication

• Participate in regular project meetings (virtual or in-person as needed).

• Provide a progress report and final report at City Council work sessions.

• Communicate progress, seek input, and provide interim deliverables to City staff and leadership.

7. Compliance and Readiness Support

• Provide guidance on required compliance documentation for selected funding sources.

• Assist in ensuring the project is “shovel-ready” for the next development phase.

Deliverables

• Comprehensive funding strategy memo to detail a financial strategy or a development partnership.

• Financial models and pro formas

• At least one completed funding application (if applicable).

• Draft or finalized development agreement (if applicable)

• Periodic progress reports and a final project summary

INSTRUCTIONS TO PROPOSERS

1. Proposers responding to this RFP must submit their proposals in the format specified in this solicitation.

2. One (1) electronic copy of the proposal must be submitted via email to Assistant Administrator Guy Patterson at gpatterson@idahospringsco.com. Submittals must be provided by July 28, 2025, by 5:00 p.m. MT at the address below. NON-

ELECTRONIC SUBMITTALS WILL NOT BE CONSIDERED.

3. Proposals must be dated and signed by a duly authorized partner or corporate officer, with that person’s name and title clearly identified. All the proposal terms, conditions, contents, fees and charges shall be guaranteed by the proposer for a minimum of ninety (90) days from the date of submission of the proposal to the City.

4. The content of all proposals must conform to the following:

a. Proposers must respond to the questions in the order presented in this RFP.

b. Proposers may provide examples of work and additional supporting documentation pertinent to clarification of the proposal.

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5. All changes in the RFP documents shall be through a written addendum and furnished to all proposers via the City website.

6. Proposers who have questions concerning the specifications or scope of work must contact Assistant City Administrator Guy Patterson at gpatterson@idahospringsco.com or 303-567-4421, x115.

7. The proposals will be reviewed by the City senior staff. Staff may request additional information from proposers or request personal interviews with one or more proposers. The weight to be given to each evaluation criterion will be determined by staff. Recommendation for bid award will be presented at the City Council meeting on August 11, 2025 at 7:00 p.m. Final evaluation and selection may be based on, but not limited to, any or all of the following:

a. Information presented in the proposal.

b. Demonstrated ability of the proposer to provide quality and timely products and services.

c. Service reliability and consistency of quality.

d. Qualifications and experience of the proposer.

e. References.

f. Personal interview/demonstration.

g. Pricing / total cost.

8. All proposals timely submitted shall become the property of the City and shall be retained in accordance with the Archivist of the State of Colorado records retention schedule. The City is a Colorado governmental entity and therefore, all information included in proposals and other written information submitted by the proposer to the City is subject to the provisions of the Colorado Open Records Act (“CORA”).

Proposers should expect that the proposal may be viewed by the general public and competitors once submitted to the City. Merely marking information as “confidential,” “proprietary,” or otherwise stating a written intent to protect the information from disclosure is not necessarily sufficient to prevent disclosure under

CORA.

RFP TERMS & CONDITIONS

The City reserves the right to:

• Reject any and all proposals received as a result of this RFP.

• Waive or decline to waive any informalities and any irregularities in any proposal or responses received.

• Adopt all or any part of the proposer’s proposal.

• Negotiate changes in the scope of services to be provided.

• Select the proposer it deems to be most qualified to fulfill the needs of the City.

• The successful proposer will be required to enter into a written Agreement for

Professional Services (“Agreement”) with the City. Please see Attachments.

REQUIRED RESPONSES

mailto:gpatterson@idahospringsco.com

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Please provide the following information with your proposal. All listed items are required.

• Completed Proposer’s Certification (see page 2, must be the front page of your proposal)

• General narrative discussing the philosophy of the firm or individual in terms of providing consulting services to the City.

• Qualifications and Experience (including number of years in business)

• References (minimum of three professional references, preferably other Colorado entities that the proposer currently provides services)

• Cost Proposal (showing itemized costs for services and materials)

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ATTACHMENTS

• City of Idaho Springs standard Services Agreement

• Proposed City of Idaho Springs Senior Housing Site Plan

AGREEMENT FOR PROFESSIONAL SERVICES

THIS AGREEMENT (“Agreement” or “Contract”) is made and entered into this day of _________, 20___, by and between the City of Idaho Springs, a Colorado municipality (the "City") and ______________, an independent contractor (“Consultant”).

WHEREAS, the City requires professional services; and

WHEREAS, Consultant has held itself out to the City as having the requisite expertise and experience to perform the required services.

NOW, THEREFORE, for the consideration hereinafter set forth, the receipt and sufficiency of which are hereby acknowledged, the parties hereto agree as follows:

I. SCOPE OF SERVICES

A. Consultant shall furnish all labor and materials required for the complete and prompt execution and performance of all duties, obligations, and responsibilities which are described or reasonably implied from Exhibit A, attached hereto and incorporated herein by this reference.

B. A change in the Scope of Services shall constitute any material change or amendment of services or work which is different from or additional to the Scope of Services. No such change, including any additional compensation, shall be effective or paid unless authorized by written amendment executed by the City. If Consultant proceeds without such written authorization, then Consultant shall be deemed to have waived any claim for additional compensation, including a claim based on the theory of unjust enrichment, quantum merit or implied contract. Except as expressly provided herein, no agent, employee, or representative of the City is authorized to modify any term of this Agreement, either directly or implied by a course of action.

II. REPORTS, DATA AND WORK PRODUCT

A. The City shall provide Consultant with reports and such other data as may be available to the City and reasonably required by Consultant to perform the Scope of Services. All documents provided by the City to Consultant shall be returned to the City. Consultant is authorized by the City to retain copies of such data and materials at Consultant's expense.

B. Other than sharing information with designated third parties as previously directed by the City, no project information shall be disclosed by Consultant to third parties without prior written consent of the City or pursuant to a lawful court order directing such disclosure. Consultant is specifically authorized to provide access to any books, documents, papers and records of the Consultant which are directly pertinent to the Scope of Services to any federal agency which has granted funds for the project, the Comptroller General of the United States, or any of their duly authorized representatives.

C. The City acknowledges that the Consultant's work product is an instrument of professional service. Nevertheless, all work product prepared under this Agreement shall become the property of the City upon completion of the work.

Consultant shall retain its rights in its standard drawing details, designs, specifications, databases, computer software and any other proprietary property. Rights to intellectual property developed, utilized, or modified in the performance of the Scope Services shall remain the property of Consultant.

D. Upon request, Consultant shall provide to the City electronic versions of all work product, in the format directed by the City.

E. The City shall retain records relating to this Agreement for three (3) years after final payment is made to Consultant pursuant to Section III below.

III. COMPENSATION

A. In consideration for the completion of the Scope of Services by Consultant, the City shall pay Consultant:

At the rate of Dollars ($ ) per hour, for a total amount not to exceed ___________ Dollars ($ ).

OR

A lump sum, not to exceed _______________________ Dollars ($ ________ ).

B. At intervals determined appropriate by Consultant, Consultant shall invoice the City for services rendered. Upon receipt of such invoices, the City shall make payment in full within thirty (30) days.

C. Notwithstanding the maximum amount specified in subsection A hereof, Consultant shall only be paid for work performed. If Consultant completes the Scope of Services for a lesser amount than the maximum amount, Consultant shall be paid the lesser amount, not the maximum amount.

IV. COMMENCEMENT AND COMPLETION OF WORK

Within seven (7) days of receipt of a Notice to Proceed, Consultant shall commence work as set forth in the Scope of Services or that portion of such work as is specified in said Notice. Except as may be changed in writing by the City, the Scope of Services shall be complete and Consultant shall furnish the City the specified deliverables as provided in Exhibit A.

V. PROFESSIONAL RESPONSIBILITY

A. Consultant hereby warrants that it is qualified to assume the responsibilities and render the services described herein and has all requisite corporate authority and professional licenses in good standing, required by law.

B. The work performed by Consultant shall be in accordance with generally accepted professional practices and the level of competency presently maintained by other practicing professional firms or individuals in the same or similar type of work in the applicable community. The work and services to be performed by Consultant hereunder shall be done in compliance with applicable laws, ordinances, rules and regulations.

C. Consultant shall be responsible for the professional quality, technical accuracy, timely completion, and the coordination of all designs, drawings, specifications, reports, and other services furnished by Consultant under this Agreement. Consultant shall, without additional compensation, correct or resolve any errors or deficiencies in its designs, drawings, specifications, reports, and other services, which fall below the standard of professional practice, and reimburse the City for costs caused by errors and omissions that fall below the standard of professional practice.

D. Approval by the City of drawings, designs, specifications, reports, and incidental work or materials furnished hereunder shall not in any way relieve Consultant of responsibility for technical adequacy of the work. Neither the City's review, approval or acceptance of, nor payment for, any of the services shall be construed to operate as a waiver of any rights under this Agreement or of any cause of action arising out of the performance of this Agreement.

E. Because the City has hired Consultant for its professional expertise, Consultant agrees not to employ subcontractors to perform more than twenty-five percent (25%) of the work required under the Scope of Services. Upon execution of this Agreement, Consultant shall furnish to the City a list of proposed subcontractors, and Consultant shall not employ a subcontractor to whose employment the City reasonably objects. All contracts between Consultant and subcontractors shall conform to this Agreement.

VI. INSURANCE

A. Consultant agrees to procure and maintain, at its own cost, a policy or policies of insurance sufficient to insure against all liability, claims, demands, and other obligations assumed by Consultant pursuant to this Agreement. Such insurance shall be in addition to any other insurance requirements imposed by law.

B. At a minimum, and without limiting the scope of the foregoing Subsection A., Consultant shall procure and maintain, and shall cause any subcontractor of Consultant to procure and maintain commercial general liability insurance with combined single limits of One Million Dollars ($1,000,000.00) per occurrence and Two

Million Dollars ($2,000,000.00) annual aggregate limit that will insure against liability or financial loss resulting from bodily injury, property damage, products-completed operations and personal injury occurring to persons or property as a result of any acts or activities of Consultant under this Agreement.

C. Any insurance carried by the City, its officers, its employees, or its consultants shall be excess and not contributory insurance to that provided by Consultant. Consultant shall be solely responsible for any deductible losses under any policy.

D. Consultant shall provide to the City a certificate of insurance, completed by Consultant's insurance agent, as evidence that policies providing the required coverages, conditions, and minimum limits are in full force and effect. The certificate shall identify this Agreement and shall provide that the coverages afforded under the policies shall not be cancelled, terminated or materially changed until at least thirty (30) days prior written notice has been given to the City. The City reserves the right to request and receive a certified copy of any policy and any endorsement thereto.

E. Failure on the part of Consultant to procure or maintain the insurance required herein shall constitute a material breach of this Agreement upon which the City may immediately terminate this Agreement, or at its discretion, the City may procure or renew any such policy or any extended reporting period thereto and may pay any and all premiums in connection therewith, and all monies so paid by the City shall be repaid by Consultant to the City upon demand, or the City may offset the cost of the premiums against any monies due to Consultant from the City.

VII. INDEMNIFICATION

Consultant agrees to indemnify and hold harmless the City and its officers, insurers, volunteers, representative, agents, employees, heirs and assigns from and against all claims, liability, damages, losses, expenses and demands, including attorney's fees, on account of injury, loss, or damage, including, without limitation, claims arising from bodily injury, personal injury, sickness, disease, death, property loss or damage, or any other loss of any kind whatsoever, which arise out of or are in any manner connected with this Agreement or the Scope of Services if such injury, loss, or damage is caused in whole or in part by, the act, omission, error, professional error, mistake, negligence, or other fault of Consultant, any subcontractor of Consultant, or any officer, employee, representative, or agent of Consultant or of any subcontractor of Consultant, or which arise out of any workmen's compensation claim of any employee of Consultant or of any employee of any subcontractor of Consultant. Insurance coverage requirements specified by this Agreement shall in no way lessen or limit the liability of Consultant under the terms of this indemnification obligation.

VIII. TERMINATION

This Agreement shall terminate: (a) at such time as the work described in the Scope of Services is completed and the requirements of this Agreement are satisfied,

(b) on __________ , 20____, or (c) upon the City's providing Consultant with seven (7) days advance written notice, whichever occurs first. After termination, the City shall pay Consultant for all work previously authorized and completed prior to the date of termination. If, however, Consultant has substantially or materially breached this Agreement, the City shall have any remedy or right of set-off available at law and equity.

If the Agreement is terminated for any reason other than cause prior to completion of the Scope of Services, any use of documents by the City thereafter shall be at the City's sole risk, unless otherwise consented to by Consultant.

IX. CONFLICT OF INTEREST

The Consultant shall disclose any personal or private interest related to property or business within the City. Upon disclosure of any such interest, the City shall determine if the interest constitutes a conflict of interest. If the City determines that a conflict of interest exists, the City may treat such conflict of interest as a default and terminate this Agreement.

X. INDEPENDENT CONTRACTOR

Consultant is an independent contractor. Notwithstanding any other provision of this Agreement, all personnel assigned by Consultant to perform work under the terms of this Agreement shall be, and remain at all times, employees or agents of Consultant for all purposes. Consultant shall make no representation that it is a City employee for any purposes.

XI. MISCELLANEOUS

A. Governing Law and Venue. This Agreement shall be governed by the laws of the State of Colorado, and any legal action concerning the provisions hereof shall be brought in Clear Creek County, Colorado.

B. No Waiver. Delays in enforcement or the waiver of any one or more defaults or breaches of this Agreement by the City shall not constitute a waiver of any of the other terms or obligation of this Agreement.

C. Integration. This Agreement and any attached exhibits constitute the entire Agreement between Consultant and the City, superseding all prior oral or written communications.

D. Third Parties. Nothing contained in this Agreement shall create a contractual relationship with or cause of action in favor of a third party against either the City or Consultant. The Consultant’s services under this Agreement are being performed solely for the City’s benefit, and no other party or entity shall have any claim against the Consultant because of this Agreement or the performance or nonperformance of services hereunder. The City and Consultant agree to require a similar provision in all contracts with contractors, subcontractors, subconsultants, vendors and other entities involved in this Project to carry out the intent of this provision.

E. Notice. Any notice under this Agreement shall be in writing, and shall be deemed sufficient when directly presented or sent pre-paid, first class United States Mail, addressed as follows:

The City: City of Idaho Springs ATTN: City Administrator

PO Box 907, Idaho Springs, CO 80452-0907

Consultant:

F. Severability. If any provision of this Agreement is found by a court of competent jurisdiction to be unlawful or unenforceable for any reason, the remaining provisions hereof shall remain in full force and effect.

G. Modification. This Agreement may only be modified upon written agreement of the parties.

H. Assignment. Neither this Agreement nor any of the rights or obligations of the parties hereto, shall be assigned by either party without the written consent of the other.

I. Governmental Immunity. The City, its officers, and its employees, are relying on, and do not waive or intend to waive by any provision of this Agreement, the monetary limitations or any other rights, immunities, and protections provided by the Colorado Governmental Immunity Act, C.R.S. § 24-10-101, et seq., as amended, or otherwise available to the City and its officers or employees.

J. Rights and Remedies. The rights and remedies of the City under this Agreement are in addition to any other rights and remedies provided by law. The expiration of this Agreement shall in no way limit the City's legal or equitable remedies, or the period in which such remedies may be asserted, for work negligently or defectively performed.

K. ARTICLE X, SECTION 20/TABOR. The parties understand and acknowledge that the City is subject to Article X, § 20 of the Colorado Constitution ("TABOR"). The parties do not intend to violate the terms and requirements of TABOR by the execution of this Agreement. It is understood and agreed that this Agreement does not create a multi-fiscal year direct or indirect debt or obligation within the meaning of TABOR and, therefore, notwithstanding anything in this Agreement to the contrary, all payment obligations of the City are expressly dependent and conditioned upon the continuing availability of funds beyond the term of the City’s current fiscal period ending upon the next succeeding December 31. Financial obligations of the City payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted, and otherwise made available in accordance with the rules and regulations of the City of Idaho Springs and other applicable law. Notwithstanding any other provision of this Agreement concerning termination, upon the City’s failure to appropriate such funds, this Agreement shall automatically terminate.

IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date first set forth above.

CITY OF IDAHO SPRINGS

, Mayor

ATTEST:

, City Clerk

CONSULTANT

By:___________________________________

Print name, title

STATE OF COLORADO )

) ss.

COUNTY OF )

The foregoing instrument was subscribed, sworn to and acknowledged before me this day of , 20___, by as

My commission expires:

(S E A L)

Notary Public

EXHIBIT A

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Idaho Springs Senior Affordable Housing Site