Village Court Apartments Capital Reserve Study Request for Proposals Download PDF

Town of Mountain Village, Colorado Town of Mountain Village Housing Authority REQUEST FOR PROPOSAL 2023 Village Court Apartments Reserve Study IMPORTANT DATES: Date Deadline Friday, November 3rd Public Notice Published in The Daily Planet Newspaper Thursday, November 9th Mandatory Pre-Proposal Meeting Friday, November 17 Pre-Proposal Questions Deadline On a rolling basis to all respondents by email or zoom as appropriate Response to Questions Available Monday, November 27 Sealed Proposals Due/ Proposal Opening Wednesday, November 29 Optional Interviews Friday, December 1 RFP Awarded Tuesday January 2nd, 2024 Contract Executed Wednesday, July 31st, 2024 Final Deliverables due Connor Reilly Town of Mountain Village Housing Authority 415 Mountain Village Blvd. Suite 1 Mountain Village, CO 81435 VCA Capital Reserve Study RFP Draft Section 1: Introduction and Overview 1.1. Request for Proposal: The Town of Mountain Village Colorado, a political subdivision home rule municipality of the

State of Colorado (the “Town”), requires the specialized skills, knowledge, resources and services of private contractors or consultants to complete complex studies, to develop or revise procedures, to conduct audits or to provide a specialized product it seeks proposals from qualified and financially sound persons, organizations, or other business entities (“Respondents”). 1.2. Requesting Department: Town of Mountain Village Housing Authority, 415 Mountain Village Blvd, Suite 1 Mountain Village, CO 812435 1.3. Project Name: 2023 Village Court Apartments Full Capital Reserve Study with On-site Analysis 1.4. Purpose of Solicitation: Village Court Apartments (VCA), owned and operated under the Town of Mountain Village Housing Authority (TMVHA), seeks proposals for a full capital reserve study with on-site analysis. While VCA has had a prior Capital Improvement study, VCA is seeking a full reserve study that will project future improvements and repairs that will need to be made to the property in the next 15-year period along with associated costs and reserve funding recommendations. 1.5 Background information: VCA is a multi-family apartment complex with 220 units and two commercial units located in Mountain Village, Colorado. The property was built in 3 separate phases. Phase I was constructed in 1992 and included buildings 1 through 9. Phase 2 consisted of building 10, 11, and 12, and were completed in 2001. Phase 3 consists of building 14. There is no building number 13. Building 14 was completed in December of 2006. The maintenance building was built independently of the 3 phases and was completed in 2002. All buildings have been well maintained by the onsite maintenance staff to the best of their ability. The buildings in Phases I and II are aging, and improvements and repairs will need to be made. The major repair and replacement (reserve) expenditures of VCA are a significant part of the overall budget for VCA. Management will use the results of the reserve study to plan and budget for a 15-year period. Management understands the plan will need to be monitored and adjusted over time. 1.6 Scope (Statement) of Work and Submittal Requirements: Project overview and objectives: The full reserve study (with on-site analysis) of VCA’s real and personal property will include an analysis of the conditions of each facility and component. This will include any future repairs or improvements VCA must make in the next 15 years to ensure that the complex and facilities are maintained to high standards. The report needs to describe these expenditures by the year, the estimated cost calculated for inflation, and the scope of work that will need to be completed. The report should also include recommended reserve balances to complete future improvements and required repairs and recommended funding strategies. General Requirements The reserve study should consist of parts. A physical analysis of our current facilities (buildings, apartments, and common areas) clearly defines what repairs and replacements will be needed, the year the repairs need to happen, and the lifespan of each of the components of the buildings. This includes review of the building exterior materials, windows, doors, roofs, roof electric snowmelt systems, decks and walkways, electrical and plumbing systems. Structural analysis is expected as far as that which can be observed. This also would include structuring a replacement schedule for appliances and flooring. Existing data and schedules would be provided as part of the analysis. A financial analysis of the current reserve levels in conjunction with recommended repairs and replacements along with potential funding strategies to ensure appropriate reserves are maintained to complete the recommended work. The following materials will be made available to interested bidders: VCA currently has records for each unit of when all the cabinetry, appliance, and flooring was replaced. VCA also has a capital improvement study completed in 2020 by Mountain Builders for each building. This report contains information on each building, its condition, and repair recommendations. These records and any additional relevant documents can and will be provided to the successful proposer for reference. VCA also has a list of all known capital improvements that occurred on property so that lifespans of materials and systems can be better evaluated. Current or past budgets as needed. Existing appliance and flooring schedules for replacement. Requirements bulleted: • The report needs to break down all the repairs, replacements and improvements VCA needs to make to all current buildings and units. All work should be detailed by building. • Each building needs to have a thorough onsite inspection and analysis completed. This should include roof inspection and structural inspection. VCA staff inspects every unit each year. These unit inspections will be provided if necessary. • Large repair items should be inspected. This includes but is not limited to roof replacements, siding replacement, recommended window replacements, decking and walkway repair and replacement, structural repairs and any other piece of the building that may need to be replaced. • The report will also include the replacement schedule of items in each VCA unit. This includes but is not limited to appliances, carpets, vinyl flooring, and water heaters. The report should include any other items in individual apartments that will need to be replaced on top of the ones listed. • The report must be formatted to provide the lifespan, estimated cost, and the year the work needs to be completed for each item. This should include all relevant work such as appliance replacement, flooring replacement, roof replacement, structural repairs, siding repairs, etc. • The report must include budgeting recommendations, including any changes VCA needs to make to our reserve fund, to ensure we can fit these repairs and improvements into our budget for the next 15 years. Deliverables Staff expects an executive summary, an analysis of each building in terms of identified capital improvements, anticipation of life span for windows, siding, roofs, structure and plumbing and electrical based upon the known age of each building when it was constructed factoring in any subsequent improvements. Also, a schedule of appliance and flooring replacement (carpet and vinyl). Finally, staff expects an associated schedule for each identified improvement in years with associated estimated costs for improvements so that we can more adequately address our reserve fund and anticipate capital improvements and associated expenses each year in the budget cycle. 1.7 Submittal requirements: a. Name, address, and general introduction of the firm. b. A summary of your firm’s understanding of the project and a discussion of the full onsite analysis and report that will need to be completed. c. A general description of similar projects that the firm has completed. d. Describe the similarities with this project: similar reserve studies with on-site analyses for a project such as VCA that you have completed in the past. e. A summary of pertinent experience and qualifications of key projects, including the proposed manager and other personnel or contractors working on this study. Indicate the permanent office locations of each individual. Resumes for key personnel. f. Firm Availability to complete the study per the attached schedule. g. A detailed approach and description of the scope of work and subcontractors that will be performed to complete the reserve study. The firm shall give a detailed description of their vision of the anticipated process and tasks associated with each step of the process. Anticipated deliverables shall be listed. h. Costs to include a lump sum not to exceed for the study. Include a breakdown of costs for site visits, review of materials, zoom calls or interviews, preparation of materials, etc. i. The format of the report should be a PDF sent electronically to the Town of Mountain Village housing department. The email for the housing department is housing@mtnvillage.org. 1.8 Proposal schedule: The following dates and deadlines are considered the “Proposal Schedule” of the Project. Date Deadline Friday, November 3rd Public Notice Published in The Daily Planet Newspaper Thursday, November 9th Mandatory Pre-Proposal Meeting Friday, November 17 Pre-Proposal Questions Deadline On a rolling basis to all respondents by email or zoom as appropriate Response to Questions Available Monday, November 27 Sealed Proposals Due/ Proposal Opening Wednesday, November 29 Optional Interviews Friday, December 1 RFP Awarded Tuesday January 2nd, 2024 Contract Executed Wednesday, July 31st, 2024 Final Deliverables due Please note that this Proposal Schedule is subject to change. 1.9 Pre-Proposal Information: Questions regarding the Request for Proposal, the proposal process and the project specifications shall be electronic and filed with [insert name of who will be heading the committee and their information]. Questions shall be submitted on or before the Pre- Proposal questions Deadline. Responses will be provided to all bidding parties. 1.10 Pre-proposal Meeting – Site Visit: A mandatory site visit will be scheduled on November 9th 2023, at 12:00pm. At 415 Mountain Village Blvd. Mountain Village, CO 81435. All respondents should come up to the office at VCA. This is the first building on the property to your left when you are pulling in. This site walk will help respondents become more familiar with the VCA property and what we expect from the Reserve Study. If you have any questions about the location of the site walk or VCA office, please contact Connor Reilly the VCA Property Manager at (970) 369-8233 or creilly@mtnvillag.org. 1.11. Submission Deadline: Respondents shall submit a sealed proposal on or before November 27th 2023. 1.12 Proposal Copies and Conditions One (1) signed copy of the Proposal shall be submitted on the forms prepared for the Project and shall be enclosed in a sealed envelope bearing the name of the Respondent and the name of the Project. Emailing the Proposal will be acceptable. The Proposal shall be delivered by the time and to the place stipulated in this Request for Proposal. It is the Respondent’s sole responsibility to see that its Proposal is received on time. Any Proposal received after the scheduled closing time for receipt of Proposals will be returned to the Respondent unopened. The Respondent shall furnish a complete Proposal, including a price for all Proposal items in the Proposal. The failure to submit a complete Proposal shall render the Proposal incomplete and may cause it to be rejected. Each Respondent shall submit a detailed itemization of their proposed cost of services in the Proposal. The cost break-down as a minimum shall show task description, as well as personnel hours and total cost per task. All assumptions and exclusions shall be listed. Respondent shall also include a rate schedule for the firm (team), which also addresses rates to be charged for each of the key personnel identified above for the project. 1.13 Evaluation of RFP An Evaluation Committee will review the merits of Proposals received in accordance with the evaluation factors stated in the RFP. The recommendation of the Evaluation Committee will be forwarded to the Assistant Town Manager for review and approval. The sole objective of the Evaluation Committee will be to recommend the Proposal that is most responsive to the Town’s needs, within available monetary resources. The specifications within the RFP represent the minimum performance necessary for response. Criteria shall include, but not be limited to the following: a. Firm (team) experience with similar projects including permitting (if applicable), preparation of estimates, and an understanding of a full on-site reserve study. b. Similar experience of key staff assigned to the project. c. Availability to meet the desired project schedule and to respond quickly to TMV or Contractor questions. d. Familiarity with the Town, staff, project, and project area. e. Project approach. f. Best value to the Town based upon cost and qualifications. All selected consultants, team member firms, and subcontractors must be registered to do business in the State of Colorado and have a Town of Mountain Village Business License. A Local Preference may be given to the Respondent. If a local Respondent submits a Bid for goods or services not of inferior quality to those offered by non-local Respondents, primary preferences shall be given to a local Respondent in accordance with the policies set forth in the Town’s procurement manual. Evaluation criteria is not based solely on the lowest bidder but on the totality of the factors listed above. 1.14 Letter of Intent The Assistant Town Manager shall issue a Letter of Intent to the successful Respondent. The Town shall also notify all unsuccessful Respondents. The evaluation factors, points, Evaluation Committee member names and completed evaluation summary and recommendation report can be made available to all interested parties after the Letter of Intent has been issued by the Town. 1.15 Execution of the Contract The Respondent that is awarded the Project based on its submitted Proposal will be notified by the Town and Contract negotiations will commence immediately thereafter on a contract form provided by the Town Attorney’s office. 1.16 Right of First Refusal The Town reserves the right to reject any or all Proposals, to waive any minor irregularities in this Request for Proposal or the Proposal and to make awards in the best interest of the Town. Section 2: Insurance & Other Policy Requirements 2.1 Introduction: On or before the start date of the Contract between the Town and the Respondent, the Town must receive from the Respondent certificates showing the type, amount, class of operations covered, effective dates and dates of expiration of all insurance policies applicable to this Request for Proposal. The certificate of insurance provided to the Town shall be completed by the Respondent’s insurance agent as evidence that policies providing the required coverage, conditions and minimum limits are in full force and effect and shall be reviewed and approved by the Town prior to commencement of the Contract. No other form of certificate shall be used. The certificate shall identify the Contract and shall provide that the coverage afforded under the policies shall not be canceled, terminated or materially changed until at least thirty (30) days prior written notice has been given to the Town. The completed certificate of insurance shall be sent to: Town of Mountain Village ATTN: Finance Director 455 Mountain Village Blvd, Suite A Mountain Village, Colorado 81435 The policies required by this Request for Proposal shall be endorsed to include the Town, its officers, agents and employees as additional insured. Every policy required by this Request for Proposal shall be primary insurance, and any insurance carried by the Town, its officers, agents and employees or carried by or provided through any insurance pool of the Town shall be excess and not contributory insurance to that provided by the Respondent. No additional insured endorsement to the policy required by this Request for Proposal shall contain any exclusion for bodily injury or property damage arising from completed operations. The Respondent shall be solely responsible for any deductible losses under any policy required by this Request for Proposal. Failure on the part of the Respondent to procure or maintain policies providing the required coverage, conditions and minimum limits shall constitute a material breach of the Contract upon which the Town may immediately terminate the Contract or, at its discretion, Town may procure or renew any such policy or any extending reporting period thereto and may pay any and all premiums in connection therewith, and all monies so paid by the Town shall be repaid by Respondent to the Town upon demand, or the Town may offset the cost of the premiums against any monies due to Respondent from the Town. The parties hereto understand and agree that the Town is relying on, and does not waive or intend to waive by any provision of this Contract, the monetary limitations (presently $150,000 per person and $1,000,000 per occurrence) or any other rights, immunities and protections provided by the Colorado Governmental Immunity Act, C.R.S. § 24-10-101 et seq., as amended from time to time, or otherwise available to the Town, its officers, agents or its employees. 2.2 Indemnification The Respondent shall agree to indemnify and hold harmless the Town, its officers, employees and insurers from any and all liability, claims and demands, 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 the services to be performed by the Respondent, if such injury, loss or damage is caused by the negligent act, omission or willful misconduct of the Respondent, any subcontractor of the Respondent or any officer, employee, representative or agent of the Respondent. The Respondent agrees to investigate, handle, respond to and to provide defense for and defend against any such liability, claims or demands at the sole expense of the Respondent. The Respondent also agrees to bear all other costs and expenses related thereto, including court costs and attorney fees, whether or not any such liability, claims or demands alleged are groundless, false or fraudulent. The Town shall not indemnify or insure the Respondent. 2.3 Insurance The Respondent shall procure and maintain and shall cause any subcontractor of the Respondent to procure and maintain the minimum insurance coverage listed herein. Such coverage shall be procured and maintained with forms and insurers acceptable to the Town. All coverage shall be continuously maintained to cover all liabilities, claims, demands and other obligations assumed by the Respondent. In the case of any claims made on the policy, the necessary retroactive dates and extended reporting periods shall be procured to maintain such continuous coverage. Worker’s Compensation Insurance. The Respondent shall provide Worker’s Compensation Insurance to cover obligations imposed by applicable laws for any employee engaged in the performance of work under the Contract. Respondent shall provide Worker’s Compensation Insurance to cover obligations imposed by applicable insurance with minimum limits of FIVE HUNDRED THOUSAND DOLLARS ($500,000) each accident, FIVE HUNDRED THOUSAND DOLLARS ($500,000) disease-policy limit, and FIVE HUNDRED THOUSAND DOLLARS disease-each employee. Evidence of qualified, self-insured status may be substituted for the Worker’s Compensation Insurance requirements of this paragraph. General Liability Insurance. The Respondent shall provide General Liability Insurance with the minimum combined single limits of ONE MILLION DOLLARS ($1,000,000) and TWO MILLION DOLLARS ($2,000,000) aggregate. The policy shall be applicable to all premises, services and operations. The policy shall include coverage for bodily injury, broad form property damage (including completed operations), personal injury (including coverage for contractual and employee acts), blanket contractual, independent contractors, products, and completed operations. The policy shall include coverage for explosion, collapse, and underground hazards. The policy shall contain a severability of interest’s provision. Automobile Liability Insurance. Respondent shall provide Comprehensive Automobile Liability Insurance with minimum, combined, single limits for bodily injury and property damage of not less than ONE MILLION DOLLARS ($1,000,000.00) each occurrence with respect to each of the Respondent’s owned, hired or non-owned vehicles assigned to or used in the performance of services. The policy shall contain a severability of interest’s provision. Section 3: Necessary Information from Respondents 3.1 Introduction Respondents must establish their qualifications and capabilities to provide the requested services. The strength and experience of the Respondent in developing and operating such services, as well as the Respondent’s reliability and fiscal stability, must be demonstrated. Prospective Respondents must meet the minimum qualifications set forth below to be considered eligible to compete for the Project. 3.2. Basic Submittal Content Requirements Each Respondent is required to supply the following information. Additional sheets may be attached, if necessary. If requested by the Town, the Respondent shall furnish a notarized financial statement, references and other information sufficiently comprehensive to permit appraisal of its current financial condition. Respondent: 1. Company Name ____________________________________________________________ 2. Address ____________________________________________________________ 3. Telephone _______________________ 4. Type of Entity: Individual ( ) Partnership ( ) Corporation ( ) 5. Entity organized under the laws of the State of __________________ 6. Names and Titles of all officers of the firm: ____________________________________________________________ ____________________________________________________________ 7. Number of years of experience __________________ (insert appropriate industry experience. 8. Other services of this nature within the last five (5) years. Please include the following information: Contract Type, Period of Contract, Contract Amount, Name of Owner/Entity, Name and Phone Number of Owner’s Representative: ____________________________________________________________ ____________________________________________________________ 9. Person(s) assigned as liaison for this Proposal and this Contract. (Please attach resume. If more than one person, please attach a resume for each person listed.) ____________________________________________________________ ____________________________________________________________ Respondent’s Subcontractors: (Please complete one sheet for each subcontractor) 1. Company Name ____________________________________________________________ 2. Address ____________________________________________________________ 3. Telephone _______________________ 4. Type of Entity: Individual ( ) Partnership ( ) Corporation ( ) 5. Entity organized under the laws of the State of __________________ 6. Names and Titles of all officers of the firm: ____________________________________________________________ ____________________________________________________________ 7. Number of years of experience __________________ (insert appropriate industry experience. 8. Responsibilities of Subcontractor: ___________________________________________________________ ___________________________________________________________ 9. Other services of this nature within the last five (5) years. Please include the following information: Contract Type, Period of Contract, Contract Amount, Name of Owner/Entity, Name and Phone Number of Owner’s Representative: ____________________________________________________________ ____________________________________________________________ 10. Person(s) assigned as liaison for this Proposal and this Contract. (Please attach resume. If more than one person, please attach a resume for each person listed.) ____________________________________________________________ ____________________________________________________________ 3.2.a Enter Bid Total Here ______________________________________________ Please see section 1.7 for a complete list of submittal requirements 3.3. Respondent’s Statement TO: THE TOWN OF MOUNTAIN VILLAGE MOUNTAIN VILLAGE, COLORADO The undersigned Respondent hereby proposes to furnish all labor, material, equipment, tools and services necessary to perform all work required under the Town entitled: REQUEST FOR PROPOSALS TO PROVIDE TOWN OF MOUNTAIN VILLAGE In accordance with the intent of said specifications, plans and all addenda issued by the Town prior to opening of proposals: Respondent agrees that, as soon as practical after notice of award and Contract negotiations have been completed it shall execute a Contract. Respondent further agrees to complete all work required under the Contract within the time stipulated in said specifications, and to accept in full payment therefore the price named in the Proposal Schedule. Dated: _______________ ___________________________________ Respondent ___________________________________ Signature ____________________________________ Title