December 10, 2013 Request for Proposals - Design Services for the Demolition of Cherry Tee Crossing, GA001000020

The Augusta Housing Authority is now accepting proposals for Design Services for Demolition of Cherry Tree Crossing. Instructions for preparation and submission of a proposal are contained in this package. All proposals are due at the Reid Administration Building, 1435 Walton Way, Augusta, GA 30901 no later 4:00 P.M., Thursday, January 9, 2014. Thank you for your interest in doing business with the Augusta Housing Authority. Sincerely,

Richard Arfman Director of Planning & Development Augusta Housing Authority 1435 Walton Way Augusta, GA 30901 Ph. 706-312-3140 Fax 706-828-0468

SECTION I INFORMATION & INSTRUCTIONS 1.0

Submission Requirements:

1.1

The complete original proposal must be submitted in a sealed package and received in accordance with the instructions detailed in the cover letter. All proposals shall be marked, RFP for Cherry Tree Crossing Demolition Design Services. Proposers shall file all documents necessary to support their proposal and include them with their proposal.

1.2

Proposal Format: Proposals shall include the following information at a minimum: a) b) c) d)

This request for proposal document signed by responsible party. Response to Consultant Statement of Qualifications included with this document Description of items and schedule for completion Fee Proposal

1.3

It is the sole responsibility of the Proposer to assure that they have received the entire Request for Proposal (RFP).

1.4

Proposers will be notified in writing of any change in the specifications contained in this RFP.

1.5

No verbal or written information which is obtained other than through this RFP or its addenda shall be binding on the Augusta Housing Authority. No employee of the Augusta Housing Authority is authorized to interpret any portion of this RFP or give information as to the requirements of the RFP in addition to that contained in or amended to this written RFP document.

1.6

Right of Rejection and Clarification: The Augusta Housing Authority reserves the right to reject any and all proposals and to request clarification of information from any proposer. The Augusta Housing Authority is not obligated to enter into a contract on the basis of any proposal submitted in response to this document.

1.7

Request for Additional Information: Prior to the final selection, proposers may be required to submit additional information necessary to further evaluate the proposer’s qualifications.

1.8

Denial of Reimbursement: The Augusta Housing Authority will not reimburse proposers for any costs associated with the preparation and submission of any proposal, or for any travel and/or per diem costs that are incurred.

1.9

Gratuity Prohibition: Proposers shall not offer any gratuities, favors, or anything of monetary value to any official, employee, or agent of the Augusta Housing Authority for the purpose of influencing consideration of this proposal.

1.10

Right of Withdrawal: A proposal may not be withdrawn before the expiration of ninety (90) days from the proposal due date.

1.11

Right of Negotiation: The Augusta Housing Authority reserves the right to negotiate with the selected proposer the exact terms and conditions of the contract.

1.12

Right of Rejection of Lowest Fee Estimate: The Augusta Housing Authority is under no obligation to award this project to the proposer having the lowest fee estimate. Evaluation criteria included in this document shall be used in evaluating proposals.

1.13

Exceptions to the RFP: It is anticipated that proposers may find instances where they may take exception with certain requirements or specifications of the RFP. All exceptions shall be clearly identified, and written explanations shall include the scope of the exceptions, the ramifications of the exceptions for the Augusta Housing Authority, and a description of the advantage to be gained or disadvantages to be incurred by the Augusta Housing Authority as a result of these exceptions.

1.14

Indemnification: The Proposer, at its own expense and without exception, shall indemnify, defend and pay all damages, costs, expenses, including attorney fees, and otherwise hold harmless the Augusta Housing Authority, its employees, and agents, from any liability of any nature or kind in regard to the delivery of these services. The Proposer shall secure and maintain General Liability Insurance as will protect him from claims under the Worker’s Compensation Acts and from claims for bodily injury, death, or property damage which may arise from the performance of his services under this contract. Further, the proposer shall provide the Augusta Housing Authority with evidence and the amount of Errors and Omissions Insurance, i.e. Professional Liability Insurance, currently in effect.

1.15

Rights to Submitted Material: All proposals, responses, inquiries, or correspondence relating to or in reference to this RFP, and all reports, charts, and other documentation submitted by proposers shall become the property of the Augusta Housing Authority when received.

1.16

Basis of Award: Proposals will be evaluated according to the following criteria at a minimum:

Qualifications and experience of submitting firm in developing design Plans and specifications for similar scope of this project.

20 Points

Qualifications and experience of design team identified to work on the project, including principal, project manager, designers and allied professional or consultants.

20 Points

Qualifications and experience with a design process that includes development of plans and specifications for prior HUD projects.

20 Points

Time Schedule

20 Points

Fee Proposal

20 Points

1.17

Interviews: The Augusta Housing Authority, at its discretion, may conduct interviews with any or all respondents

1.18

Copies: An original and one copy of the proposal and supporting documents must be submitted in response to the RFP.

1.19

Termination of Contract: The Augusta Housing Authority may cancel the contract at any time for breach of contractual obligations by providing the successful proposer with a written notice of such cancellation. Should the Augusta Housing Authority exercise its right to cancel the contract for such reasons, the cancellation shall become effective on the date as specified in the notice of cancellation.

1.20

Assignment: The successful proposer shall not sell, assign, transfer or convey any contract resulting from this RFP, in whole or in part, without the prior written consent of the Augusta Housing Authority.

1.21

Lawsuits, Bribery: Proposers shall disclose any record of pending lawsuits, criminal violations and/or convictions, etc., and shall not have conflicts of interest with the Augusta Housing Authority.

1.22

Proposal Reservations: The Augusta Housing Authority reserves the right to reject any or all proposals, to award in whole or in part and to waive minor immaterial defects in proposals. Negotiations may be necessary in order to complete the contract.

1.23

Conflict of Interest: The proposer covenants that they presently have no interest and shall not acquire any interest, directly or indirectly, which would conflict in any manner or degree with the performance of the services hereunder. The proposer further covenants that no person having any such known interest shall be employed or conveyed an interest, directly or indirectly, in the contract.

1.24

Independent Contractor: The proposer represents itself to be an independent contractor offering such services to the general public and shall not represent himself or his employees to be an employee of the Augusta Housing Authority. Therefore, the proposer shall assume all legal and financial responsibility for taxes, FICA, employee fringe benefits, workers compensation, employee insurance, minimum wage requirements, overtime, and other expenses, and agrees to indemnify, save, and hold the Augusta Housing Authority, its officers, agents, and employees, harmless from and against, any and all loss; cost (including attorney fees); and damage of any kind related to such matters. The proposer shall further understand that the Augusta Housing Authority cannot save and hold harmless and or indemnify the proposer and/or the proposer’s employees against any liability incurred or arising as a result of any activity of the proposer or any activity of the proposers employees performed in connection with the contract.

1.25

Contract: The contract between the Augusta Housing Authority and the proposer shall consist of: a) b) c)

Request for Proposal (RFP) and any amendments thereto, Proposal submitted by the proposer in response to the RFP, Executed Contract, Form HUD-51915, attached to this RFP.

In the event of a conflict in language between the documents referenced above, the provisions and requirements set forth and/or referenced in the Consultant Agreement shall govern. However, the Augusta Housing Authority reserves the right to clarify any contractual relationship in writing with the concurrence of the proposer, and such written clarification shall govern in case of conflict with the applicable requirements stated in the RFP or the proposer’s proposal. In all other matters not affected by the written clarification, if any, the RFP shall govern. 1.26

Compliance with Laws: In connection with the furnishing of supplies or performance of work under the contract, the proposer agrees to comply with the Fair Labor Standard Act, Equal Opportunity Employment Act, Americans with Disability Act (ADA) and all other applicable Federal and State laws, regulations, and executive orders to the extent that the same may be applicable and further agrees to insert the foregoing provision in all subcontracts awarded hereunder.

1.27

Contacts: Qualified firms must submit proposals in accordance with the instructions contained in this RFP. All requested information must be submitted with the proposal. Instructions for preparation and submission of proposals are contained in this package. Questions regarding this request for proposal should be directed to: Richard Arfman, Director of Planning & Development 706-312-3140 [email protected] (Preferred method of contact)

SECTION II PROJECT INFORMATION AND SCOPE OF WORK 2.0

OVERVIEW

2.1

Cherry Tree Crossing was constructed in two phases. The first phase, originally named Sunset Homes, was completed in 1941 and consists of 22 buildings with 164 apartments. The second phase, originally named Sunset Homes Extension, was completed in 1952 and consists of 36 buildings with 225 apartments. A new administration building was built in 1990. The entire development underwent major renovations from 1990 through 1992, and included the following scope of work: pitched roofs were installed over flat concrete roofs for 22 buildings and abatement of lead based paint and asbestos containing material, except for the existing roofing material installed on the concrete roofs for the 22 buildings that were converted to pitched roofs. Also, after the renovations were completed, the development name was changed to Cherry Tree Crossing. This project will be the design of the demolition of these structures and associated improvements. The site will be left rake clean with grass planted. Redevelopment of the site is not a part of this project.

2.2

The Augusta Housing Authority is seeking proposals for professional recommendations and design concepts for demolition of this site. Any reuse of existing materials in the design phase is to be considered.

3.0

DESIGN PROGRAM

3.1

The Augusta Housing Authority desires to have all improvements on the Cherry Tree Crossing site demolished. In addition, the site will be left contoured to existing drains and seeded.

3.2

The proposer shall present any recycling options in their proposal. It is the Augusta Housing Authorities desire to reuse any materials that can be recycled or reused.

3.3

The proposer shall review all prior test reports for asbestos containing material, ACM, and/or lead based paint, LBP, for the project. Additional surveys must be performed by the proposer for ACM and LBP and all ACM and LBP found must be abated as a part of this project. For the asbestos survey, the minimum number of inspections shall be a total of 10% of each type (number of bedrooms) of apartment unit and 100% of all non-dwelling units (administration, daycare and maintenance buildings) be sampled for asbestos containing materials in accordance with the AHERA (40 CFR 763) protocol. An appropriately accredited project designer must prepare the design documents for the abatement required in accordance with State and Federal requirements.

3.4

This project will not have any redevelopment of the site other than site stabilization and drainage utilizing existing contours and site drainage. All utilities will be terminated, capped and marked as a part of the project.

4.0

SCOPE OF WORK

4.1

The following outlines the proposed scope of work. It may be expanded upon if the applicant finds it necessary in order to provide an adequate scope of services. 4.1.1 Design Concept Phase – Meet with representatives of the Augusta Housing Authority to understand all aspects of the project and discuss options for this project. The proposer will need to verify the extent of lead-bed paint, LBP. or asbestos containing material, ACM, by performing surveys of the existing buildings to determine the locations and approximate amount of the LBP and the ACM. For the asbestos survey, a minimum number of inspections shall be a total of 10% of each type (number of bedrooms) of apartment unit and 100% of all non-dwelling units (administration, daycare and maintenance buildings) be sampled for asbestos containing materials in accordance with the AHERA (40 CFR 763) protocol. 4.1.2 Design Development Phase – Prepares plans and specifications for submittal to the Augusta Housing Authority for review, comment and approval. Proposer will incorporate all changes required by the Augusta Housing Authority at this time. 4.1.3 Cost Estimate – Proposer shall prepare a cost estimate for the work covered by the specifications and an estimate for the amount of time for demolition contractor to complete the work after the Notice to Proceed is issued. 4.1.4 Bid Documents – Proposer shall prepare final bid documents and provide the Augusta Housing Authority with necessary information and copies to bid this project. 4.1.5 Project Management – Proposer shall monitor the progress of the project, review contractor pay requests, address questions and issues as the project progresses. This phase shall also include final inspection to determine if all work was completed in accordance with the plans and specifications. 4.1.6 Time Schedule - Proposer shall submit a time schedule for all design activities from the date of award through the completion of the final bid documents.

5.0

ADDITIONAL REQUIREMENTS

5.1

Proposers should submit documentation that will assist the Augusta Housing Authority

in evaluating qualifications and responsiveness to this RFP, and may submit additional information as desired that may help to indicate experience, qualifications and suitability for the project. 5.2

The consultant shall provide a proposed schedule as part of the submission.

5.3

All proposers must sign and submit the following attached items: 5.3.1 Non-Collusive Affidavit 5.3.2 Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion 5.3.3 HUD-50070 Certification of a Drug Free Workplace 5.3.4 HUD-2530 Previous Participation Certification 5.3.5 HUD-5369-B Instructions to Offerors , Non-Construction 5.3.6 HUD-5369-C Certification and Representations of Offerors 5.3.7 HUD-5370-C E-Verify forms

SECTION III PROPOSAL FORM Fee proposals shall be submitted on this form in a separate sealed envelope clearly marked Fee Proposal for Cherry Tree Crossing Demolition Design and include the name of the proposer. Fee proposals will only be opened if after the initial evaluation, proposer is deemed to be qualified. Fee proposals will then be considered in relation to the qualification points awarded to determine the overall best proposal in terms of fees and qualifications. Fee Proposal shall include any and all travel and per diem charges and shall include all fees for work as described in this request and all exhibits. I have read and understand the requirements of this RFP and agree to provide the required services in accordance with this proposal and all attachments, exhibits, etc. The fee for providing the required service, including all transportation and per diem costs, is: DESIGN PHASE:

$ ______________________

PROJECT MANAGEMENT FEES:

$ ______________________

TOTAL FEES:

$ ______________________

Also, please provide a breakdown of proposed fees as an attachment. The breakdown shall be based on the scope of work as outlined with resource allocations (man hours, etc.) and fees associated with each item.

SUBMITTED BY: _________________________________________

BY: ___________________________________________________ SIGNATURE ___________________________________________________ NAME (PRINT): ADDRESS: ________________________________________________________

CITY/STATE: ______________________________________

TELEPHONE: __________________

ZIP _________

EMAIL: ____________________________