10/17/2023 RFP Fixed Fee Proposal: Market Study
REQUEST FOR FIXED FEE PROPOSALS: MARKET STUDY
Sound Communities, Inc. is the development arm of the Norwalk Housing Authority. Sound Communities is seeking fixed fee proposals from qualified consultants to generate a market study in support of a funding application to the Connecticut Housing Finance Authority (CHFA) and Connecticut Department of Housing (DOH)
for an affordable housing development project located in Norwalk, CT.
KEY INFORMATION
RFP RELEASE DATE: 10/16/2023
SUBMISSION DEADLINE: Fixed Fee Proposals must be submitted on or before October 30, 2023 at 5:00PM EST. Submissions received after the deadline will not be considered.
SUBMISSION PROCESS: All proposals must be submitted via email to Procurement@norwalkha.org.
CONTACT: Questions about this RFP should be directed in writing via email to Lisa Endo at Lendo@norwalkha.org prior to October 26. Responses will be sent via email to the inquiring party, as well as published on the Norwalk Housing Authority website on the "Doing Business" page under "About Us."
I. INVITATION TO SUBMIT FIXED FEE PROPOSALS
Sound Communities, Inc. is soliciting fixed fee proposals from qualified consultants or firms to generate a market study for an affordable housing development project in Norwalk, CT. Proposals must be submitted via email to Procurement@norwalkha.org on or before Monday, October 30, 2023 at 5:00PM EST. Sound Communities, Inc. reserves the right to reject any and all proposals, to waive any informalities in the proposals, and to accept the proposal which it deems to be most favorable.
II. ORGANIZATIONAL OVERVIEW
Sound Communities, Inc. (Sound Communities) is an instrumentality of the Norwalk Housing Authority (NHA) and a 501(c)3 tax-exempt, non-profit organization. The purpose of Sound Communities is to create and preserve affordable and mixed-income housing. Project types include new construction, acquisition-rehab, and redevelopment of public housing through RAD and Section 18 Demolition/ Disposition. Project financing sources typically include Low Income Housing Tax Credits (LIHTC), Connecticut Department of Housing (DOH), Connecticut Housing Finance Authority (CHFA), and Section 8 housing vouchers, among others.
The Board of Directors of Sound Communities is made up of NHA executive staff. The NHA Board of Commissioners, members of which are appointed by the Mayor of Norwalk or elected by NHA tenants, provides additional governance and oversight to Sound Communities.
III. PROJECT OVERVIEW
The subject of this Request for Proposals (RFP) is a public housing redevelopment project located at 45 Meadow Street in Norwalk, CT. NHA received approval from the Department of Housing and Urban Development (HUD) to demolish Meadow Gardens, a public housing development owned and operated by NHA since 1960, through a Section 18 Demolition/Disposition. NHA will dispose of the 3.78 acre property to its instrumentality, Sound Communities, to redevelop into affordable housing to be financed using 4% LIHTC, tax-exempt private activity bonds, project based vouchers, and other sources of debt and equity.
The 45 Meadow Street Redevelopment Project consists of 56 residential units that are a mix of flat apartments and two-story townhomes. Twenty-nine (29) units will be restricted to 30% of area median income (AMI) and 27 units will be restricted to 50% AMI. The units are a mix of one-, two-, three and four-bedroom sizes. The total area of residential space is approximately 87,000 sq ft.
Proposed Residential Unit Mix
1 bedroom 900 SF 4 units
2 bedroom 1200 SF 18 units
3 bedroom 1500 SF 27 units
4 bedroom 1800 SF 7 units
TOTAL: 56 units
There will also be a standalone community center of 9,000 sq ft that will house a property manager's offices, package room, gym, multi-purpose room, Learning Center for afterschool and summer programming for K-5 students living in the development, and maintenance shop.
The Project will adhere to Energy Star requirements and current plans propose installing solar panels and electric vehicle charging stations. Construction costs are roughly estimated to be $40 million. Closing on financing is planned for Summer 2024.
IV. SCOPE OF SERVICES
The selected consultant will provide a comprehensive market study that meets the specific requirements of the Connecticut Housing Finance Authority (CHFA) and Connecticut Department of Housing (DOH). CHFA and DOH will be two of the intended users of this report commissioned by Sound Communities.
The selected consultant must commit to completing the report within four (4) weeks of signing an engagement letter. This timeline includes providing a draft to Sound Communities and resolving any matters identified during Sound Communities' review of the draft.
The report must include the following:
• Concise description of the site and the immediately surrounding area/surrounding land uses;
• Summary of the subject development, including the proposed targeted population to be served;
• Summary of economic conditions;
• Project description and support of the defined primary market area;
• Summary of key demographic data;
• Current census tract data, with maps;
• Summary of competitive market conditions;
• Summary of demand for the proposed development including a concise statement of the analyst's opinion of market feasibility, determined by factors of market demand;
• Summary of positive and negative attributes and issues that will affect the property's marketability, performance, and lease-up. Mitigating factors of any negative attributes should be identified, if any;
• Precise statement of key conclusions reached by the analyst. This statement should provide a definitive evaluation of the proposed development and its prospect for success as proposed. This statement should reconcile any conflicting data indicators among the various sections of the report;
• If needed, recommendations and/or suggested modifications to the proposed project. It should be clear if these modifications would be necessary for the project's success; and,
• Absorption estimate for the subject property. If recommendations are provided in the report, it should be clear if this absorption estimate is as proposed or assuming the analyst's proposed recommendations are followed.
The analysis of the proposed development's market shall include, but not be limited to, the following:
a. Market Area Definition: The geographic boundaries for the Development's primary and secondary market areas shall be defined and supported with a detailed rationale for the inclusion (or exclusion) of specific geographic areas. Delineation of the Development's primary and secondary market area boundaries shall be based on specific information gathered by the Market Analyst through, but not limited to, telephone interviews with selected local and regional planning agencies, realtors, competitive facilities, and other referral sources and real estate professionals. The market study report shall contain maps identifying the Development's primary and secondary market areas, to include a summary of zip codes contained in each such market.
b. Demographic Analysis: Historic patterns and projected trends shall be summarized for national, New England, the State, county, and the Development's primary and secondary markets. The demographic analysis shall address trends (growth/stable/decline) for population, income, and family composition. The Market Analyst shall utilize alternative demographic data sources in addition to the Census Bureau.
c. Economic Profile and Projections: The national, New England, the State, county, and the Development's primary and secondary market's economy shall be evaluated, to include trends, current economic profiles, employment characteristics, and retail purchasing patterns. The Market Analyst shall analyze and summarize the Development's current market conditions and any trends thereof that may affect the Development's estimated income, expenses, or absorption.
d. Comparables and Competition: Competitive strength of existing and any proposed new and/or rehabilitated multifamily properties in the Development's primary and secondary markets shall be summarized including, but not be limited to, the following:
i. Property name with complete street address;
ii. Name of property's owner, property manager, contact person, and contact person's telephone number;
iii. Design type (i.e., contemporary, colonial, garden, mid-rise, high rise, etc.);
iv. Number of total units, number of each unit type, and representative floor plans for each unit type;
v. Utilities including an estimated cost of each utility type for each unit type and a statement as to whether each such utility is paid by the tenant or landlord;
vi. Appliances provided;
vii. Amenities (i.e., community center, pool, recreation areas, laundry facilities, etc.);
viii. Current occupancy/vacancy and historic occupancy/vacancy (prior five (5) years, if available);
ix. Current rents (per unit type and per square foot); and
x. Rental subsidies.
V. PROPOSAL SUBMISSION INSTRUCTIONS
Consultants responding to this RFP are required to submit by e-mail a complete, signed fixed fee proposal by 5:00PM EST on Monday, October 30, 2023 to Procurement@norwalkha.org with the subject line "Market Study RFP." Late submissions will not be considered.
Proposals must include the following:
1. Proposal Cover Sheet
a. Complete and sign the attached Proposal Cover Sheet (Appendix1)
2. Company Information
a. Brief company overview, including commitment to diversity in hiring and subcontracting
b. Bios or resumes of staff that would be involved in the scope of work
3. References
a. Contact information for three (3) clients for whom you performed similar services
4. Debarment Form (Appendix 2)
5. Fixed Fee Form (Appendix 3)
In submitting a proposal, the respondent acknowledges that neither NHA nor Sound Communities will compensate the respondent for any submission or contract negotiation costs, including costs for preparation, appearances, interviews, and/or travel expenses.
VI. OTHER TERMS AND CONDITIONS
A proposal may be corrected, modified, or withdrawn provided that the correction, modification, or request for withdrawal is made by the respondent in writing and is received prior to the Submission Deadline. After the Submission Deadline, the respondent may not change the proposal fee or any other provision in its proposal in a manner prejudicial to the interests of Sound Communities and/or fair competition. Sound Communities reserves the right to retain submitted proposals and not permit withdrawal for a period of 90 days after the Submission Deadline.
Sound Communities reserves the right to revise, change or terminate a contract awarded pursuant to this RFP at any time for its convenience upon 30 days' written notice to the contractor without prejudice or liability if:
- Funding is not available
- Legal restrictions are placed upon the expenditure of monies for this category of service, or
- Sound Communities' requirements in good faith change after contract award.
Termination for Cause and for Convenience
Sound Communities may terminate this contract in whole, or from time to time in part, for Sound Communities' convenience or the failure of the contractor to fulfill the contract obligations (cause/default). Sound Communities shall terminate by delivering to the contractor a written notice of termination specifying the nature, extent, and effective date of termination. Upon receipt of the notice, the contractor shall: (1) immediately discontinue all services affected (unless the notice directs otherwise), and (2) deliver to Sound Communities all information, reports, papers, and other materials accumulated or generated in performing the contract, whether completed or in process. If the termination is for the convenience of Sound Communities, Sound Communities shall be liable only for payment for services rendered before the effective date of the termination.
If the termination is due to failure of the contractor to fulfill its obligations under the contract (cause/default), Sound Communities may (1) require the Contract to deliver to it, in the manner and to the extent directed by Sound Communities, any work described in the Notice of Termination; (2) take over the work and prosecute the same to completion by contractor of otherwise, and the contractor shall be liable for any additional cost incurred by Sound Communities; and (3) withhold any payment to the contractor, for the purpose of set-off or partial payment, as the case may be, of amounts owned by Sound Communities by the contractor. In the event of termination for cause/default, Sound Communities will be liable to the contractor for reasonable costs incurred by the contractor before the effective date of the termination. Any dispute shall be decided by the Procurement Officer.
Hold Harmless
The successful respondent agrees that it shall indemnify and hold harmless Sound Communities from and against any and all claims for injury, loss of life, or damage to or loss of property caused or alleged to be caused by acts or omissions of the successful respondent, its employees, and invites on or about the premises and which arise out of the successful respondent's performance or failure to perform as specified in the agreement.
Official, Agent and Employees of NHA/Sound Communities Not Personally Liable
It is agreed by and between the parties hereto that in no event shall any official, officer, employee, or agent of Norwalk Housing Authority or Sound Communities in any way be personally liable or responsible for any covenant or agreement herein contained whether expressed or implied, nor for any statement, representation or warranty made herein or in any connection with this agreement.
Change Orders
Sound Communities reserves the right to increase or decrease this contract, if required, regarding service, frequencies of the service and type of service, with mutual consent of the contractor.
Non-Performance
In the event the contractor does not fulfill its obligations under the terms and conditions of the contract, Sound Communities may purchase equivalent services on the open market.
Force Majeure
Neither the contractor nor Sound Communities shall be held liable for non-performance under the terms and conditions to the contract due, but not limited, to government restriction, strike, flood, fire or unforeseen catastrophe beyond either party's control. Each party shall notify the other of any situation that may prevent performance under the terms and conditions of the contract.
Debarred/Suspended
The respondent certifies by submission of a proposal that it is not a debarred, suspended, or ineligible contractor by any Agency of Federal of State government. No proposal received from a debarred, suspended, or ineligible contractor will qualify for award.
VII. INSURANCE REQUIREMENTS
The consultant or law firm shall furnish evidence of the following forms of insurance from a company with B+ or better rating in the current edition of Best's Rating Guide which must be maintained through completion of the project.
1. Professional Liability: Minimum Coverage $500,000
2. Comprehensive General Liability with broad form Comprehensive General Liability endorsement and auto (non-owned and hired): Minimum Coverage $1,000,000
3. Worker's Compensation and Employer's Liability: Minimum Coverages $100,000 each employee, $500,000 policy limit
The contractor must provide a copy of each applicable policy to the Authority. Binders are not acceptable. Insurance coverage must be maintained until completion of the project. All insurances must include the following endorsements:
Sound Communities, Inc.
c/o The Housing Authority of the City of Norwalk
24 ½ Monroe Street
Norwalk, CT 06854