REQUEST FOR PROPOSALS – HOUSING DEVELOPMENT ADVISORY SERVICES

CITY OF HOOD RIVER

ADDENDUM NO. 1

July 24, 2020

This Addendum consists of seven written pages plus Attachments “A” and “B” (total of 13 pages). *********************************************************************************

THE SUBMITTAL TIME, DATE AND PLACE REMAIN THE SAME. SUBMITTALS ARE DUE ON AUGUST 19, 2020 AT 2:00 P.M. PACIFIC TIME

********************************************************************************* Answers to respondents’ questions: 1) Does the City have a topographical survey of the site with the approximate location of

wetlands? Response: Yes, please see Attachment “A.”

2) Will providing services for the analysis of the development potential preclude any of the consultant team from participating in the development of the project? Response: No. However, real or perceived conflicts of interest are a concern. If it is likely that a member of the consultant team will be interested in participating in development of the property, please explain this in the proposal including why you believe it is appropriate that they participate and how you would respond to concerns about conflicts of interest.

3) Should a housing developer (either as prime or a subconsultant to the prime) participate in the services for this analysis, would their participation preclude them from submitting a proposal to develop the site? Response: No. However, real or perceived conflicts of interest are a concern. If a housing developer is included in the consultant team, please explain this in the proposal including why you believe it is appropriate that they participate and how you would respond to concerns about conflicts of interest.

4) If [entity] or [entity] responded and either party was selected to provide the consultation requested in this RFP would it preclude either party from responding to the anticipated future RFP or other solicitation method for long-term use of the parcel? Response: No. However, real or perceived conflicts of interest are a concern. If it is likely that a member of the consultant team will be interested in participating in development of the property, please explain this in the proposal including why you believe it is

appropriate to participate in both strategizing and developing, and how you would respond to concerns about conflicts of interest.

5) Will proposals be accepted that include a team approach where one entity is lead and ‘sub-contracts’ with other professionals in order to carryout the desired consultation services? Response: Yes. The City will contract with the lead entity. Subcontracts are addressed in Section 10 of the draft Personal Services Contract (Appendix C of RFP).

6) Understanding the RFP does not obligate the City to pay any costs incurred by respondents in the preparation and submission of a proposal nor does it obligate the City to accept or contract for an expressed or implied services, if awarded contract would preparation for and response to this consultant services RFP be considered an eligible project cost? Response: No.

7) The RFP mentions a required element of developing ‘..at least 50 housing units for households earning at or below 120% of area median income. The RFP mentions the selected firm will be provided a preliminary title report upon being awarded contract. Because affordability commitments can significantly drive feasibility and inform development consultant’s focus, please provide any additional information available that informs this required element of the RFP such as: I. Deed restrictions currently on the property. If there are deed restrictions on the

property, we respectfully request a copy. If no deed restriction, what is required of development to insure affordability? Response: Please see Attachment “B”, Declaration of Restrictive Covenant (Affordable Housing).

II. What data set is used to provide clarity and further define 120% area median income? Response: The most recent income data used by the City is from the 2013-2017 American Community Survey. However, updated data may become available prior to preparation of the subsequent RFP for development of the site.

III. How long must project remain affordable to this target population?

Response: Minimum of 30 years for the 50 units constructed for households earning at or below 120% of area median income.

8) Will preference be given to respondents that have experience on deeper affordability commitments such as experience targeting renter households at or below 60% Area Median Income or homeowner households at or below 80% Area Median Income?

Response: Section 8 of the RFP, Evaluation Procedures, includes a list of criteria that consider a consultant’s depth of experience with projects of similar complexity and function, as well unique or special capabilities.

9) Will preference be given to respondents that are classified as women or minority owned? Response: No.

10) The RFP states the City is requesting proposals from housing policy, development, and planning firms that have experience with development of deed-restricted affordable and market- housing, as well as one or more of the following: • Market analysis, regulatory analysis and feasibility analysis; • Community engagement; • Facilitation and management of public-private partnerships; • Site planning, engineering and construction of public infrastructure (sanitary sewer, water, stormwater and streets). Could you please clarify whether the City is looking for a consultant or team that would cover all of the services mentioned above, or whether a firm can submit a proposal to cover one or more, but not necessarily all of the above service areas? Response: It is not necessary for the consultant or team to have experience with all of the service areas listed in Section 1 of the RFP. Section 5 of the RFP lists services to be provided. Services such as site planning, engineering and construction of public infrastructure are expected to be more relevant in the subsequent effort to develop the site, but early consideration of these issues may help identify development options that are economically and physically feasible.

11. The RFP states, “In addition to identifying needed public infrastructure, the selected consultant will work with the City to determine the extent of neighborhood park and/or trail improvements on the site to compliment needed housing.” Could you please confirm that you want the proposal to include services from a civil engineering firm to evaluate offsite public infrastructure improvements needed to support the proposed housing development. If this is the case, can you identify one or more civil engineering firms that have experience working in the City of Hood River that might be suitable as sub-contractors for this project? Response: Evaluation of on- and offsite public infrastructure improvements needed to support the proposed housing development may be useful in putting together a development strategy, however, inclusion of civil engineering services is not a requirement of this RFP. City staff can help identify public infrastructure needed to serve the site.

12. The RFP states that a high level objective is community acceptance of the planned approach. Does the City want the consultant to assist with public outreach efforts to gain community input on the proposed project and approach, or will the City be responsible for handling this work? Response: The City would like the consultant to provide resources for public engagement efforts including assisting in the establishment of a public engagement process and partnering with City staff who can provide assistance and additional resources if necessary.

13. Does the City want the proposal to include services of an architect to conduct site analysis and prepare renderings of different development options for the site or can the feasibility analysis be conducted a more conceptual level with the understanding that interested developers will want to conduct their own site analysis and prepare the designs that they believe will best meet their own objectives as well as the City’s stated objectives? Response: Architectural services are not required but may be helpful in the evaluation of development scenarios and in public engagement efforts.

14. Section 4 vi. Of the RFP requests references for projects similar to the work described and Section 6 requests three project samples along with two reference contacts for each project. Could you clarify if the reference information provided in response to Section 6 will satisfy the reference information requested in 4 vi? Could you also confirm that two reference contacts are needed for each project sample in Section 6, even only one person from the client agency effectively managed BAE’s work? Response: Project samples and references provided in response to Section 7(A.6) can satisfy the request for references addressed in Section 7(A.4.vi). If only one person from the client effectively managed your work and two references are not available, please explain.

15 At this time, is it anticipated that interview of shortlisted firms will be via video-conference or in-person? Response: It is anticipated that interviews will be done via Zoom videoconference.

16. In the indemnification clause of the standard agreement, would the City be open to a slight modification, to read: “CONTRACTOR SHALL DEFEND, SAVE, HOLD HARMLESS, AND INDEMNIFY THE CITY AND ITS OFFICERS, EMPLOYEES AND AGENTS FROM AND AGAINST ALL CLAIMS, SUITS, ACTIONS, LOSSES, DAMAGES, LIABILITIES, COSTS AND EXPENSES OF ANY NATURE WHATSOEVER, INCLUDING ATTORNEYS FEES, RESULTING FROM, ARISING OUT OF, OR RELATING TO THE ACTIVITIES OF CONTRACTOR OR ITS OFFICERS, EMPLOYEES, SUBCONTRACTORS, OR AGENTS UNDER THIS CONTRACT, TO THE EXTENT SUCH IS CAUSED

BY CONSULTANT’S OFFICERS OR EMPLOYEES, OR CONSULTANT’S SUBCONTRACTOR’S, OR AGENT’S NEGLIGENCE. Response: The City’s legal counsel will need to review and approve any proposed alterations of the indemnification clause prior to establishing a contract.

17. For insurance coverage, will the City accept a professional liability policy that provides for $1,000,000 in coverage, but with a $100,000 self-insured retention? Response: A $100,000 self-insured retention is acceptable. However, the insurance requirements have been updated as follows:

Appendix A, Business Statement 8. Does firm maintain insurance in the amounts specified below? Yes: □ No: □ If no,

describe. A. Commercial General Liability insurance of at least $500,000 $1,000,000 per occurrence: $1,000,000 $2,000,000 aggregate; naming the City as an additional insured on the policy contingent on contract award.

Appendix C, draft Personal Services Contract (Section 15) 15. Insurance. Contractor shall, at its own expense, at all times during the term of this

contract, maintain in force: I. A comprehensive general liability policy including coverage for contractual liability

for obligations assumed under this contract, blanket contractual liability, products and completed operations and owner's and contractor's protective insurance;

II. A professional errors and omissions liability policy; and

III. A comprehensive automobile liability policy including owned and non-owned automobiles.

The coverage under each liability insurance policy shall be equal to or greater than the limits for claims made under the Oregon Tort Claims Act with minimum coverage of $500,000 per occurrence (combined single limit for bodily injury and property damage claims) or $500,000 per occurrence for bodily injury and $100,000 per occurrence for property damage. Provided, however, that coverage for professional errors and omissions liability may be for a minimum coverage of $100,000. The coverage limits are subject to change in accordance with any changes in limits under the Oregon Tort Claims Act, or to the extent the City deems necessary to cover the City’s liability in the absence of the Oregon Tort Claims Act. Liability coverage shall be provided on an "occurrence" basis. "Claims made" coverage will not be acceptable, except for the coverage required by (2) above. The City shall be named as an additional insured.

Certificates of insurance acceptable to the City shall be filed with City prior to the commencement of any work by Contractor. Each certificate shall state that coverage afforded under the policy cannot be cancelled or reduced in coverage until at least 30 days prior written notice has been given to City. A certificate which states merely that the issuing company "will endeavor to mail" written notice is unacceptable. 15. Insurance. Contractor shall, at its own expense, at all times during the term of this contract, maintain in force:

a. A comprehensive general liability policy including coverage for contractual liability for obligations assumed under this contract, blanket contractual liability, products and completed operations and owner's and contractor's protective insurance in the amount of $1 million per occurrence and $2 million aggregate;

b. A professional errors and omissions liability policy in the amount of $1 million; c. A comprehensive automobile liability policy, including owned and nonowned

automobiles, in the amount of $2 million; and d. Workers compensation insurance consistent with state law requirements.

The coverage under each liability insurance policy shall be equal to or greater than the limits for claims made under the Oregon Tort Claims Act and are subject to change in accordance with any changes in limits under the Oregon Tort Claims Act. Liability insurance coverage shall be provided on an "occurrence" basis. "Claims made" coverage will not be acceptable, except for the coverage required by (b) above. The City shall be named as an additional insured on all policies except (b). Certificates of insurance acceptable to the City shall be filed with City prior to the commencement of any work by Contractor. Each certificate shall state that coverage afforded under the policy cannot be cancelled or reduced in coverage until at least 30 days prior written notice has been given to City. A certificate that states merely that the issuing company "will endeavor to mail" written notice is unacceptable.

18. Does being awarded this study preclude a team from being involved in the larger development project (architect, developer, or consultants?) Response: No. However, real or perceived conflicts of interest are a concern. If it is likely that a member of the consultant team will be interested in participating in development of the property, please explain this in the proposal including why you believe it is appropriate that they participate and how you would respond to concerns about conflicts of interest.

19. Can you provide a survey or precise location for the site? Response: The site is located on the west side of Rand Rd., south of Cascade Ave., north of Sherman Ave., and is identified as 3N10E26CC Tax Lots 500, 600, 700 and 901. Please see topographic survey, Attachment “A.”

20. Would you like us to include consultants on our team or will you be hiring them separately? (ex: planning, community engagement, etc.) Response: The City does not intend to hire consultants separately. A lead consultant may hire subconsultants. The City will contract with the lead entity. Subcontracts are addressed in Section 10 of the draft Personal Services Contract (Appendix C of RFP).

END OF ADDENDUM NO. 1

Project 11/15/2019

Notes: 708 Rand Road, Hood River

Wetland DeterminationProject No. 19-1039 Created By: XX Figure 1

Addendum No. 1 - Attachment "A" - Housing Development Advisory Services RFP

Addendum No. 1 - Attachment "B" - Housing Development Advisory Services RFP