Request for Proposals for General Contractor Services for Renovation of Sixteen Apartments

HATC RFP No. 05-2024. See attached document for full version of RFP.‍

1. Introduction

The Housing Authority of Travis County seeks proposals from qualified, licensed, and insured General Contractors. The selected firm (the “Contractor”) will be engaged for a modest renovation program to retrofit sixteen (16) apartments at the complex listed below with accessibility features for tenants with mobility issues (the “Project”):

Carson Creek

Cool Shadow/ Night Star
Del Valle, TX 78617
Housing Authority of Travis County (hatctx.com)

Completed in 1982, Carson Creek is a 16-unit duplex-style property located in Del Valle Texas. Carleton Companies leases the sixteen (16) apartments referenced above from the building owner and intends to sub-lease them to affordable housing clients after the renovations are completed. While one (1) unit is vacant, Carson Creek is otherwise occupied by tenants.

2. Housing Authority of Travis County Background

Created in 1975 by Resolution of the Travis County Commissioner’s Court and governed under the guise of Chapter 392 of the Texas Local Government Code, the Housing Authority of Travis County (HATC) provides safe, decent, and sanitary housing for low-income families in Travis County. At the Housing Authority of Travis County (HATC), our primary goal is to provide safe, decent, and affordable housing for low-income families in our community. We achieve this by administering a range of programs and services designed to support families in their pursuit of stable housing and self-sufficiency. One of our key initiatives is the management and maintenance of HUD Project-Based Rental Assistance (PBRA) units, as well as affordable family and senior developments (non-PBRA) – Carson Creek Homes and Manor Town Apartments, respectively. These units offer eligible families access to quality housing options that are within their financial means, thereby promoting stability and well-being.

In addition to working closely with property owners and landlords, we ensure that each housing unit meets strict quality standards, providing residents with a comfortable and secure living environment. Beyond simply providing housing options, HATC is committed to empowering our clients through various supportive services. We work in partnership with other community organizations to offer job training, educational programs, and access to essential resources. By fostering self-sufficiency among our residents, we contribute to building stronger communities and enhancing the overall quality of life for those we serve.

3. Contractor's Qualifications and Eligibility

3.1 The Contractor must be a corporation or company that is validly existing and permitted to do business in Texas.

3.2 The Contractor must possess all necessary licensing under Texas law to provide the services specified in this RFP.

3.3 The Contractor must have a proven record of providing the services required. The Commission reserves the right to perform investigations as may be deemed necessary to ensure that competent personnel and management will be utilized in the performance of the services.

4. Scope of Work Overview

For general guidance, renovation tasks are listed below. The tasks are broadly stated for guidance purposes only. The following is NOT to be construed as a complete list of the scope of work, or as superseding information gathered (or verified) during site visits.

GENERAL

All work is to be performed in strict compliance with City of Austin codes, the Fair Housing Act, and Specifications provided. It is the Contractor’s responsibility to visit the various properties to become familiar with existing conditions and site restraints that may impact the progress of the Work. For all items with an asterisk, refer to the Project Manual for Specifications.

SITE WORK

• Replace all chain-link fencing and gates.
• Remove and replace all damaged or deteriorated wood fencing with new fencing as shown in attached drawing. (Appendix A)
• For 9603 Night Star see attached site drawings showing demolition, grading, and new construction to be completed. (Appendix B)
• Repair or replace all existing wood guard rails.
• Provide ADA-compliant handrails along all driveways or sidewalks that have a drop that exceeds 6”. Any sidewalk that exceeds a slope of 5% is considered a ramp. Provide handrails on both sides of any ramp that has a rise of more than 6” or a horizontal projection of more than 6’-0”.
• At 9502 Night Star, 9603 Night Star, and 1300 Cool Shadow seal cracks in driveways.
• Repair steps at 9603B.
• Remove all contents of Unit 1302B and dispose of it in a legal manner.

BUILDING EXTERIORS

• At the following addresses, remove roof shingles and underlayment. Inspect all roof decking and replace any that shows signs of rot, termite damage, or other damage that would compromise the performance of the roof. Remove and replace all boots at plumbing vents. Install new drip edge, underlayment, and shingles as specified. *
  9500 Night Star
  9502 Night Star
  9504 Night Star
  9603 Night Star
  1300 Cool Shadow
  1302 Cool Shadow
• Install gutters and downspouts at all eaves. Provide splash blocks at the bottom of each downspout. *
• Remove all wood siding. Install new weather barrier and fiber-cement siding as specified. New windows/doors to be installed and properly flashed after weather barrier installation but before siding installation. *
• Replace all windows and patio doors with products specified. Provide insect screens for all windows and sliding doors. *
• Replace all entry doors. *
• Replace all missing masonry and point up all existing masonry as required. Install backer rod and sealant at all joints to ensure watertight seals at all masonry edges. Where masonry columns are mis-aligned, remove all masonry, correct framing as needed, and replace masonry.
• Paint all siding and trim. See specifications for products and application requirements. Owner to make all color selections. *
• Remove and replace all building signage. Owner to select signage.
• Remove railing at Unit 1410A to provide an accessible route to the entry door that is under the eave.

MECHANICAL

• Replace all HVAC systems with new SEER 2 systems that meet or exceed current standards. All systems to have minimum 15 SEER rating.
• Install new ducts that meet current standards for insulation. Seal ll duct connections with approved mastic or tape. Ducts/plenums must be sealed to pass a duct blast test as required by the 2021 IECC. Provide Owner with duct blast test results showing that the test passed.
• Replace all exhaust fans and ducts. Bathroom exhaust fans must provide 50 CFM of exhaust. Ducts from the fans to the exterior are to be sloped at 1/8” per foot and seams are to be at top of ducts. Kitchen exhaust fans must provide 100 CFM. Note: Vent hoods that provide 100CFM and are vented to the exterior may be used as kitchen exhaust fan.
• Install new, programmable thermostats in all units. Top of thermostats to be installed with top at 48” AFF max.
• Clean all dryer vent ducts and replace rain caps if damaged.

ELECTRICAL

• Replace all lighting fixtures, both interior and exterior, with equivalent fixtures, (ceiling fans with light kits are to be replaced with same, wall sconces to be replaced with all sconces, etc.)
• Bring all electrical panels, breakers, and other components up to current codes/standards.
• Replace all switch plates and face plates.
• Install hard-wired smoke detectors with battery backup per code requirements. Install one combination smoke detector/carbon monoxide detector.

PLUMBING

• Replace all water heaters.
• Replace or refinish all bathtubs.
• Replace all kitchen sinks and bathroom lavatories, along with the faucets.
• Replace all toilets with EPA Water Sense rated toilets, either dual flush or 1.28 GPM.
• Replace all showerheads with EPA Water Sense rated showerheads.
• Replace garbage disposals. New disposals to be InSinkErator 1⁄2 HP or equivalent.
• Install water line for icemaker in all units.
• In Unit 9510A eliminate leaks at tub and toilet.
• In units 1410B and 9504A remove tubs and replace them with shower pans.
• In unit 1410B replace toilet with ADA-compliant height.
• Provide free-standing shower seat for unit 1410A.

UNIT INTERIORS

• Have popcorn texture on ceiling tested for asbestos. If asbestos is found, do abatement and removal prior to continuing with other interior work.
• At unit 9510A remove and replace GWB. In all units, repair GWB as needed in all units whether due to previous damage or work being performed.
• Remove all popcorn ceiling texture. Retexture ceilings to match walls.
• Replace all interior doors and door hardware. *
• Replace attic access pull-down stairs.
• Repair or replace all crown molding.
• Replace all baseboards.
• Replace all tile flooring with wood-look vinyl plank flooring. *
• Replace kitchen cabinets, bathroom vanities, and countertops. *
• Replace all bathroom mirrors.
• Replace shelving in pantries.
• Replace refrigerators, ranges, vent hoods, and dishwashers. Refrigerators and Dishwashers to be Energy Star rated. Refrigerators to have icemaker.
• Install new towel bars and toilet paper holders. Add towel ring to each bathroom.
• Install one 2A:10BC fire extinguisher in all units. Mount inside pantry.
• Install cordless window blinds for all windows.
• Install continuous cord vertical blinds at all sliding doors.
• Paint units throughout. *

OTHER

• Install loose-fill attic insulation as required to bring insulation value up R38.

5. Owner's Rules and Regulations

The Contractor will be required to acknowledge and agree to the General Contractor Rules & Regulations prescribed by the building owner. The Rules & Regulations govern how the Contractor is conduct its work on the site, insurance requirements, progress meetings, punch-list procure, and several other topics related to executing the scope of work in a professional manner that minimizes impact to the operations of the building.

6. Hold Harmless/Indemnification

6.1 The Contractor shall indemnify and hold the Housing Authority of Travis County harmless from and against any and all liability and expenses, including attorney’s fees, howsoever arising or incurred, arising out of or attributable to the Contractor’s performance of services specified herein, provided that the Contractor shall not be responsible for acts of negligence or willful misconduct committed by the Housing Authority of Travis County, its employees, agents and officials.

6.2 Any property or work to be provided by the Contractor under this contract will remain at the Contractor’s risk until written acceptance by the Housing Authority; and the Contractor will replace, at Contractor’s expense, all property or work damaged or destroyed by any cause whatsoever.

7. Submission of Proposals

An incomplete response to this RFP may be cause for rejection. To be considered complete, a response to this RFP must include all the items listed below (Documents A, B, C, and D are attached hereto):

7.1 Completed and executed Document A (Proposal Cover Page).

7.2 Responses to the items listed in Document B (Required Proposal Content).

7.3 Completed and executed Document C (Affidavit); and

7.4 Completed and executed Document D (Pricing Table).

Each proposer must submit one (1) electronic copy of their proposal. Proposers must comply with each of the following submission guidelines:

7.5 The electronic copy of the proposal must be in Adobe PDF format and must be e-mailed to carlos.guzman@traviscountytx.gov

    7.5.1 If your e-mail is rejected by the server for being too large, your email attachment may be broken into clearly labeled parts and sent over multiple e-mails (example: 1 of 3, 2 of 3, and 3 of 3).

    7.5.2 You will receive a confirmation e-mail that your proposal has been received. If you DO NOT receive a confirmation e-mail, you should notify us by sending an e-mail to: PatrickB.howard@traviscountytx.gov

7.6 Proposals must be received by the Housing Authority no later than 5:00 p.m. CST on May 1, 2024.

Timely proposals become the property of the Housing Authority of Travis County. Late submissions will not be considered.

A submission in response to this RFP shall be considered as a representation that the proposer:

7.7 Has carefully reviewed the terms and conditions of this RFP.

7.8 Has carefully investigated all conditions which affect or may, at some future date, affect the performance of the services covered by the proposal.

7.9 Is familiar with the entire area to be serviced as described in the specifications.

7.10 Has carefully reviewed all contract documents.

7.11 Is fully informed concerning the conditions to be encountered, character, quality and quantity of work to be performed and materials to be furnished.

7.12 Is familiar with all applicable federal, state and county laws, codes, and ordinances that in any way affect the prosecution of the work or persons engaged or employed in the work specified herein.

7.13 Agrees that the Housing Authority may copy the proposal to facilitate evaluation and/or responding to requests for public records; and

7.14 Warrants that any copying of the proposal by the Housing Authority will not violate the rights of any third party.

Proposers may submit a certification of status as a minority-owned business enterprise, women-owned business enterprise, disabled-owned business enterprise, or a HUD-defined Section 3 business concern. Such certifications shall be considered by the Housing Authority in a manner consistent with its Procurement Policy.

8. Evaluation of Proposals

The Housing Authority intends to make award to the responsible proposer whose proposal represents the best overall value to the Housing Authority. Proposals will be evaluated based on the following criteria:

8.1 Qualifications, experience, education and technical competence of the firm and its personnel in providing similar services for entities similar to the Housing Authority of Travis County.

8.2 Completeness of the proposal.

8.3 Pricing (see Document D); and

8.4 EBO status (see Item 6 on Document B).

The Housing Authority of Travis County may enter into negotiations and interviews with proposers and invite best and final proposals as deemed to be in the best interest of the Housing Authority. Negotiations and interviews may be in the form of face-to-face, telephone, facsimile, e-mail or written communications, or any combination thereof, at the Housing authorities’ sole discretion. Proposers, however, are strongly advised not to prepare their proposals based on any assumption or understanding that negotiations or interviews will take place. Proposers are advised to respond to this RFP fully and with forthrightness at the time of submission.

Following submission, proposers are strongly cautioned not to contact elected officials or members of the evaluation committee regarding the selection process. Inappropriate efforts to lobby or influence individuals involved in the selection process may result in dismissal from further consideration, at the Housing Authorities’ sole discretion.

The Housing Authority reserves the right, in its sole discretion, to: (1) reject all proposals, (2) select a winning proposal and, if terms cannot be agreed to, select another proposal (this process may be repeated); (3) select more than one proposal; or (4) proceed in any manner that is advantageous to the Housing Authority.

9. Public Records and Requests for Confidential Treatment

Timely proposals become the property of the Housing Authority of Travis County. A proposal will be open to the public under the Texas Public Information Act (Texas Government Code, Chapter 552) (the “PIA”) and other applicable laws and rules.

Proposers may request that the Housing Authority treat certain information contained in their proposals as exempt from disclosure. To receive such treatment, the proposer must show the specific grounds in the PIA or other applicable law or rule that support exempt treatment and must submit an additional copy of the proposal with the exempt information deleted. The additional copy must provide the general nature of the material removed and shall retain as much of the original proposal as possible.

A proposer shall be responsible for any costs or damages associated with defending the proposer’s request for exempt treatment.

The other provisions of this Section notwithstanding, the Housing Authority of Travis County shall retain the ultimate discretion to determine whether any part of any proposal should be disclosed.

10. Questions

Questions concerning this RFP must be made in writing and e-mailed to carlos.guzman@traviscountytx.gov. Questions must be received no later than 5:00 p.m. CST on April 30, 2024.

11. Site Visit and RSVP

Site visits will be at request beginning at 10:00 a.m. – 4:00 p.m. CST from April 24, 2024, April 30, 2024, at the Project site (see Section 1 for site address). Proposers interested in attending the site visit must send an RSVP to carlos.guzman@traviscountytx.gov by 5:00 p.m. CST on April 30, 2024. Failing to attend the site visit will not be a basis for any later increase in the Contractor’s offered pricing.

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HATC RFP No. 05-2024

Submission Deadline

May 1, 2024, at 5:00 p.m. Central Standard
Time (CST) (See Section 7 for details)‍

Site Visit

April 24th, - 30th 2024, at 10:30 a.m. CST
MUST RSVP TO: carlos.guzman@traviscountytx.gov by 5:00 p.m. CST by April
30, 2024 (See Section 11 for details)

Questions Deadline

‍April 30, 2024, at 5:00 p.m. CST
ALL QUESTIONS MUST BE SUBMITTED IN WRITING TO:
Carlos.guzman@traviscountytx.gov
(See Section 10 for details)

‍
Issued by:
Housing Authority of Travis County
Patrick Howard, CEO & Executive Director