Request for Proposals for Carson Creek Renovations

HATC RFP No. 02-2024

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.

- Landscaping

• Remove and clear overgrown vegetation around chain link fence, overgrown tree branches with the roofline and exterior building walls, trimming back of tree branches from the building perimeter and remove fallen branches.
• Build a passage for water coming from the back of an overflooding creek near unit 9603A.

- Perimeter Gates and Fences

• Replace Metal chain-link fencing.
• Repair/Replace damaged/leaning wooden fencing.

- Electrical

• Replace exterior lights and fixtures.
• Replace electrical panels and components.
• Replace light switch and electrical plug covers.
• Clean dryer vents.
• Replace Ceiling Fans.

- Foundation

• Evidence of structural distress was noted in building 1300. Repairing spalled concrete and sealing the cracks. Perform a Ground Penetrating Radar (GPR) scans in the area of distress to determine the current condition of the supporting subgrade soils in order to provide foundation remediation. Further foundation repairs (underpinning and/or polyjacking) pending GPR scans.

- Building Exterior

• Replace wood siding from walls.
• Seal brick cracks and repair/replace broken brick from walls and driveway columns.
• Power wash the building and driveways.
• Add additional railing by large drop offs on driveways.
• Implement a Roof Asset Management Plan.
• Demolish and rebuild patio decks.
• Install gutters.
• Routing and sealing cracks in noted driveways from buildings 9502, 9603, and 1300.
• Remove and replace building and individual unit signage.

- Windows and Patio Sliding Doors

• Replace with energy efficient windows/sliding doors.
• Replace screens and screen doors.

- Heating, ventilation, and air conditioning (HVAC)

• Replace with new HVAC Systems with higher SEER/EER Ratings

- Unit Interior

• Restore drywall as needed at all disturbed areas.
• Full Paint on unit walls
• Replace tile flooring with vinyl flooring.
• Replace window blinds.
• Replace floor trim molding.
• Replace crown molding.
• Replace entry, bathroom, bedroom, and closet doors.
• Replace all kitchen cabinets and countertops.
• Replace bathroom vanities and mirrors.
• Replace current appliances (fridge, stove, vent hoods, dishwasher) with energy efficient appliances.

- Life Safety and Fire Protection

• Replacing and reservicing all fire extinguishers.
• Install smoke/CO detectors.

- Plumbing

• Replacement of old water heaters with those with higher energy efficiency ratings.
• Replace current bathtubs.
• Replace kitchen and bathroom sinks.
• Replace all toilets.
• Replace all shower heads.
• Treat all suspect of microbial growth in bathroom vents.
• Replace garbage disposals.

- ADA/Reasonable Accommodations

• Although we are not subject to the Americans with Disabilities Act (ADA) or the Federal Fair Housing Act ADA requirements due to the property being built in 1982 we are honoring all reasonable accommodation requests. 3 units (1410B, 9504A and 9502B) have requested their bathtubs removed and replaced with walk in showers that meet ADA requirements. 1 unit (1410A) requested an additional ramp for wheelchair accessibility. 1 unit (1410B) requested their toilet to be replaced with a taller one.

5. Owner’s Rules & 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

Submission Deadline: March 5 2024, at 5:00 p.m. Central Standard Time (CST)

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 e- mail 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 March 5, 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 March 5, 2024.

11. Site Visit And RSVP

Site visits will be at request beginning at 10:00 a.m. – 4:00 p.m. CST from February 22, 2024, through February 29, 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 February 28, 2024. Failing to attend the site visit will not be a basis for any later increase in the Contractor’s offered pricing.

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

See the attached files below for full details + application forms.

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HATC RFP No. 02-2024