Village Palos Verdes

Homeowners Association

March 13, 2008

Dear VPV Homeowner:

Progress on the Exterior Renovation continues on plan.  In early February, the Board of Directors (BOD), Exterior Renovation Committee (ERC), Joanne Peña and Phil Greer participated in an all day event to review candidate proposals and presentations for the three short-listed candidates applying for the Project Management and Construction Management (PM / CM) services solicited in January.  The candidates were:  Design Build Associates, Jon Wayne Construction and Stonemark Construction & Consulting.  

A thorough evaluation process followed for the next couple of weeks with additional information and clarifications sought and assessed.

The VPV HOA BOD has determined it prudent to enter into an agreement for the proposed services with Design Build Associates.  A letter of agreement has been executed for initial services until the formal contract is further negotiated and reviewed by our Legal Counsel.  This process is expected to be completed by mid-March.

Background on RFP Solicitation and Candidate Selection

The Request for Proposal (RFP) provided to you in the January mail-out was based on the following:  The original intent of the ERC was to solicit services for PM / CM services, separate of those to be solicited for actual construction, to ensure an additional level of independent management and accountability to the HOA.  The RFP issued in August 2007 altered that intent due to the theory that adequate insurance was not readily available for such service providers, and sought a combined Project Management and Construction firm.  The BOD provided candidates for the initial RFP and the ERC upheld their charter, pursuing proposal submissions and performing preliminary candidate evaluations.  In parallel, the BOD was advised that engaging a separate entity for the PM/CM oversight was by far the best practice and strongly encouraged for success in managing such a project for the HOA.

The top two candidates from the initial RFP were again solicited for the revised RFP, with the understanding that the scope of work had changed to solely consist of PM / CM services, rather than to also include actual construction.  A third candidate was pre-qualified and added to the proposal solicitation.

All three candidates provided good responses and each would be satisfactory for the required level of services.  After extensive comparative review and evaluation, the BOD has determined that Design Build Associates (DBA) offers the specific professional expertise to most effectively facilitate the requirements of managing the HOA’s project successfully.  Their primary business service line directly fulfills our requirements and expectations and they have received overwhelming recommendations, based on successful performance on numerous similar HOA projects.

We are excited to have DBA on the VPV team to manage this extensive project.  They offer extraordinary direct experience in this regard and we will benefit from their previous successes.  Look for an introductory letter from DBA to be issued through Horizon Management sometime soon.  Following, we will schedule a HOA meeting where you will get the opportunity to learn about their capabilities and the plan to move this project forward in a timely manner, responsibly.

The BOD and ERC would also like to take this opportunity to thank those of you who have taken the time and effort to reach out and provide your support for the Board’s actions and the progress on the renovation project.  Your e-mails through the VPV website and phone calls of support submitted to Joanne Peña are recognized and appreciated.  We look forward to sharing more news with you about this long awaited project and a schedule of planned informational events.

Sincerely,

For the Board of Directors

Village Palos Verdes Homeowners Association

Carma Hardin, President