Village Palos Verdes Homeowners Association

Request for Proposal

January 16, 2008

VPV - Exterior Renovation Project

Phase 1 – Project Management Services

(Design / Definitive Estimate / HOA Approval to Proceed / Construction Bid Preparation, and Construction Contract Award)

RFP response due at presentation, February __, 2008

The Village Palos Verdes (VPV) Homeowners Association (HOA) requests your proposal for Project Management Services for the following scope of work:

History

The complex comprises 180 town homes, located in the City of Torrance and is bordered by the streets of Calle Miramar, Camino de las Colinas, Calle Mayor and Palos Verdes Blvd.

The complex was originally constructed circa 1974-1978.  The primary exterior material components are comprised of horizontal cedar siding and stucco.  Original construction deficiencies, exhausted life-expectancy, and weather / UV exposure have caused various degrees of material degradation and compromised the overall integrity of the exterior cladding.  Various studies have been performed through-out the years, to determine the best method of repairs and replacements.  A Post Construction Deficiency report was commissioned in 2005, following destructive testing measures to investigate occurrences of dry-rot and other damage caused by exposure and water intrusion.  Original construction deficiencies include: poor design elements; inferior calking; inferior nailing / adhesion of exterior cedar siding and trim; inferior flashing installations or lack of flashing installations; and the inferior use and installation of vapor barrier paper.  The exterior cedar siding was not originally coated for weatherproofing.  Industry Professionals have provided input that weather-coating does not benefit the applicable siding, if not applied immediately following initial construction, and not regularly followed with on-going maintenance treatments.  Thus, the property did not receive regular weatherproofing treatments over the 30 year+ expanse.  The above factors have contributed to high repair and maintenance costs, and caused an inconsistent exterior appearance where some repairs have been performed.  Due to the nature of our original construction and the integration method of all exterior components, it is not feasible to repair specific areas without removal of the entire wall surface.  The resulting practice fixes the immediate problem but does not address underlying contributing factors, exhausted life expectancy of encompassed components (such as windows) or adjacent materials, as well as causing an inconsistent appearance, which violates our Association’s internal regulatory documents.  The overall appearance of the complex has diminished and become dated.

An architect was engaged in 2004 to perform preliminary design work for the renovation.  The scope of work for the design was not well-defined and the developed renderings included a modification to our existing roof lines, causing Hillside Overlay Ordinance issues to be of concern.  While some of the design contained aesthetic elements which were well received by the HOA Board of Directors and the Exterior Renovation Committee, they also contained the application of cost exhaustive materials and other modifications which deemed the approval process by the majority of the HOA to be unlikely.  It is our desire to not dictate specific design but to work closely with the design team to ensure work efforts are on target for the project goals.

Association Reserves are insufficient to finance the project.  Approximately $300,000 has been incurred to date for the destructive testing, roofing studies, architectural design, project cost estimating and consulting services.  Cost consciousness is a priority for the project as the individual homeowners will be assessed with an equitable portion to finance the entire renovation.  The composition of our owners is varied across the financial spectrum with a significant number of original owners now retaining considerable equity, but also on a limited or fixed income.  Other owners have entered the property at the top of the housing market and have not acquired the equity to finance the project. 

VPV - Exterior Renovation Project

Phase 1 – Project Management Services

(Design / Definitive Estimate / HOA Approval to Proceed / Construction Bid Preparation, and Construction Contract Award)

RFP response due at presentation, February __, 2008

Request for Proposal

The VPV HOA requests your submission of presentation and proposal for Project Management and Construction Management services for the VPV Exterior Renovation Project.  The overall project will be defined in two distinct Phases, and contracted for separately.  It is the intention of the VPV HOA that upon successful completion of Phase I, the same firm will then be awarded the Phase 2 scope of work, once that value is further defined.  If poor performance is delivered on Phase 1, the VPV HOA reserves the right to solicit bids for an alternate firm to execute the Phase 2 portion of the Project.

The following documents are provided to aide in adequate preparation for both your successful presentation and written proposal.

Page 3:  Agenda - Proposal Presentations

Pages 4 – 5 Proposal Expectations:  Please be prepared to discuss these aspects of your qualifications and proposal during the presentation scheduled for February 9, 2008.  Please provide written documentation as reference material for these expectations (one copy for each attendee - 11 expected). 

Pages 6 – 7 Preliminary Scope of Work:  These specifications are intended as a basis for your planning and estimating purposes for this proposal.  Further definition will commence post contract award.

Page 8 – Design Development Considerations:  This document is intended to provide an overview of the design objectives and parameters. 

Additional Support Document “Sept 6 Special Meeting”:  This document is provided as reference material to help you gain an understanding of the direction the HOA intends for this project.  The Q&A portion will provide a perspective on the concerns expressed by the individual homeowners and the Board’s message for the planned project implementation.

Special Notes / Exceptions / Clarifications

Proposed materials should be of proven quality, readily available, and offering low long term maintenance costs.

The proposed design shall incorporate appropriate application of the building codes and City Planning standards which will ensure exclusion from public hearing requirements.

The proposed designs should be cost conservative in nature, preserving the original architectural design elements, while affordably enhancing and updating the overall appearance, excluding variation to the basic structural design elements.  The designs should support an estimated not-to-exceed price-point of $75,000 per individual unit, for overall project costs.

Hardscape and landscape repairs or upgrades are excluded from this scope of work, unless where removals are required to facilitate the construction execution plan, and approved by the VPV HOA.

All questions and clarifications regarding this RFP should be submitted in writing to Joanne Pena at:  Joanne@horizonmgmt.com

Notification

It is our intention, to notify the successful candidate of award, prior to February 28, 2008.

Village Palos Verdes

Exterior Renovation Project 

PM / CM Services – Response to Request for Proposal

Agenda

Proposal Presentations

Date:  Saturday, February __, 2008

Place:

Please note:  This schedule allows for a 5 minute (maximum) presentation set-up period prior to the specific presentation.  The agenda will be strictly managed, with no additional time allowable.

 7:55 a.m. Candidate A - Presentation set-up

 8:00 –  9:00 a.m. Candidate A - Proposal Presentation

 9:00 – 10:00 a.m. Review Panel Q & A with Candidate A

10:00 – 10:25 a.m. Review Panel working session

10:25 a.m. Candidate B - Presentation set-up

10:30 – 11:30 a.m. Candidate B - Proposal Presentation

11:30 – 12:30 p.m. Review Panel Q & A with Candidate B

12:30 p.m. Break – Review Panel working lunch / document reviews

1:25 p.m. Candidate C - Presentation set-up

1:30 – 2:30 p.m. Candidate C - Proposal Presentation

2:30 – 3:30 p.m. Review Panel Q & A with Candidate C

3:30 – TBD Review Panel - Review / summarize / identify items of clarification / identify action items / assign actions / schedule deliverables / schedule next meeting

Review Panel: HOA Board of Directors:  President – Carma Hardin, Vice President – Joe Grasso, Treasurer – Mark Bayma, Secretary – Sandra Felando, Member at Large – Mike Talbot

Ad-Hoc Exterior Renovation Committee:  Chairperson – Jean Lloyd; Members – Dan Constant, Dean Reuter, Jenna White (Maribeth Borowski absent)

Property Management:  Joanne Pena, Horizon Management

VPV Maintenance Manager:  Phil Greer

Village Palos Verdes

Exterior Renovation Project 

PM / CM Services – Response to Request for Proposal

Presentations:  February __, 2008

PM / CM Presentation Expectations

Qualifications / Specific-related Experience

Specific applicable experience with similar structures and building techniques of our era and addressing / correcting similar defects.

Specific applicable experience with installation of various building materials, in large quantities.  Successes and disappointments with various applications.  Identification and justification for preference in use of any specific exterior siding material over alternatives.

Specific applicable experience with structural issues to repair existing problem areas and mitigate future occurrences.  Address opportunities for upgrades which are value added and cost effective.  Demonstrated ability to perform more than just a re-skin effort.

Experience with mitigating water intrusion issues.

Provide specific examples of successful projects of this order of magnitude and basis for their success.

Provide specific examples of less than successful projects and lessons learned to mitigate reoccurrences.

Explain your success techniques for addressing an HOA of this size and lessons learned from less-than-successful majority-vote propositions.

Provide documentation of your applicable Insurance qualifications / coverage and the Carrier’s rating.

Provide a list of all litigation cases against your firm, occurring in the last five years, including the type of plaintiff (vendor, HOA, employee, etc) and the basic nature of the case.)

Contracting Strategies

Provide Fee Structure.

Proposed Contracting Strategy structure (cost plus, fee at risk, etc)

Phase 1 – Design / Definitive Estimate / HOA Approval to Proceed

Phase 2 – Construction

Identify procurement strategies.

Identify any alliances with Material vendors and / or Construction Contractors.

Village Palos Verdes

Exterior Renovation Project

PM / CM Presentation Expectations – Continued

Proposal Submission – Preliminary

Provide preliminary estimates for services to complete each phase of the project, Phase1 and Phase 2, including:

estimated quantity of hours for each Phase

estimated cost of services for each Phase

estimated duration to complete each Phase

Management

Provide a Staffing Plan including staff qualifications.

Identify what support is required from the HOA Board of Directors, Maintenance, Property Management, etc.

Provide a preliminary Major Milestone Schedule.

Identify and provide examples of project management tools (risk identification and management, task level of schedules, earned value reports, change management plan, cost reports, procurement process standards, etc.)

Share your Materials logistics strategies.

Share your plan to execute this project, without displacing residents.

Design

Who will perform the design detail and specification and what are their qualifications?

Who will produce the as-built drawings?

What are the cost variances (% by sq ft, including labor and materials) to replace existing exterior surfaces with alternate materials?  Provide estimates for each type of material listed (cedar, Hardi, stucco, other) for each scenario.

Scenario #1 Retrofit surfaces where cedar currently exists, including demolition, excluding disposal

Scenario #2 Retrofit surfaces where stucco currently exists, including demolition, excluding disposal

Cedar

Hardi

Stucco

Other

What are the average maintenance frequencies and associated costs, as well as life expectancies for each of the potential exterior major material components:

Cedar

Hardi

Stucco

Other

Share ideas for opportunities to improve / update aesthetics.

Share ideas for opportunities to gain energy efficiencies and if your firm offers any subject-matter specific experience.

Share ideas for opportunities to improve noise abatement and if your firm offers any subject-matter specific experience.

Address your experience with wall sheathing installation / application with similar siding planes ensuring material integrity (based on removal of existing cedar siding and installation of shearing for application of new siding).

Village Palos Verdes

Exterior Renovation Project

Scope of Work – Initial Offering

Phase I:  PM Services (Design / Definitive Estimate / HOA Approval to Proceed / Construction Bid Preparation, and Award)

Project scope review and refinement.

Preparation of definitive SOW (Scope of Work).

Presentation and approval of Resource Plan.

Refine / revise PM / CM Services Agreement (based on definitive SOW).

Planning meetings and relationship building with City of Torrance Planning Dept, engaging them in our process and ensuring their support.

Ensure exclusion from the PH (public hearing) process.

Identify areas of opportunity and risk.

Identify the City’s expectations and plan to best address them.

Permits (if applicable).

Parking waivers and other logistical impacts.

Engage the City in supporting our project as an “opportunity” including positive press, the potential to earn energy credits, or other applicable leverages.

Identification of Solar options / opportunities which would be supported in the design and approved by the City of Torrance (if applicable).

Identification of Energy Efficiency rebates for use of specific materials and / or City / State / Federal grant availability / qualification.

Identification of opportunities for recycling discarded materials (improving our “green status” and potentially mitigating disposal costs).

Design development (minimum of two final designs, including definition of material specifications and options).

As-built development and production (as required to support approved design).

Definitive Estimate development for all final proposed design schemes, including details for any alternate material selections.  Definitive Estimates to include both summary and detailed levels with specifications of Quantities, U/M, Rates, etc.

Material specification of major components to included definition and comparative data of total lifecycle costs estimated for alternate materials.

Baseline Milestone Schedule development.

Cashflow schedule development.

Procurement Plan.

Materials Logistics Plan.

Change Management Plan.

Security Plan.

Safety Plan.

Detailed Execution Plan.

Identify impact to existing hardscape and landscape.

Develop “Gained Energy Efficiencies Report” for educating the Community.

Develop “Gained Fire Resistance Report” for educating the Community.

Community Presentation /s (including securing HOA approval to proceed).

Construction Sub-Contractor Contracting.

bid package development

Construction Sub-Contractor solicitation / pre-qualification

Construction Contractor bid evaluation

Construction Contractor award

Village Palos Verdes

Exterior Renovation Project

Scope of Work – Initial Offering - Continued

Phase 2:  PM / CM Services (Project Management Services, Construction Management)

Phase 2 project scope review and refinement.

Preparation of definitive Phase 2 SOW (Scope of Work).

Presentation and approval of Resource Plan to execute Phase 2.

Refine / revise PM / CM Services Agreement based on definitive SOW for Phase 2.

City of Torrance approvals (permit waivers, etc.)

Procurement.

Overall Project Management.

Construction Oversight

Progress Reporting (forecasting and earned value analysis for both cost and schedule)

Change Order Management

Energy Efficiency rebate / assistance award and administration.

Project closeout (final invoicing for all vendors and sub-contractors, final reports, contract closeout, etc.)

Village Palos Verdes

Exterior Renovation Project

Design Development Considerations – in order of Priority

Address original construction deficiencies.

Address and mitigate areas of recurrent water intrusion and excessive material degradation.

Mitigate exposure to Public Hearing and construction permit requirements

Inclusion of materials and construction installation methods to ensure value effective life expectancies.

Inclusion of materials and construction installation methods to promote accessibility, and efficiencies for on-going maintenance.

Inclusion of materials and construction installation methods to promote minimal on-going maintenance requirements and associated costs.

Improve / update existing aesthetics (value added / cost effective).

Consideration of additional energy efficiencies (add insulation to bare ceiling / roofs; doors; windows-potential to include UV protection on Western exposures and possibly Southern; exterior siding).

Consideration of additional noise abatement enhancements.

Consideration of any hardscape improvement opportunities (specifically in areas to ease construction accessibility).

Design Scope to Include:

New windows

New doors, including garage doors

New roofs

Clarifications regarding the Exterior Renovation Project RFP issued by Village Palos Verdes, January 16, 2008:

An addendum to the RFP is being prepared which includes additional questions and expectations for the presentation and RFP response submission.  This document will be issued on or before 1/31/08.

Scope of Work - The definitive scope of work is to be developed during Phase 1 of the project.  It is not the intention of the Board of Directors to dictate the specifications for the constructability, design or major material composition.  Rather, it is our intent to contract experienced professional services which provide sound recommendations for those solutions, as well as a few variations for aesthetics or cost / value options for major exterior components, and a plan for successful implementation.

The general scope of work includes a repaired and renovated complex in its entirety for exterior shell components and affiliated substructure.  This includes outbuildings (pool houses, garbage sheds, division walls, etc.) ensuring the complex receives a consistent and cohesive refreshed appearance.  The initial RFP issued in 2007 included the following specifications but is not to be interpreted as the limitations of the defined scope:

“Enhancement / Renovation Proposed scope of work Pursuant to VPVHPA Renovation Project RFP dated 8.2.07 and 8.23.07 Project Site Walk:  One Hundred Eighty (180) Units/Two (2) Pool Buildings – All exterior siding and trim (fiber cement siding and stucco options); soffits; garage, entry and utility doors and jambs; new roofs and insulation; new dual pane glass windows and sliding glass doors; elastomeric and plank decks; posts and beams; all pool and trash enclosure trellises; railing and wall caps; parapet and patio partition walls; tiled entry porches; site drainage; sheet metal wall caps, roof vent flanges; roof access ladders; exposed structural glu-lam beams; gutters and downspouts; below-grade framed walls; Phase One patio block wall height extensions; recess lighting at garage entry soffits and determine plumbing and electrical repair logistics during the renovation.”

Again, this information should be used as a guideline, in addition to the information for scope definition provided in the January 16, 2008 RFP, and is not to be interpreted as the definitive scope.  We are soliciting your recommendations for repair solutions and cost effective materials, which are not limited to one type or one variation.

Quantities / Units of Measure – The HOA has provided general quantity data for major components.  This is not intended as the only quantification data to support scope of work definition.  Phase 1 is to include validation of the quantities provided as well as quantity take-offs for all supporting and additional materials.  The quantity take-offs and unit of measure calculations are to be used in development of the definitive estimate.

Design Drawings Scope – The quantity and specific type of artist conception drawings and Design Elevations is not dictated by the Board of Directors, nor defined in the RFP.  At this stage of the project development, we leave the interpretation of these specifications to your professional experience and best practices.

It is anticipated that final design concepts approved by the Board for submission to community vote, be presented including an elevation for each type of unit, for each significant view, for each design.  It is also anticipated that the final design selections be based on two (or three if absolutely necessary, but not intended) design variations.  The base design will most likely be comprised of the best planned solutions, with potential variations in differing amounts or locations of major material components, etc.  This scope specification will be defined as the project is developed and the best solutions revealed and determined to be the most opportunistic for value implementation.

Schematic and constructability drawings are to be developed on an as-needed basis.

Clarifications regarding the Exterior Renovation Project RFP issued by Village Palos Verdes, January 16, 2008, Continued:

Presentation Materials - It is recommended that your presentation materials include a table of contents which aligns with the “presentation expectations” listed in the RFP.  While we anticipate that you will also include additional substantiating information, the organization of your submission should reflect an easily identified format in which we can readily access the standardized information and validate inclusion / exclusion, etc.

Pricing – It is recommended that your submission for pricing schedules and contracting strategy specifications be submitted separately of the other proposal materials.  It is our ambition to provide you the benefit of our full attention during your presentation and we do now want to be distracted by the temptation to look ahead to pricing, etc.  Please submit this information towards the conclusion of your presentation, as an addendum to the other supporting documents.

Waste Disposal - The intention of Item #8 on Page 6 of the RFP is to address such opportunities to mitigate cost exposure.  And, disposal of all demolition materials will need to be itemized on the definitive estimate, once all materials for disposal are identified and a disposal plan approved.

VPV - Project Management / Construction Management HOA Reference Checks, performed by Horizon Management

________________________ has provided your name as a reference regarding a large HOA renovation project.  A complex in which we manage, is considering this firm for their renovation.  Would you please spend a few minutes giving us your impressions of this firm?

Do you feel you received value for the cost of services received?

Do you feel this firm added value beyond their initial scope of work?  How?  Or, where do you feel they could have, but didn’t?

If construction oversight was performed, do you feel it was adequate and ensured safety and cost effectiveness?

Were changes to the project communicated soon enough and thoroughly enough?

Were you kept informed, in a timely manner, of progress for both schedule and cost?

Did the management staff remain dedicated to the project as originally agreed, or were there replacement staff as the project progressed?

Were you confident throughout the process that you could trust the firm to seek out and recommend efficiencies and keep your association’s best interest first?

Did you have any negative issues with sub-contractors or vendors recommended by this firm?

Do you feel your HOA received a quality project?  Was there anything specific that this firm did to contribute to that quality, or lack thereof?

What specific strengths does this firm have that would make them a good choice for another HOA’s renovation project?

Using a scale of 1 – 4 (4 being highest) how would you rate this firm’s contribution to the overall success of your project in terms of professionalism, value, timeliness and integrity for operating in the HOA’s best interest?

If rated 3-4, what was exception about their work?

If rated 1-2, what could they have done better?

Have you had any prior experience with Project Management / Construction Management firms, and if so, how did they compare to this firm?

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