CITY OF SANTA MONICA
1217 EUCLID STREET, 1211-1217 FOURTEENTH STREET,
1146 SIXTEENTH STREET AFFORDABLE HOUSING
DEVELOPMENT REQUEST FOR PROPOSALS
REQUEST FOR PROPOSALS
Housing Division
RELEASE DATE: June 22, 2023
DEADLINE FOR QUESTIONS: July 21, 2023
RESPONSE DEADLINE: September 15, 2023, 3:00 pm
APPROVED FOR ADVERTISEMENT
CITY CONTACT:
Ayala Scott
City of Santa Monica
Request for Proposals
1217 Euclid Street, 1211-1217 Fourteenth Street, 1146 Sixteenth Street Affordable Housing Development Request for Proposals
Table of Contents
1. Introduction
2. Term
3. Scope of Work
4. Questions and Answers
5. Vendor Questionnaire
6. Evaluation Criteria
7. Award Process
8. Terms & Conditions
Attachments:
A - 2021-2029_Housing_Element_Program_2.E
B - 2021-2029_Housing_Element__Appendix_F_Figure_F-7
C - Housing_Element_Appendix_B_Housing_Needs_Assessment D - Housing_Trust_Fund_Plan
E - Housing_Trust_Fund_Guidelines
F - Site_maps
G - Assessor_maps
H - Santa_Monica_Housing_Authority_Administrative_Plan_2023-2024 I - Proposer Checklist
J - PSA Contract Template
K - Prevailing Wage Job Acknowledgement
City of Santa Monica
Housing Division
Request for Proposals
1217 Euclid Street, 1211-1217 Fourteenth Street, 1146 Sixteenth Street Affordable Housing Development Request for Proposals
1 INTRODUCTION
1.1 Summary
For more than four decades, Santa Monica residents and voters have supported the preservation and production of affordable housing as a core local value. As market pressures have affected the affordability of housing in Santa Monica, the community has continued to support the urgency and need for more affordable housing. Creating more affordable housing is a key strategy for maintaining economic diversity and affordability in Santa Monica.
On October 11, 2022, the Santa Monica City Council adopted the 2021-2029 Housing Element, a State-mandated plan for meeting the City’s share of regional housing needs.
State law requires that the Housing Element include an inventory of sites that demonstrate the City’s capacity to realistically accommodate housing at all income levels. To address the City’s shortfall of sites that are suitable for the creation of housing affordable to lower income households, the City has committed to developing 100% affordable housing on City-owned land, as provided in Housing Element Program 2.E (Attachment A).
The Housing Element identifies the City-owned sites with the highest potential for affordable housing. These include three City public surface parking lots at 1217 Euclid Street, 1211-1217 Fourteenth Street, and 1146 Sixteenth Street. As shown in Housing Element Appendix F, Figure F-7 (Attachment B), these three sites are estimated to accommodate a total of 130 residences. The City seeks creative conceptual proposals from proven development teams to build affordable housing on these sites.
The purpose of this RFP is to evaluate the qualifications, experience and capacity of proposer teams. Staff will evaluate and recommend a development team to the City Council, which will select a development team. The conceptual proposals will illustrate the teams’ qualifications as applied to the three sites, with the final development proposal to be determined by the community outreach process after Council selects a team.
Housing Objectives for the Development
The affordable housing objectives for the development at 1217 Euclid Street, 1211-1217 Fourteenth Street, and 1146 Sixteenth Street include:
• The sites should collectively accommodate the 130 total homes estimated in the Housing Element for these three sites. If the number of homes projected in the Housing Element is not feasible or optimal for the proposer’s development concept, proposer(s) should explain why and propose an alternative.
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Request for Proposals
1217 Euclid Street, 1211-1217 Fourteenth Street, 1146 Sixteenth Street Affordable Housing Development Request for Proposals
• The affordable housing will serve one or more of the groups identified in the Housing Element as having greater difficulty accessing housing in Santa Monica (Attachment C) or that are prioritized in the most recently adopted City Housing Trust Fund Plan (Attachment D). These include Santa Monicans experiencing homelessness, seniors, persons living with disabilities, large families, and small families (including individuals), single-parent households, and households living in poverty.
• All residences in the proposed developments must serve residents earning no more than 80% of area median income (AMI), subject to long-term income eligibility and affordability covenants.
• All residents must be referred from a City-maintained list of prospective applicants, with a priority for those who live or work in Santa Monica.
The developments should be cost-effective and minimize City Housing Trust Fund investment. The City’s Housing Trust Fund Guidelines are provided as Attachment E.
1.2 Background
The Neighborhood
The scattered sites (shown in Attachments F and G) consist of three (3) public surface parking lots located near Wilshire Boulevard between Euclid Avenue and Sixteenth Street, at the convergence of the City’s Wilmont and Mid-City neighborhoods. This segment of Wilshire Boulevard includes the UCLA Health Santa Monica campus and neighborhood-serving commercial uses such as restaurants, cafes, beauty salons, banks, a market, gym, and a post office. There are also retailers such as Vons, Rite Aid, Unleashed by Petco, Ulta Beauty and Target that occupy larger commercial spaces on Wilshire Boulevard. Several commercial properties on Wilshire Boulevard are vacant.
The areas surrounding Wilshire Boulevard generally feature multifamily developments of four to ten residences, though there are a few developments with more units on larger lots. There are several affordable housing developments in the area, including a 40-unit senior residence building near 10th Street and Broadway that opened in 2021.
An application was submitted in 2022 for a 34-residence 100% affordable development near 19th Street and Wilshire Boulevard. Other uses in the neighborhood include Lincoln Middle School and Lincoln Child Development Center.
The commercial uses on Wilshire Boulevard are generally one or two stories, while residential developments in the area are generally two or three stories. Medical buildings associated with UCLA Health, located on Fifteenth and Sixteenth streets, Wilshire and Arizona Avenue, are substantially taller than the other uses in the area.
Street parking is available at metered spaces on Wilshire Boulevard. Metered and unmetered street parking is available on the surrounding streets, subject to time restrictions and/or permit requirements. In addition to the three (3) City parking lots that City of Santa Monica
Housing Division
Request for Proposals
1217 Euclid Street, 1211-1217 Fourteenth Street, 1146 Sixteenth Street Affordable Housing Development Request for Proposals
are the subject of this RFP, off-street parking is provided by surface lots or structures that are accessory to the commercial and residential uses.
Regional roadway access to the area is provided from the Santa Monica Freeway (Interstate 10), located approximately 0.7 miles to the south of the site. Fixed-transit access is provided by the Exposition Light Rail Line, with the 17th Street/Santa Monica College station less than one mile to the south. Rapid and local bus service in the vicinity is provided by Metro and the Big Blue Bus.
The Sites
Responses to this RFP must include concepts for all three sites to maximize competitiveness for non-City sources of funding, achieve economies of scale in construction, and provide flexibility for locating replacement public parking.
Site Locations
1217 Euclid Street (Parking Lot 7)
The approximately 15,000-square-foot site is located between Wilshire Boulevard and Arizona Avenue. It is accessible via Euclid Street to the west and a midblock alley to the east. The lot contains 49 parking spaces. It is bordered to the north by a 10-space surface lot serving businesses fronting Wilshire Boulevard, as well as by a partially vacant commercial building that formerly housed Performance Bicycle and its parking garage. It is bordered to the south by a 10-residence apartment building.
1211-1217 Fourteenth Street (Parking Lot 12)
The approximately 15,000-square-foot site is located between Wilshire Boulevard and Arizona Avenue. It is accessible via Fourteenth Street to the west and a midblock alley to the east. The lot contains 49 parking spaces. It is bordered to the north by a four-space surface parking lot serving businesses fronting Wilshire Boulevard, as well as by a commercial building that houses Unleashed by Petco. It is bordered to the south by a four (4) residence multifamily property. A 52-space paid surface lot for Bank of America and Video and Audio Center customers lies across the alley to the east. 1146 Sixteenth Street (Parking Lot 8)
The approximately 7,500-square-foot site is located between Wilshire Boulevard and California Avenue. It is accessible via a midblock alley to the west and Sixteenth Street to the east. The lot contains 21 parking spaces. It is bordered to the north by a duplex and to the south by a restaurant and a partially vacant strip mall with a 9-space surface parking lot.
Planning and Zoning Information
The 2021-2029 Housing Element includes goals and policies to guide the City’s strategy for housing its residents at all income levels. The Housing Element includes programs and policies to implement the following goals:
City of Santa Monica
Housing Division
Request for Proposals
1217 Euclid Street, 1211-1217 Fourteenth Street, 1146 Sixteenth Street Affordable Housing Development Request for Proposals
1. Production of new housing that is sustainable, innovative, safe and resilient, appropriate with the surrounding neighborhood, offers opportunities for active and healthy living, including walking and biking, and increases equitable housing opportunities.
2. Housing production for all income categories including for the community’s workforce and most vulnerable communities.
3. Preservation of the existing supply of housing and prevent displacement of existing tenants.
4. A community that provides equitable housing access to all neighborhoods.
5. Housing for persons experiencing homelessness.
6. Provision of housing assistance and supportive programs and services to extremely low-, very low-, low-, and moderate-income households and households with special needs, families, seniors, and the homeless.
7. Eliminate housing discrimination on the basis of race, color, religion, sex, gender, gender identity, gender expression, sexual orientation, age, marital status, national origin, ancestry, familial status, income level, source of income, disability, veteran or military status, genetic information, or other such characteristics.
As provided in the Housing Element, the City has adopted corresponding amendments to the Zoning Ordinance that are required to accommodate the estimated realistic capacity for affordable housing on City-owned sites. The sites’ residential capacity as projected in the Housing Element is shown in the table below. Conceptual proposals must demonstrate how they will accommodate a total of 130 estimated homes for households up to 80% of AMI across the three sites, although deeper affordability levels may be considered. If the number of homes projected in the Housing Element is not feasible, proposer(s) should explain why and propose a feasible alternative.
Site Estimated capacity in Housing Element for homes
affordable to low income households (earning up to 80%
AMI)
1217 Euclid Street 52
1211-1217 Fourteenth Street 52
1146 Sixteenth Street 26
The developments on City-owned sites will be subject to a ministerial review process and design review. As the sites that are the subject of this RFP are not located within City of Santa Monica
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1217 Euclid Street, 1211-1217 Fourteenth Street, 1146 Sixteenth Street Affordable Housing Development Request for Proposals
the Coastal Zone, proposed developments will not require a Coastal Development Permit from the California Coastal Commission.
Land Ownership
The City will maintain ownership of the land and offer a long-term ground lease to the developer. The housing created must remain affordable for the longest of a) the length of the ground lease term; b) as long as the site is developed with a residential use; or c) 55 years.
Governing documents
The ground lease will be subject to City Council approval. Depending on the exact nature of the proposed development, it may also be governed by a development review permit, development agreement, or disposition and development agreement.
CEQA
The developments will be subject to a ministerial review process and statutorily exempt from CEQA.
Other Uses
Depending on the populations targeted, additional amenities and services (community room, exercise facility, homework center, etc.) may also be considered. Due to the sites’ location on mostly residential streets, public-serving ground floor commercial uses would not be appropriate to include in conceptual proposals.
Parking
Respondents to this RFP should illustrate approaches that would replace some or all of the public parking in their proposals. Proposals should describe any site, cost, or design constraints that inform the replacement parking proposal. Proposals should also consider the need for residential parking based on the anticipated needs of the priority population.
1.3 Contact Information
Any inquiries or requests regarding this procurement should be submitted via OpenGov. Other City officers, agents, employees or representatives do not have authority to respond on behalf of the City. Contact with unauthorized City personnel during the selection process may result in disqualification.
Ayala Scott
Senior Development Analyst
1685 Main Street
Santa Monica, CA 90401
Email: [email protected]
Phone: (310) 458-2200 Ext: 5116
City of Santa Monica
Housing Division
Request for Proposals
1217 Euclid Street, 1211-1217 Fourteenth Street, 1146 Sixteenth Street Affordable Housing Development Request for Proposals
Department:
Housing Division
Department Head:
Danielle Noble
Acting Director Community Services
1.4 Timeline
Proposal Calendar
The following is a list of key dates:
Release Project Date June 22, 2023
Question Submission Deadline July 21, 2023, 3:00pm
Question Response Deadline August 4, 2023, 3:00pm
Proposal Submission Deadline September 15, 2023, 3:00pm 2 TERM
The City of Santa Monica, (referred to hereafter as “the City”) is inviting proposals from qualified persons or firms for an initial term of 0, with 0 for renewal of 0 each, to be exercised at the City’s sole discretion.
3 SCOPE OF WORK
Insert detailed statement/scope of work and deliverables including reporting requirements. List the criteria that must be met and that will be used to score and evaluate the proposals.
3.1 Priority Populations
Proposers must demonstrate how they will serve one or more of the City’s priority populations as described in the most recently adopted City Housing Trust Fund Plan (Attachment D) and/or populations identified in the Housing Element as having greater difficulty accessing housing in Santa Monica (Attachment C). These include Santa Monicans experiencing homelessness, seniors, persons living with disabilities, large City of Santa Monica
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1217 Euclid Street, 1211-1217 Fourteenth Street, 1146 Sixteenth Street Affordable Housing Development Request for Proposals
families, small families (including individuals), single-parent households, and households living in poverty. The RFP will not prescribe specific numbers of homes for these populations. Developers would be required to use a City-managed waitlist to fill vacancies.
Permanent Supportive Housing (PSH)
Proposals are not required to include PSH. If proposed, PSH residences must be:
o Made available to households earning below 30 percent of Area Median Income who experience multiple barriers to housing stability. o Deeply affordable with rents subsidized so that a tenant pays no more than 30 percent of household income towards rent, even when tenants have limited or no income. Therefore, tenants without income would initially not be required to pay rent, though they should be provided with benefits enrollment assistance (i.e. SSI, GR) or job-placement and training assistance to help increase income.
o Supported by a flexible array of comprehensive services that are marketed and made available to all PSH tenants, with tenant participation being voluntary. Each tenant must have access to an array of services including, but not limited to, case management, medical services, mental health services, substance use treatment, employment and life skills counseling, eviction prevention programs, social and recreational events, benefits enrollment assistance, and tenant advocacy. However, a lease may not be terminated solely because a tenant chooses not to participate.
PSH proposers must include a supportive services plan in partnership with either a homeless service provider that is under contract with the County, or with another source of similar services. The supportive services plan should at minimum include a funding strategy, agency partners and roles, MOU or letter of support with partners, staffing plan, services on-site, services off-site, schedule of on-site staff, steps before beginning eviction, and coordination services with the County and/or local providers.
o The service provider(s) must have at least five years’ experience providing services to proposed homeless populations in supportive housing. See the Housing Authority’s Administrative Plan (Attachment H) for information on how the City prioritizes homeless populations in the Continuum of Care and Emergency Housing Voucher programs. The service provider(s) must be in good standing with the Los Angeles County Department of Health Services and must have a demonstrated track record producing successful client outcomes. The development is expected to provide on-site office space to the providers of or liaisons to the array of services described in the proposer’s supportive services plan.
City of Santa Monica
Housing Division
Request for Proposals
1217 Euclid Street, 1211-1217 Fourteenth Street, 1146 Sixteenth Street Affordable Housing Development Request for Proposals
3.2 Submission Instructions
Criteria
Submit proposals that emphasize criteria outlined in the Evaluation Criteria (Section 6).
Submittal Content
1. Cover Letter
The cover letter shall serve as an Executive Summary of the major points contained in the proposal and must be signed by a principal or officer authorized to represent and commit on behalf of the firm(s). Cover letters should be no more than two (2) single-spaced pages and shall include the name, address, phone number and email address of the proposer’s lead contact person.
2. Development Team Information
Lead Developer Information:
1. State the official name, address, and the names and titles of the proposer’s principals.
2. Indicate the form of legal entity (e.g., individual, limited partnership, nonprofit corporation, general partnership, joint venture, for-profit corporation, limited liability company, etc.) and any relationship the development organization may have with a parent corporation, subsidiaries, joint ventures, or other entities.
3. Experience working within the region and in Santa Monica specifically.
4. Submit one copy of the proposer’s Articles of Incorporation, partnership, or other business organizational documents (as appropriate) filed with the California Secretary of the State. Organization must be in good standing and authorized to do business in California.
Development Team:
1. Provide the name, title, address, telephone and fax number, email address, and resumes for key development team members such as the developer(s), service provider(s), architects and designers, and other team members who will play a key role in the development and operation of the project. Please provide an organization chart that identifies key contacts and the relationship between team members.
2. For each firm included in the development team, provide examples and supporting narrative demonstrating prior experience with one or more of the following:
▪ Housing for the proposed priority population
▪ Housing affordable to a variety of income levels from zero to 80% AMI (either rental or for-sale)
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▪ Housing that meets or exceeds all Americans with Disabilities Act requirements
▪ Design that incorporates sunlight, air circulation, and/or architecture that complements the local aesthetic
3. If on-site services will be provided, include information demonstrating the proposed service provider’s experience in producing successful outcomes with the proposed priority population for the development. Such data may include, but not be limited to, client satisfaction survey results and/or thirdparty program evaluation.
3. Development and Services Concept
1. In narrative form, provide a description of the overall vision, housing concept (including affordability targets), feasibility of replacing public parking, and development program. Include a summary of uses and floor areas. The submittal should include statements indicating how the development concept satisfies the housing objectives and conditions specified in Section 1.1 of the RFP. Responses to this RFP must include concepts for all three sites.
2. If on-site services will be provided, include a general description of the on-site location where services will be provided, the name of the organization(s) that will provide the services, a conceptual service plan from the partner organization(s), and a funding strategy for the services. If PSH is proposed in the development concept, each proposal must include a letter of intent with any service partner identified.
3. If PSH is proposed, RFP respondents must include a supportive services plan in partnership with either a homeless service provider that is under contract with the County, or with another source of similar services. The supportive services plan should at minimum include a funding strategy, agency partners and roles, MOU or letter of support with partners, staffing plan, services onsite, services off-site, schedule of on-site staff, steps before beginning eviction, and coordination services with the County and/or local providers.
4. Provide a conceptual site and floor plan illustrating proposed site and building configurations, number of residences and bedroom sizes, target populations, amenities and services for residents, service provider space (if applicable), and bicycle, pedestrian, and vehicular circulation and access points.
5. Include a preliminary schedule of performance outlining the estimated time for each step and phase (if appropriate), including a summary timeline or other similar graphic representation of the development process. The schedule should recognize the time involved in finalizing the Disposition and Development Agreement (DDA) if necessary, receiving project entitlements, designing the project, financing the project, starting and completing construction, lease negotiations, marketing and final occupancy.
1. City of Santa Monica
Housing Division
Request for Proposals
1217 Euclid Street, 1211-1217 Fourteenth Street, 1146 Sixteenth Street Affordable Housing Development Request for Proposals
2. a.
b.
c.
i.
A.
B.
C. 4. Community Involvement Plan
Describe a plan and overall approach for engaging residents, neighborhood organizations, target populations (including potential future residents of the proposed development), and other interested stakeholders and individuals in providing feedback on the project, as well as how the development team will address community feedback on the development. The community involvement plan must detail an approach to reaching stakeholders who have barriers to engaging with traditional outreach methods, including but not limited to language, online access, and disability. At a minimum, the plan must include at least one (1) community workshop open to the public prior to finalizing design drawings for submittal to the Community Development Department. The workshop must be noticed to residents and businesses within 500 feet of each of the three sites, as well as widely publicized in the community.
5. Financing Strategy
1. Provide a conceptual construction period sources and uses of funds statement and a permanent sources and uses of funds statement for the proposed scope of development broken down by use (i.e. residential, replacement public parking).
2. Provide an annotated development pro-forma that identifies the direct construction costs, the indirect construction costs, and the construction period financing costs for the proposed scope of development. The information must include preliminary estimates of the contractor-related costs; developer fees; and any payments proposed to be made to parties related to the development team. The development will be subject to the California state prevailing wage rates.
3. Provide a summary of notes that will assist the City in understanding the assumptions applied in the financial analysis.
4. Provide the following operating pro forma information:
▪ Estimates of income, operating expenses and debt service payments for the project at stabilized occupancy.
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1217 Euclid Street, 1211-1217 Fourteenth Street, 1146 Sixteenth Street Affordable Housing Development Request for Proposals
▪ A conceptual cash-flow projection for the project for the 55-year period following the project’s full buildout and achievement of stabilized occupancy. The projection should identify payments anticipated to be made to the tax credit partner (if applicable), debt service payments on any City assistance to the project, and the ground lease payments.
Describe the assumptions applied in the projections.
5. Based on information provided in the sources and uses of funds statements, clearly set forth the following information:
▪ Construction loan underwriting terms; and
▪ Permanent loan underwriting terms.
6. Describe any responsibilities and/or obligations that the team is proposing that the City accept.
7. Describe any anticipated rental subsidies for the development.
8. Identify any financial contingencies that the team is imposing on the proposal being offered to the City.
9. Identify the proposed repayment structure for any requested City financial assistance.
10.Identify the proposed ground-lease term, structure and payment schedule being proposed.
11.Financing timeline.
12.Services to be offered and budget with sources.
6. Development Team’s Financial Capacity and Experience
1. The most recent audit, including the management letter, review or compilation financial statement prepared by an independent accounting firm in accordance with generally accepted accounting principles. The Financial Capacity Materials should be submitted for the team member(s) that will be held responsible for the project financing and ground lease obligations imposed on the transaction. The Financial Capacity Materials must cover a three-year period ending no earlier than 2020.
2. Complete portfolio of developments, including current developments and developments in the pipeline. Highlight developments that are analogous to the project being proposed.
3. Complete portfolio of partnerships and financing for supportive services, including current partnerships and partnerships in the pipeline.
4. Demonstrated experience obtaining the funding sources identified in the sources and uses of funds statement required in Financing Strategy item #5a.
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1217 Euclid Street, 1211-1217 Fourteenth Street, 1146 Sixteenth Street Affordable Housing Development Request for Proposals
5. List of developments that have successfully competed for 9% tax credits.
6. Receipt and administration of federal housing subsidies.
7. Identification of the outstanding recourse and non-recourse debt, including repayment terms for the team member(s) that will be financially responsible for the proposed project.
8. Identification of any non-performing loans including the outstanding balance and duration of the delinquency for the team member(s) that will be financially responsible for the proposed project.
9. Identification of any loans or financial obligations that the team member(s) that will be financially responsible for the proposed project have defaulted on during the last five years.
10.Any legal actions taken against developer in the last five years, including fair housing violations.
3.3 Developer Agreement
The final agreement to develop the site between the team and the City will be in the form of a Ground Lease. Depending on the nature of the proposed improvements, a DDA may also be necessary. Additionally, if rental subsidies are anticipated, a contract for the rental subsidies would be required.
4 QUESTIONS AND ANSWERS
Vendor Queries Due
Questions must be submitted online in the “Q&A” tab. The City will only accept or respond to questions submitted through the online vendor portal. 5 VENDOR QUESTIONNAIRE
5.1 Proposal*
*Response required
5.2 Letter of Transmittal*
Please upload your letter of Transmittal as a PDF here. Make sure to include the following items.
A. Identify the submitting organization;
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1217 Euclid Street, 1211-1217 Fourteenth Street, 1146 Sixteenth Street Affordable Housing Development Request for Proposals
B. Identify the name, title, telephone and fax numbers, and e-mail address of the person authorized by the organization to contractually obligate the organization; C. Identify the name, title, telephone and fax numbers, and e-mail address of the person authorized to negotiate the contract on behalf of the organization; D. Identify the names, titles, telephone and fax numbers, and e-mail addresses of persons to be contacted for clarification;
E. Be signed by the person authorized to contractually obligate the organization; F. Acknowledge receipt of any and all amendments to this RFP. *Response required
5.3 Qualifications*
Provide a brief summary of your company’s history, its capabilities, and its recent relevant experience (last five years). Also, describe your demonstrated experience with similar projects and qualification including professional licenses and certifications. *Response required
5.4 Key Personnel*
Describe the project team composition and include resumes of key personnel. Proposed members should be available for ninety (90) days from the proposal due date. The City must be promptly notified of any changes in key personnel prior to award. *Response required
5.5 References*
List a minimum of three (3) references for whom comparable services were provided to in the last five (5) years. Include the name of the firm, name of the contact, telephone number of the contact, email address of contact (if available), brief description of the services provided and your firm’s role, and the start and completion date. *Response required
5.6 Project Work Plan*
Describe your understanding of the project and approach. Include deliverables, milestones, assumptions, and identify potential risks that could delay the project. List any resources you expect the City to provide.
*Response required
5.7 Cost Proposal*
Provide a proposed total fee outlining the proposal and identify the hourly fee schedule for all personnel to be involved in the project. The hourly rates should include fringe benefits, indirect costs and profit. The Consultant should also indicate what percentage of the scope of work is expected to be completed by each individual or pay classification City of Santa Monica
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1217 Euclid Street, 1211-1217 Fourteenth Street, 1146 Sixteenth Street Affordable Housing Development Request for Proposals
included in fee proposal. Additionally, if applicable, a schedule of reimbursable expenses should be included.
*Response required
5.8 Other Required Responses
5.8.1 Business License Requirements
WHO NEEDS A BUSINESS LICENSE?
1. Is this vendor physically located in the City of Santa Monica? Yes (Vendor must have a City of Santa Monica business license - contact the Business License unit for the appropriate forms. Skip question 2 & continue to “ADDITIONAL REQUIREMENTS” section below)
No (Continue to the next question)
2. Does this vendor physically come into the City of Santa Monica to conduct business and/or make deliveries?
Yes(Vendor must have a City of Santa Monica Out-of City Business License. contact the Business License unit for the appropriate forms. Continue to “ADDITIONAL REQUIREMENTS” section below)
No(STOP, no license needed)
ADDITIONAL REQUIREMENTS:
If this vendor is located in or comes into the City of Santa Monica to conduct business, in addition to having a CITY OF SANTA MONICA BUSINESS LICENSE, they will be required to have insurance (see agreement for descriptions).
The business license documentation is only required from the successful Proposer.
5.8.2 Notice Regarding Disclosure of Contents of Documents* All responses to this Request for Proposal (RFP) accepted by the City of Santa Monica (City) shall become the exclusive property of the City. All proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act, or otherwise by law, the City of Santa Monica
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1217 Euclid Street, 1211-1217 Fourteenth Street, 1146 Sixteenth Street Affordable Housing Development Request for Proposals
City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.
☐ Please confirm
*Response required
5.8.3 Oaks Initiative*
CITY OF SANTA MONICA OAKS INITIATIVE NOTICE
NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING
DISCRETIONARY PERMITS, CONTRACTS, OR OTHER BENEFITS FROM THE CITY
OF SANTA MONICA
Santa Monica’s voters adopted a City Charter amendment commonly known as the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s text from the City Clerk.
This information is required by City Charter Article XXII—Taxpayer Protection. It prohibits a public official from receiving, and a person or entity from conferring, specified personal benefits or campaign advantages from a person or entity after the official votes, or otherwise takes official action, to award a “public benefit” to that person or entity. The prohibition applies within and outside of the geographical boundaries of Santa Monica.
All persons or entities applying or receiving public benefits from the City of Santa Monica shall provide the names of trustees, directors, partners, and officers, and names of persons with more than a 10% equity, participation or revenue interest. An exception exists for persons serving in those capacities as volunteers, without compensation, for organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the Internal Revenue Code. However, this exception does not apply if the organization is a political committee or controls political committees. Examples of a “public benefit” include public contracts to provide goods or services worth more than $25,000 or a land use approval worth more than $25,000 over a 12-month period.
In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This information must be updated and supplied every 12 months. • OAKS_INITIATIVE_FORM.pdf
• OAKS_INITIATIVE_FORM-Exampl...
*Response required
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1217 Euclid Street, 1211-1217 Fourteenth Street, 1146 Sixteenth Street Affordable Housing Development Request for Proposals
5.8.4 Living Wage Ordinance Certification*
CITY OF SANTA MONICA LIVING WAGE ORDINANCE
Certification for Providers of Services to the City of Santa Monica (Fiscal Year 22/23 – July 1, 2022 through June 30, 2023)
TO BE COMPLETED BY ALL CONTRACTORS PROVIDING SERVICES TO THE CITY OF SANTA MONICA IN EXCESS OF $54,200
The City of Santa Monica Municipal Code Chapter 4.65, Living Wage Ordinance (LWO), establishes a Minimum Wage of $18.17 per hour for certain employees of contractors providing services to the City where services exceed $54,200 or more and requires that contractors also provide the same health care and other benefits to employees’ same sex spouses and domestic partners as are provided to other employees’ spouses.
An employee covered by the LWO is any person who does not actually work as a manager, supervisor, or confidential employee, and who is not required to possess an occupational license.
The Living Wage Ordinance applies the services sought pursuant to this bid and bidders are required to prepare and return the Living Wage Certification Form. If the bidder is selected, the bidder must maintain payroll records that include, at minimum, the full name of each employee providing services under the contract, job classification and rate of pay. Bids that fail to include Certification Forms may be considered nonresponsive and excluded from further consideration.
Please prepare the following certification if you are a contractor engaging in a contract for services with the City of Santa Monica in excess of $54,200.
Your signature on this certification grants the City permission to review any and all payroll books and records and any company documents pertaining to the benefits offered to employees to assure your compliance with the LWO during the term of the contract.
Please direct any questions to:
City of Santa Monica Finance Department
Attention: Living Wage Compliance Section
1685 Main Street, Mail Stop 09
Santa Monica, CA 90401
You can also contact staff regarding living wage ordinance questions by e-mail at [email protected] or by phone 310-458-8281.
• FY22-23_Living_Wage_Certifi...
*Response required
5.8.5 Certificate of Compliance*
Please upload your completed Certificate of Compliance document here. • Certification_of_Compliance...
City of Santa Monica
Housing Division
Request for Proposals
1217 Euclid Street, 1211-1217 Fourteenth Street, 1146 Sixteenth Street Affordable Housing Development Request for Proposals
*Response required
5.8.6 Non-Discrimination Policy, Debarment Certification & NonCollusion Declaration* Please download the below documents, complete, and upload. • Proposal_Forms_(10).pdf
*Response required
5.8.7 Prevailing Wage Requirement*
• Prevailing_Wage.pdf
*Response required
6 EVALUATION CRITERIA
No. Evaluation Criteria Scoring Method Weight (Points)
1. Development and Operational
Experience
The team must possess strong
qualifications and experience in
the successful development and
operation of affordable housing of
comparable complexity and scale,
including leveraging diverse
funding sources, and
management of affordable and/or
permanent supportive housing
and resident services.
Points Based 30
(30% of Total)
2. Financing Analysis and
Capacity
The proposal must demonstrate
an ability to construct and operate
an affordable housing
development that minimizes the
City’s Housing Trust Fund
contribution, leverages diverse
resources, and will be financially
feasible and sustainable for at
least 55 years.
Points Based 25
(25% of Total)
City of Santa Monica
Housing Division
Request for Proposals
1217 Euclid Street, 1211-1217 Fourteenth Street, 1146 Sixteenth Street Affordable Housing Development Request for Proposals
3. Design Experience
The team must demonstrate
design experience with
successful, completed projects of
comparable complexity, scale,
and nature.
Points Based 20
(20% of Total)
4. Overall Development Concept
The proposal must demonstrate a
thoughtful and feasible response
to the affordable housing,
resident services, overall design,
and feasibility of replacing public
parking.
Points Based 15
(15% of Total)
City of Santa Monica
Housing Division
Request for Proposals
1217 Euclid Street, 1211-1217 Fourteenth Street, 1146 Sixteenth Street Affordable Housing Development Request for Proposals
5. Community Involvement Plan
The proposal must include a plan
for engaging residents,
neighborhood organizations,
target populations (including
potential future residents of the
proposed development), and
other interested stakeholders and
individuals in providing feedback
on the project. The plan must
describe how the development
team will address community
feedback on the development.
The community involvement plan
must detail an approach to
reaching stakeholders who have
barriers to engaging with
traditional outreach methods,
including but not limited to
language, online access, and
disability. At a minimum, the plan
must include at least one (1)
community workshop open to the
public prior to finalizing design
drawings for submittal to the
Community Development
Department. The workshop must
be noticed to residents and
businesses within 500 feet of
each of the three sites, as well as
widely publicized in the
community.
Points Based 10
(10% of Total)
7 AWARD PROCESS
7.1 Selection
The City of Santa Monica, through either the City Council or the City Manager (or his designee) has the sole authority to select the consulting firm and reserves the right to reject any and all proposals. The City reserves the right to approve or reject all subconsultants and engineers proposed to be retained by the prime consultant. Upon signing of the agreement, no change in proposed personnel or sub-consultants can be made without the City’s review and written authorization.
City of Santa Monica
Housing Division
Request for Proposals
1217 Euclid Street, 1211-1217 Fourteenth Street, 1146 Sixteenth Street Affordable Housing Development Request for Proposals
By submitting a response to this RFP, prospective consultants waive the right to protest after award or seek any legal remedies whatsoever regarding any aspect of this RFP.
The City reserves the right to select any number of finalists. In addition, the City reserves the right to issue written notice to all prospective consultants of any changes in the RFP terms or proposal submission schedule, should the City determine in its sole and absolute discretion that such changes are necessary.
The City reserves the right to request additional information from any proposing consultant and to reject any and all proposals. All original work products, including computer files, shall remain the property of the City.
The City reserves the right to retain an expert to evaluate the proposing consultant’s work or qualifications at all stages in the selection process. Additionally, any contract entered into will be subject to termination at any stage if in the judgment of the City, such termination is in the best interest of the City. In the event such decision is made, appropriate written notice would be given before any termination and the consultant would be compensated on a pro-rata basis for work performed.
The responsible proposer whose proposal is the most advantageous to the City, taking to consideration all the evaluation factors will be recommended for the contract award.
Notwithstanding the Evaluation Team’s selection, the City reserves the right to award this RFP and the resultant Contract in any manner it deems to be in the best interest of the City and make the selection based on its sole discretion. The City is the sole and exclusive judge of quality and compliance with proposal specifications in any of the matters pertaining to this RFP.
7.2 Contract Award and Execution
Selection of a proposer with whom the City enters into contract negotiations with, or a recommendation of an award by the Evaluation Committee or any other party, does not constitute an award of Contract. Once the City formally awards the contract, the successful consultant will be notified to enter into an agreement. If the selected consultant does not enter into the agreement, the City will begin negotiations with the second highest ranking proposing consultant.
Please review all contract forms prior to submitting a proposal. The City of Santa Monica intends to use these forms as the baseline agreements with the successful consultant. The City will not entertain proposals to make material changes to the contract form once the project has been awarded. If you wish to request changes to the contracting forms, you must do so during the proposal process. In addition, the City requires compliance with several other policies and ordinances, proposing consultants will need to complete these Exhibits and submit with their Proposal.
The RFP document and the successful proposal response, as amended by agreement between the City of Santa Monica and the successful consultant, will become part of the contract documents. Additionally, the City of Santa Monica may verify the successful City of Santa Monica
Housing Division
Request for Proposals
1217 Euclid Street, 1211-1217 Fourteenth Street, 1146 Sixteenth Street Affordable Housing Development Request for Proposals
consultant’s representations that appear in the proposal. Failure of the successful consultant to perform as represented may result in elimination of the successful consultant from further negotiation or in contract cancellation or termination.
No oral explanation or instruction of any kind or nature whatsoever given before the award of a contract to a consultant shall be binding. The City of Santa Monica shall not be bound, or in any way obligated, until the City has awarded the contract and all documents have been executed. The proposing consultant may not incur any chargeable costs prior to final contract execution.
8 TERMS & CONDITIONS
8.1 Best Qualified Person Or Firm
The award, if any, will be made to the best qualified person or firm(s). In evaluating whether a proposer(s) is (are) the best qualified person or firm(s) pursuant to the Santa Monica Municipal Code, City staff may utilize some or all of the following criteria:
A. The training, credentials and experience of the person or firm; B. The demonstrated competence, ability, capacity and skill of the person or firm to perform the contract or provide the services;
C. The capacity of the person or firm to perform the contract or provide the service promptly, within the time specified, and without delay; D. The sufficiency of the person’s or firm’s financial and other resources; E. The character, integrity, reputation and judgment of the person or firm; F. The ability of the person or firm to provide such future service as may be needed; G. The price which the person or firm proposes to charge, including whether the price is fair, reasonable and competitive; and
H. Any other factor which will further the intent set forth in Section 608 of the City Charter.
The City shall have absolute discretion in determining the applicability and weight or relative weight of some or all of the criteria listed above and is not required to select the lowest monetary proposer.
8.2 Receiving Time / Late Proposals
It is the responsibility of proposer to see that their proposal is submitted with sufficient time to be received by the City prior to the proposal closing time. The receiving time in the City Office will be the governing time for acceptability of proposals.
City of Santa Monica
Housing Division
Request for Proposals
1217 Euclid Street, 1211-1217 Fourteenth Street, 1146 Sixteenth Street Affordable Housing Development Request for Proposals
Late proposals are not accepted.
8.3 Acceptance of Conditions Governing this RFP
Submission of a proposal constitutes acceptance of the Evaluation Factors contained in this RFP.
8.4 Incurring Cost
Any cost incurred by the proposer in preparation, transmittal, presentation of any proposal or material submitted in response to this RFP shall be borne solely by the proposer.
8.5 Prime Consultant Responsibility
Any agreement that may result from the RFP shall specify that the prime consultant is solely responsible for fulfillment of the agreement with the City. The City will make agreement payments only to the prime consultant.
8.6 Sub-consultants
Use of sub-consultants must be clearly explained in the proposal, and major subconsultants must be identified by name. Prime consultants shall be wholly responsible for the entire performance whether or not sub-consultants are used.
8.7 Amended Proposals
A proposer may submit an amended proposal before the deadline for receipt of proposals. Such amended proposals must be complete replacements for a previously submitted proposal and must be clearly identified as such in the transmittal letter. City personnel will not merge, collate, or assemble proposal materials.
8.8 Proposer’s Rights to Withdraw Proposal
Proposers will be allowed to withdraw their proposals at any time prior to the deadline for receipt of proposals. The proposer must submit a written withdrawal request signed by the proposer’s duly authorized representative addressed to the City Contact.
8.9 Proposal Offer Firm
Responses to this RFP, including proposal prices, will be considered firm for ninety (90) days after the due date for receipt of proposals or sixty (60) days after receipt of a best and final offer, if one is requested.
City of Santa Monica
Housing Division
Request for Proposals
1217 Euclid Street, 1211-1217 Fourteenth Street, 1146 Sixteenth Street Affordable Housing Development Request for Proposals
8.10 Best and Final Offer
The City reserves the right to request Best and Final Offers from any or all proposers.
This will be the only opportunity to amend or modify proposals based on feedback from the City. Information from competing proposals will not be disclosed to other proposers prior to submission of a Best and Final Offer.
8.11 Living Wage Requirement
Any agreement issued as a result of this Request for Proposal may be subject to the City’s Living Wage Ordinance, Santa Monica Municipal Code Chapter 4.65 (LWO), and its implementing regulations.
8.12 Disclosure of Proposal Contents
All proposals are subject to the provisions of the California Public Records Act, California Government Code section 6250 et seq., and any information submitted with a response is a public record subject to disclosure, unless a specific exemption applies.
8.13 Notice Regarding Disclosure of Contents of Documents All responses to this Request for Proposal (RFP) accepted by the City of Santa Monica (City) shall become the exclusive property of the City. All proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act, or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.
8.14 No Obligation
This RFP in no manner obligates the City to the eventual rental, lease, purchase, etc., of any goods or services offered until a valid written agreement is executed by the City and the selected proposer.
8.15 Termination
This RFP may be canceled at any time and any and all proposals may be rejected in whole or in part when the City determines such action to be in the best interest of the City of Santa Monica.
City of Santa Monica
Housing Division
Request for Proposals
1217 Euclid Street, 1211-1217 Fourteenth Street, 1146 Sixteenth Street Affordable Housing Development Request for Proposals
8.16 Sufficient Appropriation
Any agreement awarded for multiple years as a result of this RFP may be terminated if sufficient appropriations or authorizations do not exist. Such termination will be effected by sending written notice to the selected proposer. The City’s decision as to whether sufficient appropriations and authorizations are available will be accepted by the selected proposer as final.
8.17 Errors and Restrictive Specifications
If a proposer discovers any ambiguity, conflict, discrepancy, omission, or other error in the RFP, the proposer should immediately notify the City Contact designated in Section I, B. Without disclosing the source of the request, the City may issue a written addendum to clarify the ambiguity, or to correct the problem, omission, or other error.
If prior to the submission date, a proposer knows of or should have known of an error in the RFP but fails to notify the City Contact of the error, the proposer shall submit their proposal at his, her or its own risk, and, if awarded an agreement, shall not be entitled to additional compensation or time by reason of error or its later correction.
8.18 Legal Review
The City requires that all proposers agree to be bound by the General Requirements contained in this RFP.
8.19 Governing Law
This RFP, and any agreement entered into pursuant to this RFP, are governed by the laws of the State of California.
8.20 Oral Changes and Basis for Proposal
Proposers may not rely upon oral explanations. All changes and addenda will be issued in writing. Only information supplied by the City in writing through the City’s Contact, or in this RFP should be used as the basis for the preparation of proposals.
8.21 Agreement Terms and Conditions
The agreement between the City and the selected proposer(s) will follow the format specified by the City and contain the terms and conditions set forth in Exhibit A, Professional Services Agreement. However, the City reserves the right to negotiate with a successful proposer the final provisions or provisions in addition to those contained in this RFP. The contents of this RFP, as revised and/or supplemented, and the successful proposal will be incorporated into and become part of the agreement.
City of Santa Monica
Housing Division
Request for Proposals
1217 Euclid Street, 1211-1217 Fourteenth Street, 1146 Sixteenth Street Affordable Housing Development Request for Proposals
Should a proposer object to any of the City’s terms and conditions, as contained in this Section or in Exhibit A, that proposer must propose specific alternative language in his, her, or its proposal. Proposer must provide a brief discussion of the purpose and impact, if any, of each proposed changed followed by the specific proposed alternate wording. The City may or may not accept the alternative language. General references to the proposer’s terms and conditions or attempts at complete substitutions are not acceptable to the City and may result in disqualification of the proposer.
8.22 Proposer’s Terms and Conditions
Proposers must submit with the proposal a complete set of any additional terms and conditions that they expect to have included in an agreement negotiated with the City.
8.23 Proposer Qualifications
The City may make such investigations as necessary to determine the ability of the proposer to adhere to the requirements specified within this RFP.
8.24 Right to Waive Minor Irregularities
The City reserves the right to waive minor irregularities and the right to waive mandatory requirements, provided that all of the otherwise responsive proposals fail to meet the same mandatory requirements and/or doing so does not otherwise materially affect the procurement. This right is at the sole discretion of the City.
8.25 Change in Agreement or Representatives
The City reserves the right to require a change in the selected proposer or representatives if the assigned representatives are not, in the opinion of the City, meeting its needs adequately.
8.26 City Rights
The City reserves the right to award the proposal to separate proposers on any of the services as set forth in the proposer’s proposal. It is further understood that if the proposer to whom any recommended award is made fails to enter into an agreement with the City, award may be made to the next best qualified person or firm, who shall be bound to perform as if she, he or it received the award in the first instance.
8.27 Right to Publish
Throughout the duration of this procurement process and agreement term, potential proposers, and proposers, must secure from the City written approval prior to the release of any information that pertains to the potential work or activities covered by this City of Santa Monica
Housing Division
Request for Proposals
1217 Euclid Street, 1211-1217 Fourteenth Street, 1146 Sixteenth Street Affordable Housing Development Request for Proposals
procurement or the subsequent agreement. Failure to adhere to this requirement may result in disqualification of the proposer or termination of the agreement.
8.28 Ownership of Proposals
All documents submitted in response to the RFP shall be become the property of the City of Santa Monica and are subject to the provisions of the California Public Records Act, as described in Section II. A. 11. herein.
8.29 Agreement Award
Proposal will be evaluated by a committee comprised of City staff and may include outside consultants (the “Evaluation Committee”). The Evaluation Committee will make an award recommendation to City staff. City Council may give approval of the agreement and/or direct staff to negotiate the final terms and execute the agreement.
This agreement shall be awarded to the proposer or proposers whose proposal is best qualified, taking into consideration the evaluation factors set forth in the RFP. The most qualified proposal may or may not have received the most points or be the lowest cost proposal. Proposers will be notified when the award is being made or an award recommendation goes to the City Council for approval.
8.30 Protest Deadline
All parties wishing to file a protest shall comply with the procedures set forth in Santa Monica Municipal Code section 2.24.260 found here. Proposer may file a written protest with the Director of Finance no more than seven calendar days following the posting of award recommendation on the City’s online vendor portal website.
Protests received after the deadline will not be accepted.
8.31 Records and Audits
The Consultant shall maintain such detailed records as may be necessary to demonstrate its performance of the duties required by this Agreement, including the date, time and nature of services rendered. These records shall be maintained for a period of three years from the date of the final payment under this Agreement and shall be subject to inspection by City. The City shall have the right to audit any billings or examine any records maintained pursuant to this Agreement both before and after payment. Payment under this Agreement shall not foreclose the right of City to recover excessive and/or illegal payments.
8.32 Enforcement of Agreement/Waiver
A party's failure to require strict performance of any provision of this Agreement shall not waive or diminish that party's right thereafter to demand strict compliance with that or any other provision. No waiver by a party of any of its rights under this Agreement City of Santa Monica
Housing Division
Request for Proposals
1217 Euclid Street, 1211-1217 Fourteenth Street, 1146 Sixteenth Street Affordable Housing Development Request for Proposals
shall be effective unless expressed in writing and signed by the party alleged to have granted the waiver. A waiver by a party of any of its rights shall not be effective to waive any other rights.