RFP: Bay Area Community Land Trust

Bay Area Community Land Trust

PO Box 2652

Berkeley, CA  94702







1638 Stuart Street

Berkeley, California

February 5, 2018


This Request for Proposals (RFP) is issued for Architectural preconstruction and construction services by Bay Area Community Land Trust (BACLT) for the 1638 Stuart Street project in Berkeley, California.

The RFP includes the following:

  1. This Introduction
  2. Description of Development
  3. Architectural Services Requested
  4. Proposal Content Required
  5. Method of Proposal Evaluation


Date:        Wednesday, February 28, 2018

Time:       4:00 PM

Email:       rick@bayareaclt.org 

Mail:         PO Box 2652, Berkeley, CA  94702

In person:  Office at University & San Pablo Avenue, Berkeley, CA  94702 (call first)


Questions about this RFP should be directed to:

Rick Lewis

Tel: (510) 545-3258

Email: rick@bayareaclt.org

A pre-solicitation meeting regarding this opportunity is scheduled for:

Date:            Thursday, February 15, 2018

Time:           2:00 pm

Place:           1638 Stuart Street

Berkeley, CA  94703

Attendance at the pre-solicitation meeting is Mandatory. Please RSVP if you plan to attend.

There is mold in some of the units.  If you prefer not to enter these units, we will have extensive photographs of the interior to view.


Sponsor.  The sponsor of the project is the Bay Area Community Land Trust (BACLT), a nonprofit organization formed in 2006 and dedicated to preserving affordable housing and providing affordable ownership opportunities in Berkeley and the East Bay.  BACLT currently owns three properties, with twenty units of affordable housing.

Project Financing. The project has secured City predevelopment funding, and the sponsor expects to receive additional City and private funding.

The Development.   BACLT has partnered with the McGee Avenue Baptist Church, the owner of 1638 Stuart Street (the “Development”) in Berkeley, California.  The property has two buildings, a two-story building with 6 units and a one-story building with two units.  The site is approximately 5,400 sq. ft., with total building gross square footage of approximately 4,100 sq. ft.  There are currently eight units, with an average size of 500 sq. ft.  The buildings have been poorly modified, resulting in a recorded designation of 3 studios and 5 one bedroom apartments.  We anticipate reconfiguring the space to form 1 studio, 6 one-bedroom and one two-bedroom unit.  We will further need to secure all permits and approvals to allow construction.

Contract Terms and Conditions. The Sponsor anticipates entering into a contract with the Architect that will include two phases: the Predevelopment Phase, as described more fully below, that will last through the development of a CNA, and a Construction Phase, which will involve full design and construction contract administration services for the development.  Services to be provided include architectural, civil, structural, mechanical, electrical, and plumbing renovation design.  Terms and conditions for the architectural services will be per a slightly modified AIA Document B181, “Standard Form of Agreement Between Owner and Architect for Housing Services”.

The Architect shall provide professional liability insurance with limits not less than $1,000,000 per occurrence.

Schedule.  BACLT is interested in pursuing the development with all due diligence.  The current schedule anticipates the following milestones:

Design Development                                              March-May, 2018

CNA Development                                                 June, 2018

Develop Final Plans and bidding documents               July-August, 2018

Contractor Selection phase                                     September-October, 2018

Construction Start                                                 November, 2018

Architect will be expected to submit a schedule based on time needed to perform above tasks



Please note, this proposal should include two phases of work, a Predevelopment Phase and a Construction Phase.  If construction funds cannot be secured for the Construction Phase, it is possible that the contract will not continue to the Construction Phase.

  1. Phase one, the selected Architect will be expected to provide services that include:
  2. Program. Gain familiarity with Sponsor’s requirements, design goals and challenges including any governmental conditions of approval for the Project.
  3. Prepare “As Built” drawings for project. No plans exist for the two buildings. This set of plans should include a site plan, floor plans and elevations, as needed for to prepare design drawings and construction documents.
  4. Determine if any variances are needed. We do not anticipate the need of any variances, however, we will expect the Architect to investigate and confirm that none are needed.
  5. Develop Preliminary Set of Plans. Prepare plans, including floor plans and exterior elevations, sufficient to complete a CNA.  Floor plans will require reconfiguration of some of the units.  Detailed interior elevations should not be necessary for this purpose.  We do anticipate designing one unit to be fully accessible.
  6. Prepare a Comprehensive Needs Assessment (CNA). To determine the total cost of renovations, and apply for construction funding, a CNA will need to be prepared, based on reconfigured units. Architect may provide cost estimates for the CNA or may engage a cost estimator.
  7. Design Meetings. Attend development meetings and advise Sponsor as issues arise.


  1. Phase Two, the selected Architect will be expected to provide services that include:
  2. Design Meetings. Attend development meetings and advise Sponsor as issues arise.
  3. Develop Full Set of Plans. Complete drawings with all details necessary for building permits and construction bidding.
  4. Building Permits. Assist in securing timely building permits for renovation of the Development.  Participate in pre-permit application meetings with Berkeley Planning Department, Department of Planning & Development, Department of Public Works and Fire Department, as needed.
  5. Assist with the RFP Process to Hire Contractor. Full set of specifications and bidding documents must be prepared for review by contractors in the bidding process.  Architect will be expected to attend a site meeting for potential contractors and to assist in responding to questions raised by bidders.  Architect will also be expected to assist with the review of the bids and help select the general contractor for the development.
  6. Perform Contract Administration During Construction Phase. Provide full monitoring services during construction, including weekly site meetings with contractor and project manager, and monthly draw meetings that will also include funders’ representatives.  Review and approve change orders and all other aspects through close out of construction.


Interested Architects who believe that they are qualified to provide design services and to manage the construction phase of the Development within the guidelines identified, should submit the following items:

  1. Brief introduction statement. Please provide a brief introduction to your firm that summarizes the qualifications and interest of your firm in the development. What factors do you feel distinguish your firm as the best Architect for this Development?

    Maximum Score for Intro Statement: 5 points

  1. Description of Firm’s qualifications and capacity. Please submit evidence of your firms qualifications and capacity.  Describe your experience in renovation of small residential properties, designing a disabled accessible unit, and your experience in receiving approvals from and the Berkeley Department of Planning & Development.

Maximum score for Firm or Team’s Qualifications: 25 points

  1. Resumes. Please identify and provide resumes for the key individuals who would be assigned to this project if your firm is selected. Please note: if selected, the individuals proposed for this project should not change without the approval of the Sponsors.                                                      Maximum score for Resumes: 20 points
  2. Workload and Management. Please describe your current workload and your ability to manage the proposed development if your firm/team is selected. Describe the division of responsibilities between the key individuals for which resumes were provided, and explain process by which your firm plans to manage this project.

Maximum score for Workload & Management: 15 points

  1. References. Please provide the following information for no more than five (5) projects that you deem most similar to the 1638 Stuart Street development.
  2. Project name and general description (include date completed or phase of development).
  3. Contact person (name, address, phone and fax numbers) – Project Owner
  4. Contact person (name, address, phone and fax numbers) – General Contractor
  5. Initial construction cost; final construction cost. If appropriate, please describe any issues that resulted in significant change orders.

Maximum score for References:  25 points

  1. Fee Proposal. Submit a proposal for architectural services including conceptual planning through construction administration.  Fee proposals should be absolute values with a breakdown of the fees for each phase of architectural services.  Firms should not limit their response to percentages of the construction cost.  Please note that the rehabilitation hard cost of $900,000 is an estimate and that the Architect fee should not increase if the rehabilitation hard cost increases unless the Architect’s scope has also increased.                                                Maximum score for Fee Proposal: 25 points
  2. Experience working with Minority, Women & Local Business Enterprises. Please describe any experience you have with engaging M/W/LBE consultants on working projects with you. (Note: It is NOT necessary to identify proposed consultants.)
    Maximum score for M/W/LBE consultants:  10 points


Maximum Total Score for Qualifications Statement:  125 POINTS

Other Support Material.  Please feel free to provide any additional support material (letters of reference, photos of completed projects, pre-printed brochures, etc.) that you believe will help us assess your qualifications and match of the Development.

If your firm is asked for an interview, additional information may be requested.

Three (3) copies of all proposal contents will be required.



The evaluation/selection process is expected to proceed as follows:

  1. RFP released……………………………………………………… February 5 2018
  2. Pre-bid meeting at 1368 Stuart Street………………………….. February 15, 2018
  3. RFP response deadline………………………………………….. February 28, 2018
  4. Interviews (if needed)…………………………………… week of March 5-9, 2018
  5. Selection announced……………………………………… week of March 12, 2018

Thank you for your interest in assisting Bay Area Community Land Trust in developing quality, affordable, housing for lower income families in Berkeley.

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