City of Berkeley RFP FY2015 · 12/3/2014 · Outline steps needed for contract execution ,...

City of Berkeley Community Facilities RFP 1

1

City of Berkeley RFP FY2015

Public/Community Facility Improvements

December 3, 2014

2

Purpose of this Training

Clarify Eligibility and Federal/Local requirements

Explain Application Process

Present Timeline for Review and Awards

Outline steps needed for contract execution, pre-construction and construction activities


3

Eligible Populations

EITHER serves geographic area with >51% of population under moderate income

OR >51% of clients served are under moderate income

OR Special populations presumed to be low-income

You must report on this at the end of the year and/or project and provide demographic information on clients served

Eligible Activities

Rehabilitation

Americans with Disabilities Act (ADA) improvements

Non-profit and publicly owned facilities open to the public. If not owned, Agency must have site control through July 1, 2020. Provide lease or title with application.

*Funds are extremely limited

4


Eligible Activities

Renovation hard costs

Renovation soft costs (architect, engineer, etc.)

Project management costs

Permits and fees

5

Ineligible Activities

Projects not located in Berkeley

Project not primarily serving Berkeley residents

Renovation of administrative space only

Costs incurred before contract is executed with the City

6


7

Requirement: Relocation

If clients or staff will need to be relocated during construction, provide a plan for how this will take place and impact on operations

Berkeley local ordinance applies to temporary relocation for rental housing only

Federal requirements apply to transitional and permanent housing, but not to emergency shelter

For more information, see…http://www.cityofberkeley.info/ContentDisplay.aspx?id=4956

Contract Requirement:Section 3 Hiring

Efforts to Hire Section 3 Residents or Section 3 Business Concerns

Triggered if there are new hires for a project

8


9

Contract Requirement:First Source / Local Hiring

First Source:

� For construction contracts of $100,000 or more

� Employers work with City Workforce Development Program providers for new hires

10

Requirement: Lead-Based Paint

� Applies to dwelling units only. The following are exempt:

� Built after January 1, 1978

� SROs

� Housing for elderly or disabled

� Rehab does not disturb painted surfaces

� Lead-based paint already removed

� Key components are

� Notification

� Lead Hazard Assessment / Evaluation

� Lead Hazard Reduction


Step 1

Develop Scope of Work

Contact the Permit Center at (510) 981-7501 to schedule an appointment to discuss permit requirements: ADA requirements, site plan, additional information needed.

Request Bids from a minimum of three contractors. Provide Davis Bacon Wage Rates.

11

12

MBE / WBEs

MBE/WBEs – Minority and Women-owned Businesses (51% or greater)

Outreach to them by:

� Incorporating them in lists of contractors that you solicit for bids

� Require general (prime) contractors to do so

� You must report on this when submitting a summary of the bid process and in a final year-end report (HUD 2516 Report)

� http://dsbs.sba.gov/dsbs/search/dsp_dsbs.cfm


13

How to Apply

Application available online: www.citydataservices.net

Agencies NOT currently funded:

User ID - BerCa2016, Password - BerCa2016

Agencies currently funded:

Log in as usual and click “Apply for 2016”

Contact Kristen at [email protected] at 981-5427 with questions

14

Attachments to Application

Detailed Scope of Work

3 Bids:� Cover full scope of work in detail including any planned barrier removal measures (ADA access)

� Include Davis Bacon Wages

� Include allowances for permits and fees

� Less than 90 days old


15

Attachments to Application

Design: Professionally drawn floors plans and specifications (min. sheet size 11”x17”). Drawings must be to scale.

Photographs of the areas to be renovated

Evidence of site control

Evaluation Criteria

Project Feasibility

Project Readiness

Leveraged Funding

Total Cost

Agency/Project Manager Experience

Past Performance

16


Evaluation Criteria

Improvements that address life safety and health.

Improvements that remove barriers for greater ADA access

Improvements that address environmental sustainability

17

18

Awards

If awarded funding, project must begin after contract is executed with City (after July 1, 2015)

No costs incurred before the contract is executed will be reimbursed.


19

Why Get Permits?

• Permits will ensure that work is done safely and correctly, because work is approved in advance, and inspectors come and verify that the work is done right.

• If you are receiving government funding, you have to abide by all government regulations, including the Local and State building and safety codes (California Building Code).

• Un-permitted work that should have been done under a permit may not be reimbursable.

•The fine for doing work without a permit is 2X the cost of the permit. (Plus, you may have to remove the work.)

Pre-Permitting(Things to know before you apply for a permit)

Types of permits, and why you need to have them – some work will trigger multiple permits.

20


Work TYPE ---�� TRIGGERSBathroom & Kitchen remodels, Additions, or reconfiguring spaces; adding or changing Windows and Doors. (Roof replacement only triggers the Building Permit , but possibly not others)

Attic Insulation

Foundation/Seismic work

New lighting, receptacles

New plumbing, sinks, fountains, dishwashers

New Sprinkler/Fire suppression system

-- Building Permit

-- Private Sewer Lateral (PSL)

-- ADA Access (Path of Travel & Access)

-- Plumbing Permit

-- Electrical Permit

-- Hardwired Smoke and CO detectors

-- CECO (or RECO)

-- Building Permit

-- Hardwired Smoke and CO detectors

-- Engineering permit, Building Permit

-- Electrical Permit

-- Plumbing Permit

-- Fire Permit,

Building Permit21

Inspections

Are considered part of the permit, and are not charged for separately

Can be scheduled over the phone, at least 1 day in advance

Beware of City holidays, VTO days when preparing for inspections

22


Permit Types

PlumbingPlumbing permits are required when remodeling

kitchens, bathrooms, restrooms, or replacing drain lines, or replacing old steel clean water lines, or replacing water lines from meter to the house or facility.

Plumbing Permit– for either the clean water lines, or the drain lines, but EXCLUDES the private sewer lateral

Kitchens

Bathrooms

Restrooms

23

Permit Types



Examples:

• Remodeling restrooms for ADA compliance


Kitchens

Bathrooms

Restrooms

24


Permit Types



Examples:


• Remodeling kitchen where it affects the sink, dishwasher connections, clean water or drain lines.


Kitchens

Bathrooms

Restrooms

25

Permit Types



Examples:



• Installing seismic gas shut off valve


Kitchens

Bathrooms

Restrooms

26


Permit Types



Examples:



• Installing seismic gas shut off valve or water heater (new or replacement)


Kitchens

Bathrooms

Restrooms

27

Permit Types



Examples:




• Adding new toilets, sinks, plumbed ice makers, drains for laundry, grey water, or solar thermal (hot water) systems


Kitchens

Bathrooms

Restrooms

28


Permit Types



Examples:




• Adding new toilets, sinks, drains for laundry, grey water, or solar thermal (hot water) systems

Minimum plumbing permit fee is $127, plus fees for whatever else is included in the project. (Water heater is $12.20, seismic valve is $10, etc.)


Kitchens

Bathrooms

Restrooms

29

Permit Types

ElectricElectric permits are required when remodeling

kitchens, bathrooms, restrooms, and adding any new wiring, or correcting any old wiring.

Electric Permit– new wiring

Kitchens

Bathrooms

Restrooms

Additions

Outdoor lighting

30


Permit Types



Examples:

• Remodeling kitchens or bathrooms


Kitchens

Bathrooms

Restrooms

Additions

Outdoor lighting

31

Permit Types



Examples:


• Additions and new construction


Kitchens

Bathrooms

Restrooms

Additions

Outdoor lighting

32


Permit Types


kitchens, bathrooms, restrooms, and adding any new wiring.

Examples:



• Adding outdoor lighting for safety, etc.


Kitchens

Bathrooms

Restrooms

Additions

Outdoor lighting

33

Permit Types



Examples:




• Retrofitting lighting – must add occupancy and daylight controls


Kitchens

Bathrooms

Restrooms

Additions

Outdoor lighting

34


Permit Types



Examples:





• Adding receptacles to improve functionality in offices or common areas


Kitchens

Bathrooms

Restrooms

Additions

Outdoor lighting

35

Permit Types



Examples:






• Replacing breaker panels or fuse boxes


Kitchens

Bathrooms

Restrooms

Additions

Outdoor lighting

36


Permit Types



Examples:







• Hardwired equipment, such as commercial dishwashers, electric hand dryers, electric door openers, hardwired smoke and CO detectors, etc.


Kitchens

Bathrooms

Restrooms

Additions

Outdoor lighting

37

Permit Types



Examples:







• Hardwired equipment, such as commercial dishwashers, electric hand dryers, electric door openers, hardwired smoke and CO detectors, etc.

• Minimum Electric Permit fee is $122 plus 5% technology fee. (New service panel is $11.90 per 100 Amps, receptacles & switches are $2.70 each.)


Kitchens

Bathrooms

Restrooms

Additions

Outdoor lighting

38


Permit Types



NOTE: An electrical permit is also required:

-- If you change out 40 or more light bulbs

* There will also be a limit on the wattage you can install

-- Lighting controls/sensors will be required (occupancy sensors and daylight dimming at the perimeter)

-- Best Practice: Consult a professional to ensure that the correct equipment is specified for your project!


Kitchens

Bathrooms

Restrooms

Additions

Outdoor lighting

39

Permit Types

Building Permit– for anything that touches the building structure, or structural elements.

Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

40


Permit Types

Examples

Roof Patching – No permit


Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

41

Permit Types

Examples


Roof Replacement – Permit


Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

42


Permit Types

Examples



Attic Insulation – Permit; will also require electric permit, hardwired smoke and CO detectors for some buildings


Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

43

Permit Types

Examples



Attic Insulation – Permit; will also require electric permit, hardwired smoke and CO detectors

Exterior Wall Insulation – Permit; will also trigger lead paint mitigation work if building tests positive for lead paint


Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

44


Permit Types

Examples



Attic Insulation – Permit; will also require electric permit, hardwired smoke and CO detectors

Exterior Wall Insulation – Permit; will also trigger lead paint mitigation work if building tests positive for lead paint

Termite / Dry rot repairs – DEPENDS on where they are, and how extensive! If it affects foundation sills and structural elements (shear paneling, 2x4s, etc.), or siding, then yes. If it is only a small area, affecting non-structural elements, then no.

This is the time for Seismic improvements!


Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

45

Permit Types

Energy Ordinances

If your work totals $50,000 +, then your building will require either a RECO (residential) or CECO (commercial) energy audit, along with Title 24 Part 6 Energy compliance.


Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

46


Permit Types

Energy Ordinances


Residential: simple checklist of prescriptive items, including attic insulation, showerheads and faucet aerators, and weatherstripping, OR a whole-building evaluation (performance test as of July 2015)


Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

47

Permit Types

Energy Ordinances


Residential: simple checklist of prescriptive items, including attic insulation, showerheads and faucet aerators, and weatherstripping, OR a whole-building evaluation (performance test)

Commercial: will include an audit of all energy systems, including furnaces, boilers, thermostats, pumps, motors and time clocks, water heaters, etc. You may also choose to Benchmark your building using Energy Star’s Portfolio Manager


Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

48


Permit Types

PSL OrdinanceIf your work totals $50,000 +, then your

building will require compliance with the Private Sewer Lateral (PSL) Replacement Ordinance.Building Permit– for anything

that touches the building structure, or structural elements.

Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

49

Permit Types


building will require compliance with the Private Sewer Lateral (PSL) Replacement Ordinance.

This is a SEPARATE permit (Engineering permit) and is not covered by a Building Plumbing permit, nor the Plumbing Permit.


Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

50


Permit Types




-- Either provide proof that your PSL is less than 20 years old (copy of permit will do) OR,


Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

51

Permit Types





-- Provide proof that your PSL has been replaced in the last 10 years.


Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

52


Permit Types





-- Provide proof that your PSL has been replaced in the last 10 years.

-- If neither apply, you must have the PSL videotaped for leakage, and if there are leaks, replace or re-line the PSL.


Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

53

54(From City of Berkeley Engineering Division website)


Permit Types

ADA Access (Path of Travel)If your work involves the building structure,

including windows, walls, foundation, stairs, etc. then your project must meet the ADA standards for Access and Path of Travel.Building Permit– for anything

that touches the building structure, or structural elements.

Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

55

Permit Types


including windows, walls, foundation, stairs, etc. then your project must meet the ADA standards for Access and Path of Travel.

• ADA and CBC require at least one accessible route to the building entry.


Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

56


Permit Types



• ADA and CBC require at least one accessible route to the building entry.

• You must expend 20% of your construction costs toward ADA compliance improvements: ramps, handrails, automatic door openers, or accessible doorknobs, signage, etc.

• So, if you are spending $100,000 on a remodel, you must spend an additional $20,000 for path-of-travel improvements to the facility


Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

57

Permit Types



• ADA and CBC require at least one accessible route to building entry.

• You must expend 20% of your construction costs toward ADA compliance improvements – ramps, handrails, automatic door openers, or accessible doorknobs, signage, etc.

• The PRIORITY is for Path of Travel items. The building entry must be accessible, then hallways & doors, restrooms, and common areas.


Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

58


Permit Types

ADA Access (Path of Travel)If your work involves a building permit for work,


• ADA and CBC require at least one accessible route to building entry.

• You must expend 20% of your construction costs toward ADA compliance improvements – ramps, handrails, automatic door openers, or accessible doorknobs, signage, etc.

• The PRIORITY is for Path of Travel items (no adding other itemsuntil there is an accessible entry, restrooms, etc.)

• Single-family residences do not apply, unless owner/occupant has mobility disability.


Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

59

Permit Types

ADA Access (Path of Travel)Quick Guidelines


Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

60


Permit Types


• ADA Parking Spaces must be“Van Accessible” – see code for dimensions


Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

61

Permit Types



• No slopes greater than 5%; anything greater than 5% requires handrails, and is considered a ramp.


Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

62


Permit Types




• Width of path or ramp should be at least 48” but 60” is preferred.


Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

63

Permit Types





• The cross-slope for any path cannot exceed 1:48 – this means the side-to-side slant cannot exceed 1”.


Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

64


Permit Types



• No slopes greater than 5%; anything greater than 5% requires handrails, and is considered a ramp

• Width of path or ramp should be at least 48” but 60” is preferred


• Door landings cannot have a slope that exceeds 1:48.


Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

65

Permit Types






• Door landings cannot have a slope that exceeds 1:48.

• Changes in levels between ¼” and ½” (such as thresholds) must be beveled to 45 degrees.


Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

66


Permit Types

ADA ComplianceCommon Misconceptions


Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

67

Permit Types


• Older buildings are “grandfathered” in, and don’t need to comply – not true.


Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

68


Permit Types



• Path of travel only means the entrance and hallways. Path of Travel can also include restroom access, serving window access, and laundry access.


Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

69

Permit Types



• Path of travel only means the entrance and hallways. Path of Travel can also include restroom access, serving window access, and laundry access.

• Non-complying structures, such as doorways, are considered a portion of the 20% of funds for compliance –not necessarily true. Buildings constructed after 1980 that were not considered in compliance at the time of construction must be corrected, and this cost is not part of the 20%. (Title 24 took effect in 1980.)


Exterior walls

Support walls

Windows

Doors

Floors/Crawlspaces

Foundation

Roof

70


Big Projects

•Stormwater requirements

•Demolition and Construction waste diversion

•2013 CalGreen Building Code Standards for water and energy

71

Does all of this sound overwhelming to you?

72


73

PLEASE hire an Architect, Project Manager, StructuralEngineer, Certified Access Specialist, or any other qualified professional that your project needs.

It will save you time and money in the long run.

Questions?

Thank you!

Alice La Pierre, [email protected]

510-981-7435

74


Timeline

75

When What

January 5, 2015 – 5 p.m. Applications Due

January - February 2015 Housing Advisory Commission Reviews Applications and Visits Sites

By February 28, 2015 Deadline for HAC to Develop Recommendations to Council

April 28, 2015 City Council Public Hearing on ProposedAllocations

May 12, 2015 Deadline for Council to Make Final Decision on Recommendations

76

Pre-Construction Activities

Contract with City of Berkeley

� Submit Scope and budget, including drawings

� City performs environmental review

� Sign all contract documents needed

� Be aware of all federal and local regulations that contractors need to abide by

� Other City Departments enter into MOU with Housing & Community Services Department


77


Bid Out Construction� City will provide new Davis Bacon Wage Decision

� Follow Procurement Requirements:� For >$25,000, competitive sealed bids –advertise in Daily Cal

�Outreach to Berkeley, MBW/WBEs, and Section 3

� Summarize procurement process in a memo to staff and indicate chosen contractor and any subs, including license number. City Staff will verify that contractor is eligible to perform work.

78


Enter into Contract with Contractor

Always reference insurance and pass down local and federal requirements in contracts including:

� Davis-Bacon Wage Decision Number and Modification Number and classifications working on project.

Attach HUD Form 4010 Federal Labor Standards Provisions


79


Pre-Construction Conference

� City Monitor meets with Agency and Contractor to discuss:

� Federal Labor Requirements

� Procedure for requesting payment

�On-site monitoring

� First Source

� Section 3

80

Construction Activities

Monitoring staff will:� Perform site visits during construction

� Need unrestricted access

� Ensure work completed matches payroll and invoices

� Review payrolls

� Interview construction workers

� Process payments

� Review and Approve Change Orders


81


Processing Invoices:

� Use Payment Voucher Cover sheet

� Attach all invoices

� Conditional Lien Waivers for all payments

� Payrolls must be up-to-date

82


Final Payment will be disbursed if…

� All vouchers are in order

� Payrolls are complete and no restitution is required

� An Unconditional Lien Waiver is received

� Final permits are submitted

� Lead Clearance conducted (if applicable)

� HUD 2516 Report is Submitted

� Notice of Completion is Submitted


83

Questions?

City of Berkeley RFP FY2015 · 12/3/2014 · Outline steps needed for contract execution ,...

Documents

Transcript of City of Berkeley RFP FY2015 · 12/3/2014 · Outline steps needed for contract execution ,...