HomeMy WebLinkAbout2007-022 Contract/AMND - Ferrarini & Assoc.
J FERRARINI & ASSOCIATES, INC.
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April 17, 2007
Mr. Brandon Goldman
City of Ashland
51 Winburn Way
Ashland OR 97520
Re: Addendum to Rental Needs Analysis Contract for Personal Services
Dear Brandon:
This letter amends the Contract between the City of Ashland and Ferrarini & Associates for a
Rental Needs Analysis dated January 12,2007. The original Contract was scheduled to expire
on April 1, 2007. With this Amendment, The City of Ashland will extend the Contract until
June 30, 2007 to allow additional time to complete the scope of work. The revised project
schedule is as follows:
· Complete analysis of survey
· Run state model
· Finish draft report
· Finalize report with client feedback
· Present findings to city officials
April 23, 2007
April 25, 2007
May 2, 2007
May 11, 2007
May 24, 2007
Through April 1, 2007, $18,170 of the $25,000 Contract had been billed. From April 1, 2007 to
June 30, 2007 the balance of the Contract will be billed, a total of $6,830.
All other terms of the original Contract remain in effect. If this Amendment is acceptable,
please sign both copies and return one fully executed Contract to our office.
~\;l~ -
Steve Ferra . " President
FERRARlNI & ASSOCIATES, INC.
AGREED AND APPROVED
By: L€L fttA//i($U!-&-
Signature: ~ de..... ..~
Date: S/ij~7
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~1 'i John ,\(Lml~, Oll'gun Ci tl, OR '171)..)' Pi l< Ifh' "Ill :-21-,L"77 I a\ :1(11 72'\, :221
CITY OF
ASHLAND
CONTRACT FOR PERSONAL SERVICES
Contract made on the date specified below in Recital A between the City and Contractor as follows:
Recitals:
A. The following information applies to this contract:
CITY: CITY OF ASHLAND Contractor: Ferrarini & Assocciates, INC.
City Hall Address: 818 John Adams
20 E. Main St. Oregon City, OR 97045
Ashland, Oregon 97520
(541) 488-6002 Telephone: 503-723-4777
FAX: (541) 488-5311 FAX: 503-723-7221
Date of this agreement: 11/21/06 B: Date RFP 1st Advertised: September 20,2006
Beginning Date:11/22106 Proposal opening date: October 23, 2006
Completion Date:4/1/07
2.2. Contracting officer: Brandon Goldman, Housing Program Specialist
2.3. Project Name: Rental Needs Analysis
Project Description: Complete an evaluation of Ashland's rental market including data collection,
survey of Ashland residents, expert interviews, market analysis, creation of an updatable database,
projection of future rental needs, and presentation on market study findings and delivery of the
projection model to the City.
Scope of work as presented in the proposal submitted by Ferrarini and Associates dated 10/18/2006.
6.1 Contractor's representative: Steve Ferrarini
8.3. Maximum contract amount: $25,0000
B. On the date noted above, City issued a request for proposals (RFP) for services needed by City for the
project described above. Contractor submitted a proposal in response to the RFP on the date noted above.
C. After reviewing Contractor's proposal and proposals submitted by other offerors, City selected
Contractor to provide the services covered by the RFP.
City and Contractor agree as follows:
1. Relationship between Citv and Contractor: Contractor accepts the relationship of trust and confidence
established between Contractor and City by this contract. Contractor covenants with the City to perform
services and duties in conformance to and consistent with the standards generally recognized as being
employed by professionals of Contractor's caliber in the locality of the project. Contractor further covenants
to cooperate with City, City's representatives, contractors, and other interested parties in furthering the
interests of City with respect to the contracted services. Contractor acknowledges that City is relying on
Contractor to provide professional services in a manner that is consistent with the interests of City.
2. Definitions: Generally words, terms and phrases used in this contract shall have the meaning ascribed to
them in the construction industry, unless the context clearly indicates otherwise. As used in this contract:
2.1. "City" means the City of Ashland, Oregon.
2.2. "Contracting officer" means the person specified in Recital A above or that person's designee.
2.3. "Project" means the project described in Recital A.
2.4. "Work" or "Services" shall mean all labor, materials, plans, specifications, opinions, reports,
and other services and products which Contractor is required to provide under this contract.
3. Term: The term of this contract shall commence on the date specified in Recital A above and on the
completion date specified in Recital A above, or with thirty (30) days written notice to the other party.
4. Authoritv of Contractina Officer: The contracting officer shall have the authority to act on behalf of City in
the administration and interpretation of this contract. The contracting officer shall have complete authority
to authorize services, transmit instructions, receive information, interpret and define City's policies and
make other decisions with respect to Contractor's services.
5. Contractor's Services: Contractor shall provide services to City that are described in the RFP.
5.1. In connection with the services described in the RFP, Contractor shall:
5.1.1. Consult appropriate representatives of City to clarify and define City's
requirements relative to the services.
5.1.2. Cooperate with other Contractors retained by City in the exchange of
information needed for completion of the services and the project.
5.2. Contractor shall commence performance of services after receiving written authorization from
the contracting officer for work described in the RFP. Contractor shall perform the services as expeditiously
as is consistent with professional skill and care.
5.3. Contractor shall perform the services as an independent contractor in accordance with
generally accepted standards in Contractor's profession. Contractor shall be responsible for the
professional quality, technical accuracy and the coordination of all services performed by Contractor.
Contractor shall, without additional compensation, correct or revise any error or deficiencies in the services
that are caused by Contractor's negligence. City's review, approval, acceptance of, or payment for, any of
the services shall not be construed to waive any of City's rights under this contract or of any cause of
action arising out of Contractor's services. In the event of any breach of this contract by Contractor or
negligent performance of any of the services, City's cause of action against Contractor shall not be
deemed to accrue until City discovers such breach or negligence, or should have, with reasonable
diligence, discovered such breach or negligence. The preceding sentence shall not be construed, however,
Contract for Personal Services, Page 2 of 8
2
to allow City to prosecute an action against Contractor beyond the maximum time limitation provided by
Oregon law.
5. This contract may be terminated by either party for any reason with thirty (30) days written
notice.
6. Assianment of Contractor's Personnel:
6.1. The services covered by this contract shall be rendered by, or under the supervision of the
person specified in Recital A above, who shall act as Contractor's representative in all
communications and transactions with City.
6.2. Contractor will endeavor to honor reasonable specific requests of City with regard to
assignment of Contractor's employees to perform services if the requests are consistent with
sound business and professional practices.
7. Responsibilities of City:
7.1. City will cooperate fully with Contractor to achieve the objectives of this contract.
7.2. City will arrange for access to, and make all provisions for Contractor to enter upon, public and
private property as required for Contractor to perform the services.
7.3. The contracting officer will act as liaison between City, Contractor, public agencies, and others
involved in the project.
8. Pavment:
8.1. City shall pay Contractor for services. No reimbursement will be made for expenses that are
not specifically agreed to by the contracting officer.
8.2. Contractor shall submit monthly invoices to City for Contractor's services within ten days after
the end of the month covered by the invoice.
8.3. Total payments under this contract or any amendments shall not exceed the sum specified in
Recital A above.
9. Compliance with Law:
9.1. This contract will be governed by and construed in accordance with laws of the State of
Oregon. Contractor shall promptly observe and comply with all present and future laws, orders, regulations,
rules and ordinances of federal, state, City and city governments with respect to the services including, but
not limited to, provisions of ORS 279C.505, 279C.515, 279C.520, and 279C.530.
9.2. Pursuant to ORS 279C.520(2} any person employed by Contractor who performs work under
this contract shall be paid at least time and a half pay for all overtime in excess of 40 hours in anyone
week, except for persons who are excluded or exempt from overtime pay under ORS 653.010 to 653.261
or under 29 U.S.C. Sections 201 to 209.
9.3. Contractor is a "subject employer" as defined in ORS 656.005 and shall comply with ORS
656.017. Prior to commencing any work, Contractor shall certify to City that Contractor has workers'
compensation coverage required by ORS Chapter 656. If Contractor is a carrier insured employer,
Contractor shall provide City with a certificate of insurance. If Contractor is a self-insured employer,
Contractor shall provide City with a certification from the Oregon Department of Insurance and Finance as
Contract for Personal Services, Page 3 of 8
3
evidence of Contracto~s status.
9.4. If the amount of this contract is $15,964 or more, Contractor is required to comply with
chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in this chapter, to all
employees performing work under this contract and to any subcontractor who performs 50% or more of the
service work under this contract. Contractor is also required to post the attached notice predominantly in
areas where it will be seen by all employees.
10. Ownershio of Documents: All documents prepared by Contractor pursuant to this contract shall be the
property of City. To the extent permitted by law, City shall, within the limits of the Oregon Tort Claims Act,
defend, indemnify and hold harmless Contractor, its Contractors, agents and employees against all
damages, claims, expenses and losses arising out of any reuse of plans, specifications and other
documents prepared by Contractor without prior written authorization of Contractor.
11. Records:
11.1. Contractor shall develop and maintain complete books of account and other records on the
services, which are adequate for evaluating Contracto~s performance. Contractor shall maintain records in
such a manner as to provide a clear distinction between the expenditures and revenues related to the
project and the expenditures and revenues related to Contractor's other business.
11.2. Contractor's books and records shall be made available for inspection by City at reasonable
times, to verify Contracto~s compliance with this contract. City shall have the right to request an audit of
Contracto~s books and records by a certified public accountant retained by City.
12. Indemnification: Contractor shall defend, indemnify and save City, its officers, agents, and employees
harmless from any and all claims, actions, costs, judgments, damages or other expenses resulting from
injury to any person (including injury resulting in death,) or damage to property (including loss or
destruction), of whatsoever nature arising out of or incident to the negligent performance of this contract by
Contractor (including but not limited to, the negligent acts or omissions of Contracto~s employees, agents,
and others designated by Contractor to perform work or services attendant to this contract). Contractor
shall not be held responsible for any claims, actions, costs, judgments, damages or other expenses,
directly and proximately caused by the negligence of City.
13. Insurance:
force:
13.1. Contractor shall, at its own expense, at all times during the term of this contract, maintain in
13.1.1. A comprehensive general liability policy including coverage for contractual
liability for obligations assumed under this contract, blanket contractual liability, products
and completed operations and owner's and contracto~s protective insurance;
13.1.2. A professional errors and omissions liability policy; and
13.1.3. A comprehensive automobile liability policy including owned and non-
owned automobiles.
13.2. The coverage under each liability insurance policy shall be equal to or greater than the limits
for claims made under the Oregon Tort Claims Act, ORS 30.260-30.270, with minimum coverage of
$500,000 per occurrence (combined single limit for bodily injury and property damage claims) or $500,000
per occurrence for bodily injury and $100,000 per occurrence for property damage.
13.3. Liability coverage shall be provided on an .occurrence" basis. "Claims made" coverage will
Contract for Personal Services, Page 4 of 8
4
not be acceptable, except for the coverage required by subsection 13.1.2.
13.4. Contractor shall submit certificates of insurance acceptable to the City with the signed
contract prior to the commencement of any work under this agreement. Each certificate shall state that
coverage afforded under the policy cannot be cancelled or reduced in coverage cannot be made until at
least 30 days prior written notice has been given to City. A certificate which states merely that the issuing
company "will endeavor to mail" written notice is unacceptable. Each certificate of insurance shall provide
proof of required insurance for the duration of the contract period.
14. Default:
14.1. There shall be a default under this contract if either party fails to perform any act or obligation
required by this contract within ten days after the other party gives written notice specifying the nature of
the breach with reasonable particularity. If the breach specified in the notice is of such a nature that it
cannot be completely cured within the ten day period, no default shall occur if the party receiving the notice
begins performance of the act or obligation within the ten day period and thereafter proceeds with
reasonable diligence and in good faith to effect the remedy as soon as practicable.
14.2. Notwithstanding subsection 14.1, either party may declare a default by written notice to the
other party, without allowing an opportunity to cure, if the other party repeatedly breaches the terms of this
contract.
14.3. If a default occurs, the party injured by the default may elect to terminate this contract and
pursue any equitable or legal rights and remedies available under Oregon law. All remedies shall be
cumulative.
14.4. Any litigation arising out of this contract shall be conducted in Circuit Court of the State of
Oregon for Jackson County.
15. Termination without Cause:
15.1. In addition to the right to terminate this contract under subsection 14.3, either party may
terminate by giving the other party written notice thirty {30} days prior to the termination date.
15.2. In addition to the right to terminate this contract under subsection 14.3, Contractor may
complete such analyses and records as may be necessary to place its files in order and, where considered
necessary to protect its professional reputation, to complete a report on the services performed to date of
termination.
15.3. If City terminates the contract under subsection 15.2, Contractor shall be paid for all fees
earned and costs incurred prior to the termination date. Contractor shall not be entitled to compensation for
lost profits.
16. Notices: Any notice required to be given under this contract or any notice required to be given by law
shall be in writing and may be given by personal delivery or by registered or certified mail, or by any other
manner prescribed by law.
16.1. Notices to City shall be addressed to the contracting officer at the address provided for the
City in Recital A above.
16.2. Notices to Contractor shall be addressed to the Contractor's representative at the address
provided for the Contractor in Recital A above.
Contract for Personal Services, Page 5 of 8
5
17. Assianment: City and Contractor and the respective successors, administrators, assigns and legal
representatives of each are bound by this contract to the other party and to the partners, successors,
administrators, assigns and legal representatives of the other party. Contractor shall not assign or
subcontract Contractor's rights or obligations under this contract without prior written consent of City.
Except as stated in this section, nothing in this contract shall be construed to give any rights or benefits to
anyone other than City and Contractor.
18. Modification: No modification of this contract shall be valid unless in writing and signed by the parties.
19. Trade Secrets and Confidential Information: Contractor shall clearly identify specific material within all
documents that is considered a trade secret or is otherwise confidential. City agrees, to the extent allowed
by state and Federal law, not to disclose to the public any identified trade secrets or confidential material.
Contractor waives any and all civil claims arising "from any violation of the Uniform Trade Secrets Act (ORS
646.461) if any material is disclosed to the public if such material is not clearly and specifically identified by
Contractor.
CONTRACTOR:~~
BY ~~_____ ~
"gnature
BY ~\ c:...-...1-L F<L(rp..r, ~ '\
Print Name
TITLE?( -c.~, ~~\-
CITY OF ASHLAND:
BY ~ c:t.- ~
FINANCE DIRECTOR
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DATE
DATE ~l 0 19
FederallD # 75 - 31 "Z..(dW<~
CONTENT REVIEW ;
DATE t - - 0
ACCOUNT#r/tP~9,:2.716~O~1 ~()
PURCHASE ORDER # ?J7:3 4q
(for City purposes only)
"The completed IRS W-9 form and required certificates of insurance must be submitted with the signed contract.
G:\legaI\Reeder\FINANCE\Parking Enforcement Services RFP Contract (11-05).doc
Drafted November 2005
Contract for Personal Services, Page 6 of 8
6
T-
City of Ashland
LIVING
ALL employers described
below must comply with City
of Ashland laws regulating
payment of a livinq waqe.
~.,
Employees must be paid a
living wage:
~ For all hours worked under a
service contract between their
employer and the City of
Ashland if the contract
exceeds $16,936 or more.
~ For all hours worked in a
month if the employee spends
50% or more of the
employee's time in that month
working on a project or portion
D!IIJperHur
of business of their employer,
if the employer has ten or
more employees, and has
received financial assistance
for the project or business
from the City of Ashland in
excess of $16,936.
~ If their employer is the City of
Ashland including the Parks
and Recreation Department.
~ In calculating the living wage,
employers may add the value
of health care, retirement,
401 K and IRS eligible
ve .June, 2006
Rually every
Index)
e 30 by the
cafeteria plans (including
childcare) benefits to the
amount of wages received by
the employee.
~ Note: "Employee" does not
include temporary or part-time
employees hired for less than
1040 hours in any twelve-
month period. For more
details on applicability of this
policy, please see Ashland
Municipal Code Section
3.12.020.
For additional information:
Call the Ashland City Administrator's office at 541-488-6002 or write to the City Administrator,
City Hall, 20 East Main Street, Ashland, OR 97520 or visit the city's website at www.ashland.or.us.
Notice to Employers: This notice must be posted predominantly in areas where it can be seen by all
employees.
Contract for Personal Services, Page 8 of 8
CITY OF
ASHLAND
8
j FERRARINI&ASSOCIATES, INC.
'II
Real Estate Advisory Group
RE"J:"n !r=D
,--.I .... t .. L..
OCT I 9 2006
("'\,"l.., ,...f. ^, .. '
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October 18, 2006
Brandon Goldman
City of Ashland, Community Development Department
51 Winburn Way
Ashland OR 97520
Re:
Request for Proposals: Rental Needs Analysis.
Dear Mr. Goldman:
The Ferrarini & Associates team is pleased to submit the attached proposal to the City of Ashland.
We have a passion for providing high-quality analysis based on well-designed and thorough
research. Our primary goal is to provide you with sound market data and analysis to inform
housing policy development and implementation.
Ferrarini & Associates offers insightful market and economic analyses to public and private sector
clients throughout the Pacific Northwest. Our affordable housing resume includes over 50 projects
completed during 15 years of practice. Though our team has extensive experience with similar
projects, we understand that no two communities are alike, and apply unique solutions to every
project. Ferrarini and Associates will lead the project and market study tasks.
Fusion MR is a full service market research firm based in Portland, OR. The company specializes
in consumer research including random survey and statistical analysis methods. Fusion MR will
lead the household survey task.
Richard Bjelland, of the Oregon Department of Housing and Community Services, has agreed to
serve as a technical advisor to the team, lending his unsurpassed expertise on the Oregon Housing
Needs Model to the project (subject to approval by departmental management).
We are committed to giving this project a high-priority - Steve Ferrarini, Principal-in-charge, will
be directly involved in project delivery and project staff will be available to ensure timely
completion of tasks and deliverables.
We believe that the Ferrarini and Associates team offers a unique blend of experience and market
insight that will help the City of Ashland and its citizens understand the area's rental housing
needs. If you have any questions regarding our approach or qualifications, please contact me at
503-723-4777 or by email atsteve@ferrariniadvisors.com.Asrequested.we.veincluded six
copies of our proposal and one copy of the RFP.
Sincerely,
~
Steve Fe
Ferrarini & Associates
8'18 John Adams, Oregon City, OR 97045 Phone 503 723-4777 Fax 503723-7221
r -
Proposal to the City of Ashland
Rental Needs Analysis Project
10/18/2006
Submitted by:
4 FERRARINI & ASSOCIATES, INC.
:.. Real Eslale .Advisory Group
T able of Contents
Project Understanding.................................................................................. ....................... 1
Approach............................................................................................................................. 2
Project Timeline.................................................................................................................. 8
Staffing Assignments.......................................................................................................... 8
T earn Organization............................................................................................................. 9
Staff Resumes................................................................................................................... 10
Selected Experience.......................................................................................................... 12
Fee Arrangement............................................................................................................... 13
Contractual Terms and Conditions ................................................................................... 14
References.................... ........ ............................................................................................. 14
Project Understanding
Ashland and the broader Rogue Valley area have undergone significant demographic and
economic transformations since Census 2000 was completed. Median home prices in
Ashland have increased from $188,400 to $478,000 between 2000 and June 2006, or by
18.5% annually. Meanwhile, median family income in Jackson County grew only 6.0%
annually, from $38,800 in 2000 to $52,100 in 2005.
The disparity in home price and median household income growth is likely explained by
the fact that:
.
Ashland has gained popularity as a retirement and secondary home community,
resulting in higher net-worth households buying into the local housing market and
being able to afford higher prices;
The Rogue Valley has caught the attention of speculative buyers, who have bid up the
price housing; and
Extraordinarily low interest rates and creative loan products have allowed credit-
worthy consumers to borrow more.
.
.
These trends are causing a decline in the availability of ownership-oriented workforce
housing. As a result, demand for rental housing will increase as:
· More households become unable to participate in the oWIiership housing market;
· Rental homes are placed into the ownership market by land owners looking to
capitalize on high sales prices; and,
· Interest rates begin to rise to more normal levels.
It is apparent in the Request for Proposals (RFP) and a review of Ashland's housing
publications that the City recognizes that there may be an affordability problem in its
rental market. This situation could result in out-migration of working families, a
dynamic that could adversely impact:
· Socioeconomic diversity in Ashland;
· Local schools ability to maintain enrollment levels; and,
· Employer's ability to attract qualified workers.
The creation of an accurate rental housing needs analysis will be an integral part of the
City's effort to "encourage the availability of adequate numbers of needed housing units
at price ranges and rent levels which are commensurate with the financial capabilities of
Oregon household," as required under Goal 10. It will allow the City to understand the
extent to which there is an affordability gap in the rental market now and to what extent it
is likely to exist in the future. This information will allow the City to refine its policies
and direct its resources to address this potential problem.
1
Now is a particularly good time to assess the market. Not only because of the trends
discussed above, but because successful implementation of Ashland's housing plans and
programs relies, in part, on the availability of good market and demographic data.
Approach
We propose to complete a comprehensive evaluation of Ashland's rental housing market.
Our approach is based on the following tenets:
1. Efficiency: We will make efficient use of City resources by building on and
improving the Oregon Housing Needs Model to specifically fit Ashland's
circumstances. The model has been proven to reliably predict attributes of housing
demand. However, the weakness is the accuracy of the data that goes into the model
especially with regard to housing supply. We propose to address this weakness by
obtaining the best possible information on rental housing demand, and will make
housing supply our principal area of investigation.
2. Accuracy: We will ensure the accuracy of the data used to run the State Housing
Model and results by both obtaining statistically reliable information from a
representative survey of Ashland households and by also cross-validating data using
expert interviews, a field survey of available rental units, and other sources. This will
result in a model that offers improved predictive ability.
3. Analysis: A hallmark of Ferrarini & Associates is the depth of our analysis. We
won't just report the demographic, economic, and market statistics that describe the
rental market - we will "tell the story" of the underlying dynamics that drive these
statistics. Our report will be articulated to facilitate a common understanding of the
trends that will likely continue to affect the rental housing market.
4. Expertise: Our team brings deep expertise in all of the key areas of the Rental Needs
Analysis project. Ferrarini & Associates offers considerable expertise in conducting
housing market studies and in addressing the fundamental macroeconomic trends
affecting Rogue Valley's real estate market. Fusion MR offers more than five years
experience in developing and implementing consumer surveys. Finally, Richard
Bjelland will serve as a technical advisor to the team and wi111end his unsurpassed
knowledge of the Oregon Housing Needs model to the project.
We believe the approach described below is uniquely suited to achieve the City's goals
for the Rental Needs Analysis project. .
Task 1. Project Kickoff
Steve Ferrarini, Principal-in-Charge, and David Stocker, Project Manager, will attend a
project kickoff meeting with City staff following contract signing. The purpose of this
step is for the consultant team and City staff to discuss the project delivery strategy, and
clarify the following issues:
. project goals;
. survey instrument and methods;
. City data needs;
. City data resources; and,
2
r--
. project schedule.
Ferrarini & Associates will work with City staff to collect available data that may help
complete the analysis, including building permit information, confidential Oregon
Employment Department statistics (ES-202 file), and GIS shapefiles.
Deliverables:
· Ferrarini & Associates will prepare for and facilitate a project initiation meeting
with City staff.
Schedule:
. Week 1 (in combination with Task 2)
Task 2. Field Survey
A field survey of existing apartment buildings and complexes is needed to gather base
information on the multi-family dwelling component of the rental market, and to make
contact with property managers who can help explain factors that have been influencing
the rental housing market in Ashland. Ferrarini & Associates will sample existing multi-
family dwellings to gather data on their physical and market characteristics including
occupancy and vacancy rates by unit type, size, and price: Ferrarini & Associates will
solicit input from City staff on key apartment buildings/complexes to include in the
survey.
Deliverables:
. Field survey of rental dwellings in multi-family buildings/complexes and a
summary of our findings.
Schedule:
. Week 1 (in combination with Task 1)
Task 3. Survey of Households
Ferrarini & Associates and Michael Midghall, principal of Fusion MR, will develop and
administer a representative sample of renter households who live in Ashland. The survey will
provide the City of Ashland with valid and statistically reliable information about the market for
rental housing in the Ashland area, including demographics, housing stock characteristics, and
demand attributes.
Task 3.1. Sample Design
The purpose of this subtask is to verify survey goals with the City. Our proposal is
based on the assumption that we will complete 450 to 550 surveys of the general
population, including 225 to 275 surveys of renter households. This sample will provide
information that has approximately a 4.5% percent error factor at a 95% confidence level
for the sample population, and a 6.5% error factor for the renter subgroup. This means
that 95 out of 100 times the results obtained from different samples of the same size
would be within 4.5% of the sample population obtained in our survey. The Ferrarini &
3
Associates team can administer a more precise survey if preferred, however obtaining a
larger sample may increase costs depending on the length of the questionnaire.
Task 3.2. Questionnaire Design
Questionnaire design is the most important component of the survey planning process.
The Ferrarini & Associates team will work iteratively with City staff and Richard
Bjelland to ensure that all necessary information will be solicited from the survey.
We will ensure that the survey is organized and worded to obtain valid and reliable
information -- this is achieved by asking the most pertinent questions in multiple ways.
The questionnaire will include mostly closed-ended questions with only a few open-
ended questions.
Each interview is expected to last approximately 10 minutes. Asking the right questions
in this timeframe is important both to sustain the interviewee's attention and to ensure
cost-effectiveness.
As mentioned earlier in our approach, a small portion of the questionnaire will include
questions for Ashland's general population while most of it will target questions to the
renter subgroup.
Some components of the questionnaire will provide input to the Oregon Housing Needs
Model. For these components, we propose to ask questions consistent with the U.S.
Census Bureau's survey design to allow for comparison with previous censuses and
future releases of American Community Survey and U.S. Census data. This will help
ensure the model's reliability in assessing and predicting housing needs.
Task 3.3. Data Collection
The Ferrarini & Associates team will administer the survey to the sample population
specified in Task 3.1. The survey will be administered by telephone via Random Digit
Dialing (RDD). This technique ensures that a 'random' sample is utilized. The answers
to all questions in the survey will be collected and stored in an electronic database but
will not include personal identifying information.
Task 3.4. Data Analysis and Reporting
The purpose of this subtask is to create a report that provides a rich and easy-to-use
dataset. This report will include a summary of responses to each question, and cross
tabulations showing responses by subgroup. The data analysis process will also include
coded responses to open-ended questions to reveal the frequencies of popular responses.
This report will be structured to best inform future project tasks. Ferrarini & Associates
may also provide survey data in an electronic format to enable City staff or other parties
to create custom queries.
Deliverables:
. Draft and final survey questionnaire
4
· A telephone survey of 450 - 550 households with approximately half of those,
225 - 275, being renter households
· Data reports: Top Line Summary Report & Cross Tabulation Report
· Electronic database of survey findings
Schedule:
. Weeks2-5
Task 4. Expert Interviews
The purpose of this task is to better understand the perspectives of key actors in the rental
market. While some of the expert interviews will be conducted in conjunction with Task
2, the intent in this task is to interview a broader range of real estate professionals to
understand all market and economic factors that are influencing the rental housing market
in Ashland. Brokers and developer interviews will be conducted to round out the
information gathered from property managers in Task 2. The Ferrarini & Associates team
will solicit suggestions from City staff on individuals or groups to interview.
De/iverables:
. Facilitate and summarize expert interviews
Schedule:
. Weeks 3 -5
Task 5. Market Analysis
Ferrarini & Associates will develop a comprehensive assessment of the rental housing
market. This task includes three main components: 1) describe historical markets trends;
2) characterize current market conditions; and, 3) forecast future conditions.
Ferrarini & Associates will analyze market conditions by incorporating previously
collected primary data and examining secondary economic, demographic, and permitting
data to assess key changes in the rental housing market between 1990 and 2006. This
will help us identify the demographic and economic trends likely to impact demand for
rental housing units within Ashland.
Ferrarini & Associates will describe current market conditions, with an emphasis on
furnishing reliable and accurate inputs to the Oregon Housing Needs Model. This
component of the market analysis will address key features of the current rental market
including current economic and demographic conditions. This task will result in a profile
of rental housing demand and supply (incl. the number of units by type and price).
The Oregon Housing Needs Model has been demonstrated to reliably predict housing
demand. Therefore, this analysis will provide a special emphasis on the features of rental
housing supply.
Finally, the market study will include a forecast of future market conditions based on
historical and current market dynamics. The forecast will address rental housing projects
5
,--
in the development pipeline, and will take into account previous studies that assessed the
quantity and productivity of vacant land zoned for multifamily uses.
Ferrarini & Associates will prepare an efficient and compelling report to tell the story of
the Ashland rental housing market. The report will make appropriate use of tables,
graphics, charts, and supporting narrative to make information user-friendly and
maximize its utility in decision-making.
De/iverables:
· Market study exhibits with supporting narrative, tables, graphics, charts, and
appendices.
Schedule:
. Weeks6-8
Task 6. Prepare Database and Implementation Methodology
The purpose of this task is to use all information gathered in previous tasks to understand
if there are any current gaps in the rental housing market in Ashland now and what those
gaps may be in the future. This task will result in a Oregon Housing Needs model run to
predict the profile of existing and future rental housing needs.
A key to obtaining accurate results from the needs analysis is to use the most precise
inputs into the model, but also make adjustments to the model as needed to reflect the
specific market dynamics influencing the City of Ashland.
Mr. Ferrarini and Mr. Bjelland have worked through minor modifications to the model
previously in Ferrarini & Associates analysis of workforce housing needs in the City of
Medford. This same collaborative and critical analysis of the model and local market
factors will be also used in this assignment.
Another key component of this task is to provide a database and roadmap that can be
used by the City of update the Needs Analysis in the future without the need to use
additional consulting services. The methodology for updating the needs Analysis will
draw from Richard Bjelland's experience in Canby, Oregon where identified data and
methods for updating the housing model using current data from the market rather than
waiting for updated Census information.
De/iverables:
· Updatable database containing economic, demographic, and rental housing supply
information
. Documentation on how to use and update the database
Time/ine:
. Week 9
6
Task 7. Presentation to the Ashland Housing Commission
Ferrarini & Associates will present key findings from the market study to the Ashland
Housing Commission. Our presentation will provide highlights from the Market Study
and Gap Analysis described in Tasks 5 and 6.
Deliverables:
· Prepare for and deliver presentation on market study findings to the Ashland
Housing Commission
Timeline:
. Week 10
Task 8. Project Management and Coordination
Ferrarini & Associates will provide on-going project management and team coordination.
This task also includes invoicing and other administrative duties.
Deliverables:
· Biweekly invoices
· On-going project management and coordination
Timeline:
. Weeks I - 10
7
Project Timeline
What follows is the estimated time it will take the Ferrarini & Associates team to
complete the above described scope of work based on our previous experience.
However, the timing of tasks is flexible to meet the City's needs and will be finalized
during the project kickoff.
Task Timin2*
Task 1. Project Kickoff Week 1
Task 2. Field Survey Week 1
Task 3. Survey of Households Weeks 2-5
Task 4. Expert Interviews Weeks 3-5
Task 5. Market Analysis Weeks 6-8
Task 6. Prepare Database and Implementation Week 9
Task 7. Presentation to the Ashland Housing Commission Week 10
Task 8. Proiect Mana2ement and Coordination Weeks 1-10
* Denotes number of weeks from contract signing. This schedule can be adjusted to respond to the
City's needs.
Staffing Assignments
Task Staff
Task 1. Project Kickoff Steve Ferrarini (lead)
David Stocker
Richard Bjelland (advisor)
Task 2. Field Survey David Stocker
Task 3. Survey of Households Michael Midghall (lead)
Steve Ferrarini
David Stocker
Richard Bjelland (advisor)
Task 4. Expert Interviews David Stocker
Task 5. Market Analysis David Stocker (lead)
Steve Ferrarini
Task 6. Prepare Database and Implementation David Stocker
Richard Bjelland (advisor)
Task 7. Presentation to the Ashland Housing Commission David Stocker
Task 8. Project Management and Coordination David Stocker (lead)
Steve Ferrarini
8
Team Organization
Ferrarini & Associates is a small firm which means that we offer responsive service to
maximize the goals of each of our clients.
Not only do we have access to volumes of statistical information on the Ashland area's
economy, demographics, and real estate market - but we have over 15 years of practical
know-how in interpreting the data.
Steve F errarini, Principal-in-Charge, will be
personally involved in project delivery. Steve
has led over 50 market study and strategic
planning efforts for affordable housing
projects. He will provide strategic advice and
guidance to City staff and the project team.
Steve will also provide quality assurance.
David Stocker, Project Manager, will lead
the project's daily operations. David has led
development of several comprehensive
housing assessments for public sector clients,
and has extensive project management
experience. David is both a qualified Planner
and Market Analyst. David will ensure project
delivery is timely and reflects superior
workmanship, as well as completing technical
duties.
Both Steve and David will be available to City of Ashland staff to advance the City's
goals. This basic leadership structure will result in high quality results and efficient use of
resources.
Richard Bjelland, Technical Advisor, will be available to provide strategic advice to the
project team and help improve and refine the Oregon Housing Needs Model for
Ashland's specific circumstances. As author of the Model, Richard will be an excellent
resource in identifying areas for improvement and providing guidance on how to tailor it
for future updates.
Michael Midghall, Survey Task Lead, will provide a supporting role in the project by
leading the survey tasks.
Matt Johnson, Project Staff, will provide support in conducting market research and
analysis.
9
Staff Resumes
Steve Ferrarini, Principal-in-Charge
Steve Ferrarini is a real estate advisor with more than a fifteen years of experience working
on commercial, industrial, residential and recreational/hospitality development. During this
period of time, Mr. Ferrarini has assessed hundreds of real estate projects throughout the
United States, in Canada and the Caribbean, and has been a speaker at real estate
development conferences. Mr. Ferrarini has also recently been involved in several
prominent land use cases in Oregon.
As a principal at Ferrarini & Associates, Mr. Ferrarini is involved in research design,
economic and financial modeling, market analysis and project management, in addition to
managing the firm's day-to-day operations. Mr. Ferrarini's consulting practice is focused in
three areas:
.
Providing expert testimony to planning commissions, city councils and courts of law
regarding market, economic and fiscal impacts associated with development;
Analyzing specific development proposals and providing business and development
strategies that capitalize on the advantages of the site and opportunities in the market;
and
Advising municipalities on how to realize community development objectives in newly
developing or redeveloping areas.
.
.
Prior to forming Ferrarini & Associates, Mr. Ferrarini was an owner and principal at
Hobson Ferrarini Associates.
Steve holds a Bachelor of Arts from the University of Washington and a Masters in
Urban and Regional Planning from Portland State University
David Stocker, AICP, Project Manager
David Stocker is a real estate advisor and land use planner with more than six years of
experience working on public and private sector projects throughout the Pacific
Northwest.
As a Senior Associate at Ferrarini & Associates, Mr. Stocker is involved in research design,
policy analysis, economic and financial modeling, strategic planning, market analysis and
project management.
David Stocker's experience covers three main areas:
. Advising public and private entities on real estate development strategies. This
work takes into account public priorities, site characteristics, market conditions,
and the regulatory environment. Mr. Stocker has provided guidance to decision-
makers on how to leverage development opportunities while considering
potential constraints.
10
· Completing planning studies, including: comprehensive plans, concept plans,
sub-area plans, and site redevelopment plans. The purpose of each of these
projects was to establish a planning framework that would facilitate
development and enhance community livability. Each of these multidisciplinary
efforts integrated land use planning, urban design, capital facilities
programming, transportation planning, and economic analysis. Mr. Stocker's
approach to these projects was to ensure that implementation was achievable
given public resources and physical and market conditions.
· Designing, researching, and authoring housing plans. Mr. Stocker has authored
several community housing plans for jurisdictions in Oregon and Washington.
These studies examined existing housing stock, anticipated trends, and provided
policy recommendations for achieving local planning goals.
David Stocker holds a Bachelor of Arts from Michigan State University and a Masters in
Urban and Regional Planning from Portland State University. He is also a member of the
American Institute of Certified Planners.
Michael Midghall, Survey Task Lead
Michael Midghall founded Fusion MR in December 2001. In addition to running Fusion
MR, he is an associate at Davis, Hibbitts & Midghall, Inc.
In his 20+ year sales & marketing career, Mr. Midghall has also worked for test &
measurement, software and computer hardware manufacturers. Through Fusion MR
projects he is able to work in a broad array of industries. His clients include business &
civic associations, construction & urban development firms, consultants, educational
foundations, environmental agencies, electric & gas utilities, entrepreneurial start-ups,
financial services firms, government, health care organizations, high tech companies,
non-profits, a social ministry, and the travel & tourism industry. Prior to creating Fusion
MR, Mr. Midghall provided market research, channels marketing, product marketing,
strategic alliance marketing, and website development & management services for Intel
Corporation.
Mr. Midghall holds a B.S. in Electrical Engineering from the University of Massachusetts
and an MBA in MarketinglNew Venture Analysis from the University of Tennessee. He
completed the University of Georgia's Principles of Market Research Certification
program prior to starting his company. Today, he continues to refine his knowledge and
techniques through attendance of advanced market research conferences.
11
Selected Experience
Staff at Ferrarini & Associates have been assessing housing needs for approximately 15
years. During this time the firm has completed studies for jurisdictions who want to
understand the needs within their own community and more than 50 private development
projects including both rental apartments and affordable for-sale residences. This
experience has made Ferrarini & Associates one of the most experienced and well
respected firms who complete market rate and affordable housing analyses in Oregon.
Family Housing in the Pearl District and Central City
Portland Development Commission
Ferrarini & Associates, in partnership with Michael Midghall of Fusion MR, was hired
by the Portland Development Commission (PDC) to assess the market for family-
oriented, ownership housing in the Central City and the Pearl District. To assess the
feasibility of this product type, the Ferrarini & Associates team completed 15 in-depth
interviews with Pearl District families and experts and a statistically valid, on-line survey
of the target market.
Goal 10 Analysis: Medford Oregon
Northeast Plan UGB Amendment
As part of a planned application for a UGB Amendment Ferrarini and Associates
completed a 20 year housing needs analysis for the City of Medford. This analysis used
two models, a proprietary housing needs model developed by Ferrarini and Associates
and the State Housing Needs Analysis. Both models were used to confirm and validate
the need for affordable workforce housing in the City, which was the reason for the
proposed UGB amendment. Mr. Ferrarini worked with Mr. Bjelland to make minor
adjustments to the State Housing Model so it more accurately reflected the need in this
community.
Workforce Housing Needs Presentation
City of Medford Housing Commission
Mr. Ferrarini presented the results of a workforce housing needs analysis to the Medford
Housing Commission in August 2005. This presentation used historic sales information
to show how the supply of workforce housing is rapidly disappearing in the City of
Medford. It also forecasted future trends considering the current cost of land in areas
where the UGB would be expanded in the future, the cost of converting raw land to
finished lots, and forecasts for continued in-migration from California.
"How To" Market Analysis Seminar
Oregon Housing and Community Services Department
Oregon Housing and Community Services Department (OHCS) hired Mr. Ferrarini and
Ferrarini & Associates to conduct a seminar on market studies. The purpose of the
seminar was to help OHSC staff to understand what kinds of information should be
included in a market study and which data within the market study is the more reliable to
use when assessing the merits of the many projects to come to this department seeking
financial assistance.
12
Fee Arrangement
What follows is our proposed fee arrangement for the Rental Needs Analysis project. The
budget described below represents a very efficient use of public funds given the breadth
of tasks required by the project's scope. Our assumption is that the project's emphasis
will be in completing high-quality research and analysis, and the budget reflects efficient
reporting of our findings. The Ferrarini & Associates team is willing to work with the
City to adjust the budget if more robust reporting is required.
It should be noted that Task 3 will provide a statistically valid survey at a 95% level of
confidence with an estimated 4.5% margin-of-error for the total sample population. The
Ferrarini & Associates team can work with the City of Ashland to adjust the proposed
budget if more precise survey results are required.
Task Bud2et
Task 1. Project Kickoff $1,620
Task 2. Field Survey $1,020
Task 3. Survey of Households $12,566
Task 4. Expert Interviews $1,640
Task 5. Market Analysis $4,820
Task 6. Prepare Database and Implementation $1,555
Task 7. Presentation to the Ashland HousinJ!; Commission $1,020
Task 8. Project ManaJ!;ement and Coordination $705
Total $24,946
Our rate schedule is as follows:
F errarini & Associates
Steve Ferrarini, Principal-in-Charge
David Stocker, Project Manager
Matt Johnson, Staff
$140
$85
$70
Fusion MR
Michael Midghall
$125
Richard Bjelland
N/A
13
Contractual Terms and Conditions
We have reviewed the City of Ashland's contract provisions included in the Request for
Proposals and find them acceptable.
References
Louise Dix
Neighborhood Resources Coordinator
City of Medford
411 West 8th Street
Medford OR 97501
Phone: 541-774-2090
Thomasina Gabriele
Gabriele Development Services
2424 NW Northrup
Portland, OR 97210
Phone: 503-312-8002
Heather Hansen
Portland Development Commission
222 NW Fifth Ave
Portland, OR 97209-3859
Phone: 503-823-3200
14
r~'
CITY RECORDER'S COpy
Page 1 / 1
CITY OF
ASHLAND
20 E MAIN S1-
ASHLAND, OR 97520
(541) 488-5300
,DAlE
1/26/2007
P:O~NUMBER
07349
VENDOR: 011922
FERRARINI & ASSOCIATES INC
818 JOHN ADAMS
OREGON CITY, OR 97045
SHIP TO: Ashland Planning Department
(541) 488-5305
51 WINBURN WAY
ASHLAND. OR 97520
FOB Point:
Tenns: Net
Req. Del. Date: 11/22/2006
Speciallnst:
Req. No.:
Dept.: COMMUNITY DEVELOPMENT
Contact: Brandon Goldman
Confinning? No
. Q!larltiM~ ;,],l,Inii~,~~~m. ,tii..~ -,A 'l'~.:.O~$~,riDila,i"
THIS IS A REVISED PURCHASE ORDER
BLANKET PURCHASE ORDER
Proiect: Rental Needs Analysis
Complete an evaluation of Ashland's
rental market includinQ data
collection. survey of Ashland
residents. expert interviews, market
analysis. creation of an updatable
database. projection of future rental
needs. and presentation on market study
findinQs and delivery of the projection
model to the City. Scope of work as
presented in the proposal submitted by
Ferrarini and Associates dated
10/18/2006.
iii
<!f:I",~ lL,
.!:.H' ~&""~ft
~ ~~P.JJit"P~i(;,e~~:~l ~,~~~.~p~ic~."&.._~
25,000.00
RFP
Date of aQreement: 11/21/2006
BeQinninQ date: 11/22/2006
Completion date: 04/01/2007
Not to exceed $25.000.00
Processed chanQe order 05/08/2007
The contract is beinQ extended until
June 30. 2007 to allow additional time
to complete the scope of work.
BILL TO: Account Payable
20 EAST MAIN ST
541-552-2028
ASHLAND, OR 97520
SUBTOTAL
TAX
FREIGHT
TOTAL
25 ooo.no
0.00
0.00
25.000.00
Account"1N1imlj!t!;~ ',,", project'~,4!l1ber ,\,~;Arriount .;, ., a ACCOIJritJ~ym~eE;i~ .~J!fOieli:tNijmber~:~ l~r"'~Amol,lffi'~l ..
'" .l.i."
E 1 1 0.09.27. 1 6.6041 O( . 25 000.00
L4( ...:t.-
/? .s /;y~ ?
...... AuUPlr~zed Signatur~
VENDOR COPY
CITY RECORDER'S COpy
Page1/1
,~,
CITY OF
ASHLAND
20 E MAIN ST.
ASHLAND, OR 97520
(541) 488-5300
~lr
07349
VENDOR: 011922
FERRARINI & ASSOCIATES INC
818 JOHN ADAMS
OREGON CITY, OR 97045
SHIP TO: Ashland Planning Department
(541) 488-5305
51 WINBURN WAY
ASHLAND, OR 97520
FOB Point:
Tenn.: Net
Req. Del. Date: 11/2212006
Speclallnst:
Req. No.:
Depl: COMMUNITY DEVELOPMENT
Contact: Brandon Goldman
Conflnnlng? No
BLANKET PURCHASE ORDER
Project: Rental Needs Analysis
Complete an evaluation of Ashland's
rental market including data
collection, survey of Ashland
residents, expert interviews, market
analysis, creation of an updatable
database, proiection of future rental
needs, and presentation on market study
findintls and delivery of the projection
model to the City. Scope of work as
presented in the proposal submitted by
Ferrarini and Associates dated
10/18/2006.
25,000.00
RFP
Date of agreement: 11/21/2006
Beginning date: 11/2212006
Completion date: 04/01/2007
Not to exceed $25,000.00
BILL TO: Account Payable
20 EAST MAIN ST
541-552-2028
ASHLAND, OR 97520
SUBTOTAL
TAX
FREIGHT
TOTAL
0.00
0.00
25,000.00
" . ~-,/
~ ~~.....~ Scr "?
,A Signature
VENDOR copy