Reserve Study – Request for Information

OCEAN PINES ASSOCIATION, INC.
239 Ocean Parkway
Ocean Pines, MD 21811

6 May 2015

Request for Information

 

The Ocean Pines Association (OPA) is requesting information regarding the conduct of a Full Reserve Study.  The OPA invites all interested parties to submit a written response to this Request for Information (RFI).

 

This RFI is being sought strictly for the purpose of gaining knowledge of services and supplies available with an estimate of their corresponding costs and should not be construed as intent, commitment, or promise to acquire services, supplies, or solutions offered.  No contract will result from any response to this RFI, however it is OPA’s intent to move forward with a reserve study near term.  Therefore this request for information will be used as a tool in the future selection process.

 

Information submitted in response to this RFI will become property of the OPA.  OPA will not pay for any information herein requested nor is it liable for any cost incurred by the provider.

 

RFI responses must be received prior to 21 May 2015 at the following address:

 

Ocean Pines Association, Inc.

239 Ocean Parkway

Ocean Pines, MD 21811

 

Attention: Mr. Bob Thompson, General Manager

Procedural or administrative questions may be directed to Michelle Bennett (410-641-7717).  Technical or requirement questions may be directed to Jerry Aveta (410-641-7425).

 

  1. PURPOSE AND OBJECTIVES
    1. OPA desires to have a Full reserve study conducted in accordance with the standards set by the Community Associations Institute (CAI).  This study will be comprised of two parts.  First part will pertain to information about the physical status and repair/replacement cost of the major common area components OPA is obligated to maintain (Physical Analysis).  Second part will include the evaluation and analysis of the OPA’s reserve balance, income, and expenses (Financial Analysis).
    2. The Physical Analysis portion of this reserve study will be comprised of the Component Inventory, Condition Assessment, and Life and Valuation Estimates.  The Component Inventory will be required to be fully developed because the current Component Inventory developed from previous reserve studies is incomplete.
    3. The Financial Analysis portion of this reserve study is made up of a finding of the OPA’s current Reserve Fund status (measured in cash and as a Percent Funded) and a recommendation for an appropriate Reserve contribution rate (Funding Plan).

 

  1. PROJECT DESCRIPTION
    1.  Ocean Pines is a residential community on Maryland’s Eastern Shore in Northern Worcester County.  There are approximately 8,400 platted lots in the community with about 12,000 full-time residents and 8,000 part-time residents and associated guests living and participating in Ocean Pines.  It also has restaurants, shops and extensive recreation facilities such as a racquet complex, golf course, five swimming pools, two marinas all supported by the OPA. Additionally OPA is responsible for the maintenance of 67 miles of roadways, 125 miles of storm water improvements, and 12 miles of canals which include associated bulkheads.
    2. Facilities to be surveyed for the component inventory of the reserve study include the main administration building, public works building with associated yards, the Community Center, the Country Club, Beach Club, and the Yacht Club.  In addition to be considered are two marinas, the Pine’eer crafts building, five swimming pools with accessory buildings, two tennis complexes, several basketball courts, two ball fields, a soccer field, several lakes, numerous other parks and playgrounds, and several miles of walking and biking paths, physical infrastructure of roads, bridges, storm water ditches and pipes, bulkheads and dredging.  Additionally OPA fire and police departments must be included as part of this study.
    3. Ocean Pines Golf & Country Club is home to the Delmarva Peninsula’s only Robert Trent Jones, Sr. 18-hole championship course nestled amid natural wetlands and scenic woodlands.  This club features a clubhouse, full-service Golf Shop, locker room facilities, double ended driving range, sheltered driving area, practice chipping and pitching green, two practice putting greens, and two practice sand bunkers.

 

 

  1. PROJECT PLAN
    1. RFI initiated May 6, 2015.
    2. Association orientation and tour of facilities May 15, 2015 at 9:00 am.
    3. RFI responses due May 21, 2015 by 3 pm to OPA Administrative Offices.
    4. Review of RFI submissions and selection of 3-5 consultants to participate in competitive oral presentations and estimate for the reserve study. (Date to be determined.)
    5. Best value award based on the preceding steps. (Date to be determined.)

 

  1. RFI RESPONSE INSTRUCTIONS
    1. Detailed description of firm’s qualifications to perform a Full Reserve Study meeting CAI National Reserve Study Standards.
    2. Detailed description of firm’s experience to perform a Full Reserve Study for an association of equivalent size and diversity as OPA.  References and contact information should be provided for these experiences.
    3. Detailed description of the approach that would be taken to accomplish a Full Reserve Study ay OPA.
    4. What levels of OPA involvement will be needed to support the suggested approach?
    5. Detailed description of deliverable products and a schedule of delivery for these products.
    6. Any additional information that can be provided to demonstrate firm’s capabilities to perform the required scope of effort.
    7. Provide OPA with Best Practices in the field for consideration.
    8. Provide a time frame for completion of a Full Reserve Study from award of contract to presentation of work product.

 

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