Request for Proposals Electrical Engineer Services. Marin County Office of Education. December 12th, 2018

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1 Marin County Office of Education December 12th, 2018 REQUEST FOR PROPOSALS FOR ELECTRICAL ENGINEER SERVICES The Marin County Office of Education (MCOE) invites proposals from qualified firms, partnerships, corporations, associations, or professional organizations to provide electrical engineer services for the Prop 39 Electrical Infrastructure Project at Walker Creek Ranch for Marin County Office of Education. Interested firms are invited to submit their proposals, three (3) originals of requested materials: Ken Lippi Assistant Superintendent Marin County Office of Education 1111 Las Gallinas Avenue San Rafael, CA For questions regarding this RFP, to get a more detailed description or to arrange a site visit contact the MCOE s Construction Manager: Damien Lee Greystone West Company 621 W Spain Street Sonoma, CA Phone Fax All proposals must be received on or before: 12:00PM (noon) Wednesday, December 19, 2018 This is not a formal request for bids or an offer by MCOE to contract with any party responding to this request. MCOE reserves the right to reject any and all proposals. Sincerely, Ken Lippi Assistant Superintendent Marin County Office of Education Publication Date: Wednesday, December 12th, 2018

2 ANTICIPATED SCHEDULE Proposal Date: 12:00PM (noon) Wednesday, December 19th, 2018 Anticipated Board Approval and Award: January 8 th, 2019 Design Development Drawings: No Later than February 15 th, 2019 Construction Drawings: No Later than April 1 st, 2019 Bid No Later than April 2019 Construction: Anticipated Summer 2019 SCOPE OF SERVICES The Marin County Office of Education is interested in individuals or firms with experience in Prop 39 projects. CHIPS or LEED certified projects are a plus. 1. Survey existing conditions and prepare drawings accurately illustrating existing topography, buildings, and apparatus, property lines, location of utilities and miscellaneous features of the Prop 39 Electrical Infrastructure Project at Walker Creek Ranch. 2. Provide design and engineering as required for schematic design, design development documents and construction documents for the project to be approved by MCOE and other applicable governmental agencies. 3. Initiate, submit, coordinate and complete all applicable approvals required by all State Agencies. 4. All drawings must be developed electronically in AUTOCAD 2000 or compatible programs. All specifications must be developed electronically in Microsoft WORD or compatible. 5. Develop project specifications using standard CSI format. Specifications shall include general conditions, special conditions and technical specifications. Incorporate and assemble information provided by MCOE as directed. 6. Preparation of bid documents including addendum 7. Assist MCOE in obtaining required approvals from public utility entities, if required. 8. Assist MCOE in bid review and qualifications of bidders

3 9. Participate in value engineering if necessary 10. Make regular site visits, as required, during construction phase 11. Participate in communications with MCOE s construction manager and inspectors 12. Attend progress meetings during design and construction phases. 13. Provide general administration of the construction documents including processing and answering RFI s, review and approval of project submittals, review and certify contractor s monthly progress payments, review and incorporate changes in work 14. Develop and monitor completion of final punch list 15. File appropriate documents for substantial and final completion

4 INSTRUCTIONS FOR SUBMITTING PROPOSALS GENERAL: MCOE intends to select the firm(s) that best meets MCOE s needs to perform the planning, design, and construction administration services as described in this Request for Proposal. In general, the Electrical Engineer s services will include, but not necessarily be limited to, engineering services for the construction of the Prop 39 Electrical Infrastructure Projects at Marin County Office of Education sites. The concepts are as follows: 1. Prop 39 Selected Electrical Infrastructure Replacement at Walker Creek Ranch. 1. RECEIPT OF PROPOSALS: All proposals shall be sealed and delivered to: Ken Lippi, Assistant Superintendent, Marin County Office of Education, 1111 Las Gallinas Avenue, San Rafael, CA by the time and date specified in the Request for Proposal contained herewith. 2. ACCEPTANCE OR REJECTION OF PROPOSALS: The Marin County Board of Education will accept the proposals or combination of proposals for the project. The Marin County Board of Education reserves the right to reject any and all proposals, or any or all items of any proposal. 3. PROPOSAL FORM REQUIREMENTS: All notations must be typed or written in ink; proposals must not be written in pencil. Mistakes may be crossed out and corrections inserted adjacent; but the correction should be initialed in ink by the person signing the proposal. No corrections can be made after the time for submitting the proposals. 2. ASSIGNMENT PROHIBITED: No contract awarded under this proposal shall be assigned except with approval of the Marin County Board of Education. Any attempted assignment in violation of the provision shall be voided at the option of the Board. 5. INABILITY TO PERFORM: In the event that the Electrical Engineer is prevented from making delivery or otherwise performing time as specified in the contract by fire, flood, earthquake, labor or transportation problems, war, acts of government, or any other similar cause commonly knows as an act of God, which is not the fault of the Electrical Engineer, the Electrical Engineer shall not be required to deliver or perform. 6. FEDERAL OR STATE REGULATIONS: The Electrical Engineer s proposal and any contract entered into are subject to all applicable statutes of the United States or the State of California and all applicable regulations and orders of the Federal or State governments now in effect or which shall be in effect during the period of such contract. 7. NON-DISCRIMINATION: The Electrical Engineer shall not discriminate against any employee or applicant for employment because of sex, race, creed, color, national origin, religion, age or non-job-related handicap or disability and shall ensure compliance with all provisions of Executive Order No of September 24, 1965; which defines

5 affirmative steps to balance work forces through employment of racial and ethnic minorities. Failure to comply with these provisions shall be considered cause for not requesting proposal from this firm. 8. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE): MCOE has a participation goal for disabled veteran business enterprises ( DVBE ) of at least 3 percent of the overall design costs. 9. INDEMNIFICATION: The Electrical Engineer shall indemnify, hold harmless and defend MCOE and its Board of Education, offices, agents and employees from and against all claims, damages, losses and expenses, including reasonable costs and attorney s fees, arising out of or resulting from the Electrical Engineer s performance of the work, or work performed by the Electrical Engineer s agents or employees, or subconsultants employed on the project, their agents or employees, excepting only such injury or harm as may be caused solely and exclusively by MCOE s fault or negligence. Such indemnification shall extend to all claims, demands, or liabilities occurring after completion of the project as well as during the progress of the work. 10. INSURANCE: The Electrical Engineer will be required to provide the appropriate workers compensation and general liability insurance as required by law. In addition, the Electrical Engineer will be required to provide a minimum of $2 million in error and omissions coverage for this project. PROPOSAL REQUIREMENTS All materials submitted to MCOE in response to this Request for Proposal will remain property of the Marin County Office of Education unless otherwise noted within this document. Your firm s Proposal should include the following information: 1. Cover Letter. 2. Name, address, contact numbers, , website (if applicable) and brief history of your firm. 3. Identify legal form, ownership, and senior officials of firm. 4. Identify proposed sub-consultants by name, address and work to be performed. 5. List of applicable licenses including license numbers and expiration dates. 6. Organizational chart showing the proposed team and the key personnel assigned to this project.

6 7. Detailed resumes of personnel to be assigned to this project. 8. Describe process used by your firm to coordinate and check construction documents in order to minimize construction change orders. 9. Demonstrate the ability to provide a design that is cost effective in maintenance and long-term sustainability. 10. Demonstrate the ability to make maximum use of available products and programs to achieve a long term environmentally sound project. 11. Related project/areas of expertise on which the team has performed work or had experience during the last five years. a. Include projects where Electrical Engineering services relating to design and construction of similar public-school projects were performed. b. List three (3) completed projects that are similar in size and scope to what is proposed in this Request for Proposal. These representative projects must have been completed by the submitting firm. Identify projects name and location, size and date constructed. Provide photographs or drawings of the results of final projects. c. Include examples of cost estimating including bid results for the three (3) representative projects. d. Include a list of the total change orders for each of the three (3) representative projects. e. Include a list of references including contact names and telephone numbers for the three (3) representative projects. 12. Proof of Insurance. 13. Proposed Fee Schedule: Proposed fee shall be based on a percentage of the total construction cost including change orders. Change orders which result from errors and/or omissions in the contract documents prepared by the Electrical Engineer will not be calculated in the total construction cost for the purpose of determining final Electrical Engineering fees. Include proposed percentage fee as well as a matrix describing additional services and associated hourly rates.

7 EVALUATION AND SELECTION PROCESS The Marin County Office of Education s selection committee will perform the selection process in three phases: 1. Qualification Phase: Received and review Proposals and selection of a short list of finalists. 2. Approval Phase: The Marin County Board of Education will vote to approve an Engineering Firm. The following criteria will be used in evaluating and selecting the prospective firm: A. Clarity of submittal and responsiveness to RFP. B. Project Team Qualifications, education and relevant experience of the key team members. C. Project Management Project planning, coordination, scheduling, cost control, capabilities and techniques. D. Demonstration of experience in energy and environmentally sound facilities. E. Quality Control Quality of pervious projects and record of budget and schedule performance. F. Project Approach The techniques, procedures and tools used in other similar projects applicable of this project. G. Comparison of billing rates. H. Any other criteria deemed relevant to the selection