CITY OF HERMOSA BEACH

Transcription

1 CITY OF HERMOSA BEACH REQUEST FOR PROPOSALS (RFP) DESIGN SERVICES FOR South Park Playground Improvements June 2013 PROPOSALS DUE: July 11, 2013 at 5:00 p.m. City of Hermosa Beach, City Hall, 1315 Valley Drive Hermosa Beach, CA Phone: (310)

2 REQUEST FOR PROPOSALS Design Services for: City of Hermosa Beach South Park Natural Playground Design INTRODUCTION / BACKGROUND...1 PROPOSAL SUBMISSION INSTRUCTIONS...2 SCOPE OF WORK... 5 EXHIBITS 7 INTRODUCTION / BACKGROUND The City of Hermosa Beach (City) is seeking proposals from consulting professionals experienced in natural playground and park design to provide planning and design services for the installation of natural playground equipment, landscaping, irrigation and ancillary site improvements at South Park. The City of Hermosa Beach South Park Committee selected a natural playground theme that is accessible for children of all abilities for South Park s playground re-design. Designs must incorporate a natural playground theme. A natural playground is comprised of all natural materials, structures, and features while remaining safe, accessible and age appropriate. A natural play environment allows children to be creative with leaves, sticks, sand, water and other natural materials. Research has shown that these play environments are not only fun but beneficial to the development of children. All play areas should be designed to stimulate free unstructured play and to provide visitors with ideas on how to incorporate nature play in their own back yards. South Park is located at 425 Valley Drive, in the City of Hermosa Beach. The park covers 190,000 square feet and includes a central play field, volleyball courts, hockey rink, barbecue pits, picnic benches, and a restroom building. Proposed improvements are to be constructed north of the existing walkway and include demolition of the existing hockey rink and improvements to the existing playground and surrounding area. This project area covers approximately 50,000 square feet. Exhibit 1 is an aerial photograph of the park depicting the proposed improvement area. Exhibit 2 is a selection of photos of the existing condition of the park. The consulting professional selected to provide these design services must be currently registered and licensed by the State of California. The consulting professional will be to provide a licensed and qualified landscape architect to be the lead representative on this project. A non-mandatory, informational site visit will be conducted on June 26, 2013 at 10AM at the site located at 425 Valley Drive, in the City of Hermosa Beach. Attendance is recommended and any questions will be answered at that time. The purpose of this meeting is to provide interested firms with any background information which may be beneficial to preparing a proposal. 1

3 PROPOSAL SUBMISSION INSTRUCTIONS Proposal Submission Deadline Tentative Consultant Selection Schedule Proposal Requirements & Format Qualifications of Consultant Firm Selection Process Proposal Submission Deadline In order for your proposal to be considered, this office must receive four (4) copies of the proposal no later than July 11, 2013 at 5:00 p.m. Proposals shall be submitted in a sealed envelope plainly marked on the outside Sealed Proposal for South Park Natural Playground Design. Proposals shall be mailed to: Tentative Consultant Selection Schedule City of Hermosa Beach Attn: Community Resources Department City Hall 1315 Valley Drive Hermosa Beach, CA Release/Advertisement of RFP... June 12 Last day to Submit Questions... July 8, at 1:00 PM Deadline for Submittal of Proposals... July 11 Consultant Interviews... July 25 Award of Design Contract by the City Council... August 13 Proposal Requirements The proposal is to present a complete understanding of the scope of services in this Request for Proposals including the following: 1. General Information and Background a. Firm name, address, telephone, and fax numbers. b. Nature of organization (i.e., individual, partnership, corporation, firm size, composition, and number of years in business). c. Numbers and qualifications of professionals (i.e., architects, engineers) and necessary support staff in organization. d. Addresses where work will be performed. If sub consultants are to be used, indicate what work each firm will do and where work will be performed. Indicate where and how 2

4 quality control and design coordination will be handled. 2. Project Approach a. General statements and descriptions of the team approach to design management, including anticipated use of staff, consultants, and liaison with City staff. b. State the proposed means of communications with sub consultants, the City s project manager, or other City representatives. 3. Staffing Plans a. Provide a project organizational chart showing key professional staff, principles, and sub consultants. b. Provide resumes of all key personnel, and indicate the projects of similar nature performed with this firm or with other firms. Indicate the position and responsibility the individual held on each project. Provide a short description of the work that key individuals will perform on these projects and the estimated percent of the key personnel s time that will be devoted to this project. Also, provide a short discussion of special consultants, if any. 4. History and Past Experience a. Description of the firm s relevant experience on completed or in-progress natural playground design projects of similar size and scope including owner s name, address, telephone number, and specific contact persons. b. Identification and background of principals who will work on the project and the firm s capabilities and experience. 5. Proposed Task Breakdown Provide a project task breakdown with milestone dates with appropriate work phase efforts. Include the estimated times (man-hour effort) required to perform each general category of work. Also include a copy of the firm s standard hourly billing rates. One (1) copy of the fee proposal shall be submitted in a separate sealed envelope. It is important to keep it separate from the proposal and that it is identified as such. In an effort to promote waste reduction and resource conservation, submittal shall not contain plastic bindings, plastic pages, or laminated pages. Double sided proposals are preferred; copies should be printed on recycled and/or tree-free paper. Please avoid superfluous use of paper (such as separate title sheets or chapter dividers). Proposals shall also be limited to 25 pages. Additional Requirements The selected consultant must provide the following: 3

5 1. The Consultant Services Agreement shown in Exhibit 3 shall be used as the basis for engaging Professional Design services. 2. Evidence of California Worker s Compensation Insurance with Statutory Coverage and Employer s Liability limits meeting all State minimum requirements. 3. Evidence of General Liability Insurance providing at least $2,000,000 combined single limit per occurrence for bodily injury and property damage, including the City, its officers, agents and employees are to be named as additional insured. The City must also be named additional insured with a separate endorsement on the General Liability insurance. 4. Evidence of $2,000,000 of Professional Liability Insurance (errors and omissions coverage). Consultant Qualifications The consultant must possess and demonstrate, as a minimum, the following qualifications: 1. Previous experience in providing design services for parks and natural playgrounds. 2. Understanding of this type of project s scope of work and appropriate approach to performing design services. 3. Experience in incorporating specialty natural playground equipment into the design. See Exhibit 3 for a complete list of desirable playground elements. 4. Sufficient experience of the project management team and key staff proposed. 5. A licensed architect or landscape architect in the State of California and some demonstrated experienced in the construction of these types of projects. 6. Availability of backup and other support staff to ensure the timely completion of the design services. 7. The ability to meet timelines and demands as may arise during the project s design, and the capacity to provide design support during construction or construction management should the need arise. 8. Recommended relevant references. Firm Selection Process Proposals will be opened and reviewed by a selection committee, and will be evaluated on the basis of consultant qualifications and experience. The design contract will be awarded without discrimination or consideration relative to race, color, religion, sex, or national origin. The following summarizes the process: 1. A selection committee will review all proposals and develop a short list with a final ranking of the most qualified consultants. A sample proposal evaluation form is included as Exhibit The City will negotiate with the firm ranked highest on a revised scope of services, more or less, and negotiate the corresponding cost proposal to right size the project 4

6 scope within the stated budget. In the event these negotiations are not successful, negotiations will be held with the second ranked firm and subsequent firms in order, if necessary, until a satisfactory agreement is reached. The City reserves the right to reject any or all proposals submitted, and the City is not liable for any pre-contractual expenses. Pre-contractual expenses are defined as expenses incurred by the firm in: (1) preparing the proposal in response to the RFP; (2) submitting that proposal to the City; (3) negotiations with the City on any matter related to this RFP; and (4) any expenses incurred (if any) by the firm prior to date of award of the agreement. Any subsequent changes in the RFP from the date of issuance to date of submittal will result in an addendum by the issuing office. 5

7 SCOPE OF WORK Project Description Scope of Services Design and Development Schedule Cost Proposal Project Description There is a small existing playground equipment in South Park next to the hockey rink which needs to be dismantled as part of this project. The City is proposing to install a natural playground setting, natural playground equipment, landscaping, irrigation and ancillary site improvements on the site of the existing playground and hockey rink, north of the existing walkway. The playground area will cover approximately 50,000 square feet. Through public input and discussions with the City s Parks and Recreation Commission, the following outline of design elements/guidelines has been formulated: The playground area must be accessible to children of all abilities. This is a Master Plan requirement. Provide a clear delineation between play areas for younger children (ages 2 to 5 years old; located at site of existing playground) and older children (ages 6 to 12; located at site of existing hockey rink). Delineation may be achieved through low, natural log boundaries or other natural elements. Provide opportunities for children of all ages and abilities to be on higher ground (i.e. natural hills and undulations, bridges, other play structures with platforms of varying heights), with specific attention to a tree house-like structure. Provide opportunities for embankment slides, rock climbing, sand play areas, as well as a maze or labyrinth feature. (Exhibit 5 contains a list of optional natural elements for inclusion as desired by the community.) Provide opportunities to establish a community garden east of the existing hockey rink. All features mentioned above shall have a natural/organic look. The City requires the use of natural/organic looking materials and finishes. Modifications to existing hardscape and landscape features shall seamlessly fit the surrounding area. Scope of Services At minimum, the following anticipated milestones are to be identified in the proposal. A breakdown of the tasks anticipated for each milestone, or additional milestones that fit the firm s approach to design services shall be provided. The following is a list of milestones and deliverables: Milestone A Pre-Design Meeting Discussion of the scope, budget details, and schedule Formulate preliminary concept this effort may include submittal of sketches 6

8 Coordinate with equipment manufacture to incorporate equipment requirements into conceptual layout Milestone B Conceptual Layout Prepare and display draft concept plan showing layout, equipment, and major aesthetic elements Prepare and display a final concept plan reflecting City staff direction. Conduct 4 meetings with the City and public to discuss draft and final concept plans, allowing for three meetings. At this time, only minor revisions shall be considered. Obtain approval from the City on the concept layout so that final design may begin preparation. Milestone C Final Design Progress Meeting at 75% Design Development Submit the design developed to 75% to the City for review. Submit a draft of the construction specifications and bid documents to the City for review. Submit an estimate of the construction costs to the City for review. Milestone D Finalize Design Submit the final design to the City for review. Submit the final construction specifications and bid documents to the City for review. Submit the final construction cost estimate to the City for review. Submittals must include: Demolition & Protection Plan Grading Plan, Details, Notes and Calculations Erosion Control Plan Construction Plan/Equipment Installation Plan, Details and Notes Structural Detail and calculations as required Irrigation Plan, Notes, Calculations and Details Planting Plan, Notes and Details Project Specifications Project Funding The grant estimate to fund the project development, design, and construction of the project is approximately $148,000. The final project must be designed to fit within the County of Los Angeles Regional Park and Open Space District program budget. Design and Development Schedule Milestone A - Pre-Design Meeting...August 2013 Milestone B - Conceptual Layout Approval..September 2013 Milestone C Final Design Progress Submittal October 2013 Milestone D Final Design Approval...November 2013 Advertise for Construction...December 2013 Award Construction Contract...January

9 Cost Proposal A cost proposal listing the milestones, tasks, personnel assigned to the team, estimated man-hours for each task, and the corresponding hourly rates. The cost proposal shall be reflective of the proposed scope of work. 8

10 Exhibit 1 City of Hermosa Beach South Park Aerial View 9

11 Exhibit 2-a General view of the project area 10

12 Exhibit 2-b Hockey Rink 11

13 Exhibit 2-c Hockey Rink Facing Northeast 12

14 Exhibit 2-d Hockey Rink Facing Northwest 13

15 Exhibit 3 CONSULTANT SERVICES AGREEMENT THIS AGREEMENT is made and entered into this day of, 20 by and between the City of Hermosa Beach, ("City"), and ("Consultant"). In consideration of the following mutual covenants, provisions and agreements, and other valuable consideration, the receipt and sufficiency of which is hereby acknowledged, City and Consultant agree as follows: 1. SCOPE OF SERVICES. Consultant agrees to perform during the term of this Agreement, the tasks, obligations, and services set forth in the Scope of Services attached to and incorporated into this Agreement as Exhibit A. Additional Agreement provisions, if any, are contained in Additional Provisions attached to and incorporated into this Agreement as Exhibit D. 2. COMPENSATION. City shall pay for the services performed by Consultant pursuant to the terms of this Agreement at the time and manner set forth in the Schedule of Compensation attached to and incorporated into this Agreement as Exhibit B. 3. TIME FOR PERFORMANCE. Time is of the essence in the performance of this Agreement. Consultant shall commence and complete the services in this Agreement within the time period shown on Schedule of Performance attached to and incorporated into this Agreement as Exhibit C. 4. AUDIT OR EXAMINATION. Consultant shall keep all records of funds received from City and make them accessible for audit or examination for a period of three years after final payments are issued and other pending matters. 5. STATUS OF CONSULTANT. Consultant shall provide all necessary personnel, equipment and material, at its sole expense, in order to perform the services required of it pursuant to this Agreement. For the purpose of this Agreement, Consultant shall be deemed, for all purposes, an independent contractor and shall have control of all work and the manner in which it is performed. Consultant shall be free to contract for similar services to be performed for other entities while under contract with City. Consultant is not an agent or employee of City, and is not entitled to participate in any pension plan, insurance, bonus or similar benefits City provides for its employees. Consultant shall be responsible to pay and hold City harmless from any and all payroll and other taxes and interest thereon and penalties, therefore, which may become due as a result of services performed hereunder. 6. ASSIGNMENT. This Agreement is for the specific services with Consultant as set forth herein. Any attempt by Consultant to assign the benefits or burdens of this Agreement without written approval of City is prohibited and shall be null and void; except that Consultant may assign payments due under this Agreement to a financial institution. 7. RIGHT TO UTILIZE OTHERS. City reserves the right to utilize others to perform work 14

16 similar to the Services provided herein. 8. COMPLIANCE WITH LAW. Contract services shall be provided in accordance with the applicable laws and regulations of all governmental agencies that are in force at the time services are performed. Consultant shall be responsible for becoming aware of and staying abreast of all such laws and ensuring that all services provided hereunder conform with such laws. The terms of this Agreement shall be interpreted according to the laws of the State of California. 9. LIABILITY. Consultant shall indemnify, and hold harmless City, its officials, officers, and employees against any and all actions, claims, damages, liabilities, losses or expenses of whatsoever kind, name or nature, including legal costs and reasonable attorneys' fees, whether or not suit is actually filed, and any judgment rendered against City and/or its officials, officers, or employees that may be asserted or claimed by any person, firm, or entity arising out of Consultants' negligent performance, or the negligent performance of its agents, employees, subcontractors, or invitees, as well as, negligent acts or omissions of Consultant, it s agents, employees, subcontractors or invitees, however, this indemnity clause shall not apply if there is concurrent passive or active negligence on the part of City, or its officials, officers, agents or employees. 10. INSURANCE. Consultant shall maintain insurance coverage in accordance with the following during the course of its performance hereunder: (A) Comprehensive General Liability Insurance (including premises and operations, contractual liability, personal injury and independent Consultants' liability) with the following minimum limits of liability: (1) Personal or Bodily Injury $1,000,000, single limit, per occurrence; and (2) Property Damage $1,000,000, single limit, per occurrence; or (3) Combined single limits of $2,000,000. (B) Comprehensive Automobile Liability Insurance including as applicable own, hired and non-owned automobiles with the following minimum limits of liability: (1) Personal or Bodily Injury $1,000,000, single limit, per occurrence; and (2) Property Damage $1,000,000, single limit, per occurrence; or (3) Combined single limits of $2,000,000. (C) Professional Liability Insurance with annual aggregates of $1,000,000 or such other amount as may be approved in writing by the City. (D) Worker's Compensation Insurance that complies with the minimum statutory requirements of the State of California. (E) Prior to commencement of services hereunder, Consultant shall provide City with a certificate of Insurance reflecting the above, and an endorsement for each policy of insurance which shall provide: (1) The City, and its officials, officers, agents and employees are named as additional insured; (2) The coverage provided shall be primary as respects to City, its officials, officers, agents or employees; moreover, any insurance or self-insurance maintained by City or its officials, officers, agents or employees shall be in excess of Consultants insurance and not contributed with it. (3) The insurer shall provide at least thirty (30) days prior written notice to City of 15

17 cancellation or of any material change in coverage before such change or cancellation becomes effective. (F) With respect to Workers Compensation Insurance, the insurer shall agree to waive all rights of subrogation against City and City personnel for losses arising from work performed by Consultant for City, and the insurer's agreement in this regard shall be reflected in the Workers Compensation Insurance endorsement. 11. OWNERSHIP OF DOCUMENTS. All of the documents required to be prepared pursuant hereto shall, upon the completion thereof, be deemed for all purposes to be the property of City. City s ownership of documents includes any and all analysis, computations, plans, correspondence and/or other pertinent data, information, documents, and computer media, including disks and other materials gathered or prepared by Consultant in performance of this Agreement. Such work product shall be transmitted to City within ten (10) days after a written request therefore. Consultant may retain copies of such products. 12. RECORDS AND INSPECTIONS. Consultant shall maintain full and accurate records with respect to all services and matters covered under this Agreement. City shall have free access at all reasonable times to such records, and the right to examine and audit the same and to make transcripts therefrom, and to inspect all program data, documents, proceedings and activities. Consultant shall maintain an up-to-date list of key personnel and telephone numbers for emergency contact after normal business hours. 13. TAXPAYER IDENTIFICATION NUMBER. Consultant shall provide City with a complete Request for Taxpayer Identification Number and Certification, Form W9, as issued by the Internal Revenue Service. 14. CONFLICT OF INTEREST. Consultant agrees that any conflict or potential conflict of interest shall be fully disclosed prior to execution of contract and Consultant shall comply with all applicable federal, state and county laws and regulations governing conflict of interest. 15. POLITICAL ACTIVITY/LOBBYING CERTIFICATION. Consultant may not conduct any activity, including any payment to any person, officer, or employee of any governmental agency or body or member of Congress in connection with the awarding of any federal contract, grant, loan, intended to influence legislation, administrative rulemaking or the election of candidates for public office during time compensated under the representation that such activity is being performed as a part of this Agreement. 16. RIGHT TO TERMINATE. City may terminate this Agreement at any time, with or without cause, in its sole discretion, with thirty (30) days written notice. 17. EFFECT OF TERMINATION. Upon termination as stated in Paragraph 16 of this Agreement, City shall be liable to Consultant only for work performed by Consultant up to and including the date of termination of this Agreement, unless the termination is for cause, in which event Consultant need be compensated only to the extent required by law. Consultant shall be entitled to payment for work satisfactorily completed to date, based on proration of the compensation set forth in Exhibit B attached hereto. Such payment will be subject to City s receipt of a closeout billing. 16

18 18. LITIGATION FEES. Should litigation arise out of this Agreement for the performance thereof, the court shall award costs and expenses, including reasonable attorney s fees, to the prevailing party. In awarding attorney s fees, the court shall not be bound by any court fee schedule but shall award the full amount of costs, expenses and attorney s fees paid and/or incurred in good faith. Prevailing Party shall mean the party that obtains a favorable and final judgment. Should litigation occur, venue shall be in the Superior Court of Los Angeles County. This paragraph shall not apply and litigation fees shall not be awarded based on an order or otherwise final judgment that results from the parties mutual settlement, arbitration, or mediation of the dispute. 19. COVENANTS AND CONDITIONS. Each term and each provision of this Agreement to be performed by Consultant shall be construed to be both a covenant and a condition. 20. INTEGRATED AGREEMENT. This Agreement represents the entire Agreement between the City and Consultant. No verbal agreement or implied covenant shall be held to vary the provisions of this agreement. This Agreement shall bind and inure to the benefit of the parties to this Agreement, and any subsequent successors and assigns. 21. MODIFICATION OF AGREEMENT. This Agreement may not be modified, nor may any of the terms, provisions or conditions be modified or waived or otherwise affected, except by a written amendment signed by all parties. 22. DESIGNATED REPRESENTATIVES. The Consultant Representative (A) designated below shall be responsible for job performance, negotiations, contractual matters, and coordination with the City. The City Representative (B) designated below shall act on the City s behalf as Project Manager. (A) CONSULTANT (B) Director of Public Works City of Hermosa Beach, City Hall, 1315 Valley Drive Hermosa Beach, CA NOTICES. Notices pursuant to this Agreement shall be in writing and may be given by personal delivery or by mail. Notices shall be directed to City s Designated Representative identified in Paragraph 21 of this Agreement. Consultant shall send a copy of all notices to the City Attorney. City Attorney: IN WITNESS WHEREOF, the parties have executed this Agreement on the day first above written. 17

19 CITY OF HERMOSA BEACH By: ATTEST: Dated: City Clerk CONSULTANT: FIRM NAME By: Name: Dated: Title: Address: Telephone: ( ) 18

20 Exhibit 4 Proposal Evaluation Form Consultant Selection for South Park Playground Improvements Firm: Date: Evaluation Criteria Firm Experience Score Range (Weak Strong) 1. Familiarity with the Project Experience with Relevant Projects Team Qualifications 3. Staff Assigned to this Project Management and Oversight Staff 0 10 Firm s Approach to Project 5. Approach and Quality of Proposal 0 25 Firm s Organization 6. Availability of Backup Personnel 0 10 Firm s Cost & Design Schedule 7. Ability to Meet Timeline 0 20 Total Evaluation Score Criteria Score Comments: 19

21 Exhibit 5 City of Hermosa Beach South Park Playground Committee-Desired Elements o Water feature o Accessible tree house/fort/lookout point o Swinging bridges o Lots of seating areas of all shapes, sizes and capacity with visibility to all parts of the park (e.g., little kid tables; tables accessible in wheelchairs, under the structure seating areas that are visible from adults; game tables) o Sensory (smell, touch, taste) experience e.g., a sensory wall or area for both able and disabled people to access. o Climbing walls and other climbing features bouldering, rock climbing Ropes course low to the ground and horizontal instead (no need for harness and minimal supervision) o 2-3 Slides of all shapes and sizes (built into hill) o Must be 2-3 major features that are 100% accessible. Some of our ideas: One slide that has a ramp at top and bottom for wheelchair access Accessible tree house/fort/pulleys Sand/water feature Accessible swings Merry-go-round flush to ground A series of paths, etc. with different elements so that someone in a wheelchair can go on an adventure Hills/pulley system for wheel chair bound Sensory wall, sensory area 20