REQUEST FOR STATEMENT OF QUALIFICATIONS FOR CITYWIDE WA YFINDING DESIGN SERVICES PUBLIC WORKS PROJECT No

Transcription

1 REQUEST FOR STATEMENT OF QUALIFICATIONS FOR CITYWIDE WA YFINDING DESIGN SERVICES PUBLIC WORKS PROJECT No CITY OF COMMERCE, CALIFORNIA PUBLIC WORKS AND DEVELOPMENT SERVICES DEPARTMENT Approved for Advertising: Director of Public Works and Development Services SUBMITTAL DEADLINE: THURSDAY, SEPTEMBER 29, 2016 at 5:00 PM

2 INTRODUCTION: The City of Commerce ("City") is issuing this Request for Statement of Qualifications (RFP) to complete design its Citywide Wayfinding Project, PW Project No The City seeks Statements of Qualifications (SOQ's) from qualified firms for the delivery of a wayfinding design that is both functional as well as reflective of the unique City of Commerce brand. BACKGROUND: Incorporated in 1960, the City of Commerce ("City") is 6.5 square miles, located in southeast Los Angeles County, bordering adjacent communities of Vernon, Montebello, Bell, Bell Gardens, Maywood, Downey, and unincorporated East Los Angeles. In 2014, the City's population was estimated to be approximately 13,076, spread across the City at four distinct residential districts. The City is largely industrial and manufacturing in scope, but also anchored by high-end retail and entertainment, such as the Citadel Outlets and the Commerce Casino. The City is strongly committed to serving the "quality of life" for its residents and businesses, befitting its motto: "The Model City". PURPOSE AND OBJECTIVE: The goal of the Citywide Wayfinding Project is to implement a functional and integrated system which markets Commerce and communicates that the City is unique, friendly and organized through helping visitors more easily find their way to intended and discovered locations. A high priority will be placed on designing a sustainable and successful system that meets all of the project goals while still remaining within budget. The City seeks the delivery of a city-wide wayfinding plan and specifications that are both functional as well as reflective of the unique Commerce brand. The Commerce brand is influenced by the city's dedication to providing exemplary service to its residents and as a regional destination due to attractions such as the Commerce Casino and the Citadel Outlets. The selected respondent will develop signage design and fabrication specifications for a city-wide wayfinding system based on input from City stakeholders. 1) SCOPE OF WORK: The project is to prepare a comprehensive Wayfinding Design Strategy, which shall include at a minimum: Wayfinding Master Plan Standard Drawings for Wayfinding Elements Bid Documents (design plans, specifications, and detailed engineer's estimate) The scope of work and related required tasks include, but not limited to, the list below: Page 2of14

3 Background Review The selected respondent will meet with City staff and others as needed to gain an understanding of the context, current opportunities for connectivity, and potential partnerships. Design of Wayfinding Master Plan and Components The selected respondent will take an integrated visual and functional approach to design development, that is sensitive to issues of clutter, maintenance, budget and change over time. The elements of the system should be cohesive, reflect the priorities and strategy specified in the Report, and the appearance of the signs should indicate an integrated sign system. Work with City staff to provide a set of templates including dimensions, color palette(s), font families, symbols, and layout to allow the system to expand successfully over time. Signs colors must be standard 3M sheeting colors. Specifications will be brought to a level of detail that can be given directly to a manufacturer for physical fabrication and installation. Develop a statement of probable cost for fabrication and installation and work closely with City staff to finalize sign locations, routing, messaging, materials, sizes, inclusion and count by type and function, in compliance with MUTCD and other federal and state guidelines where applicable. Make scheduling or phasing recommendations for fabrication and installation of new signs in coordination with removal of older signs, as necessary, and in coordination with the Public Works and Development Services (PWDS) Department. Design Approach While each project element will necessitate a somewhat unique approach, it is expected that the design development process will include review by the City's Beautification Committee (Ad-hoc) and a project team comprised of key City staff across several departments, at least two public meetings and final City Council approval for each element. The selected respondent will participate in regular team meetings to give updates; coordinate, participate in, and provide collateral materials for public meetings and City Council Meeting, and acquire necessary information as appropriate to complete the scope of work. The design approach shall include the following components: Presentation of at least 3 different, potential themes to communicate the City of Commerce brand via the wayfinding system; reflecting the levels of wayfinding signage indicated in the report: vehicular directional signage, gateway signage, and bike and pedestrian signage. Design three primary arrival gateway signs and five secondary gateway signs. Page 3of14

4 Design an updated Citywide Parking Directional and Identification Signage Program. Update Vehicular Wayfinding and signage program consistent with Report and MUTCD criteria. Design a Pedestrian Signage Program to navigate within and between key City areas, prioritizing the link between the Metrolink Station, the City of Commerce, Bus System, and the Los Angeles County Metropolitan Transportation Authority Bus System. The program should promote walkability ranges and highlight points of interests within a walkable range. Standard Drawings and Bid Documents Provide to the City a complete set of Standard Drawings for the purpose of simplifying construction and maintenance of the subject Wayfinding components. The Standard Drawings shall be developed under the direction and guidance of PWDS staff and shall be brought forward to the City Council for approval and adoption. Bid Documents, consisting of engineering plans, specifications, and estimate shall be developed for the purpose of construction of the project in accordance with all applicable laws and regulations for Public Works Projects. The bid documents shall be developed appropriate for advertisement in accordance with Public Contract Code. 2) SCHEDULE: The anticipated schedule is as follows: a) SQQ Submittal Deadline: 5:00 p.m. on THURSDAY, SEPTEMBER 29, 2016 b) Review and Scoring of the SOQs - 1 to 2 weeks c) Develop Shortlist of Qualified Firms - 1 week d) Interview Consultants (as necessary) - 1 to 2 weeks e) Develop Final Ranking-1 week f) City Council Approval - 2 to 3 weeks g) Notification of Results - 1 week 3) REGISTRATION: All firms are required to register by submitting information via the online web form on the City's website: &userid=182 It is the responsibility of each firm to ensure that it is registered. Any clarifications, revisions, and/or addenda will only be transmitted to firms on the Registration List. Failure to register could result in disqualification of the firm's submittal. 4) SUBMITTAL FOR SOQs: Page 4of14

5 Interested firms shall submit three (3) hardcopies and one (1) electronic PDF file of their SQQ to the City by 5:00 p.m. on THURSDAY, SEPTEMBER 29, SOQs shall be directed to: City of Commerce Public Works and Development Services Department ATTN: Maryam Babaki, P.E., Director of Public Works and Development Services 2535 Commerce Way Commerce, CA90040 Tel: (323) , Ext Inquiries may be directed to Maryam Babaki, P.E., Director of Public Works and Development Services, via phone or using the contact information as noted above. Upon release of this RFQ, all consultant communications concerning the overall RFQ should be directed to the above. Unauthorized contact regarding this RFQ with other City employees may result in disqualification. Any oral communications will be considered unofficial and non-binding on the City. Consultants should rely only on written statements issued in this RFQ and Addendums. 5) REQUIREMENTS FOR SOQs: Firms shall insure that at a minimum the following items are included within the RFQ for consideration by the City: A cover letter, of not more than one page, introducing the company and its desire to provide services for the Comprehensive Assessment of City-Wide Facilities project. The cover letter should also include the company name and address, as well as the name, telephone number and address of the individual authorized to represent the Consultant on all matters relating to this RFQ. The letter must be signed by an individual authorized to bind the Consultant to all terms, conditions, and commitments made in the proposal. The letter must also indicate the Consultant's willingness and ability to sign the City's consultant agreement without alteration of the standard indemnification and insurance language. A "Table of Contents" that clearly defines sections and includes page numbering. Qualifications of key personnel proposed for the contract. Key team members identified in the original proposal shall not changed (be different than) in the executed contract. Related and relevant projects that key personnel have worked on. Qualifications I experience of the company. Organizational chart. References. Page 5of14

6 A signed statement by a principal of the company certifying that the firm has an adequate financial management and accounting system as required by 48 CFR Part , 49 CFR Part 18, and 48 CFR Part 31. The Caltrans forms enumerated herein may be copies and modified as long as the preprinted text remains the same. All pages must conform to an 8.5" x 11" format with tabbed, labeled dividers for each section. Both portrait and landscape orientations may be used. Submittals must contain the forms included within this RFP with sections in the order as follows: a) General Qualifications (Caltrans Standard Form 330) SOQs shall utilize Caltrans Standard Form 330. The form can be downloaded from the Department of Transportation website at: One (1) "Part I - Contract-Specific Qualifications" of Caltrans Standard Form 330 must be completed for each discipline being submitted for. One (1) "Part II - General Qualifications" must be submitted per firm, however additionally forms may be submitted to cover additional branches in different disciplines. b) Supplemental Information (see Attachment "8") Attachment "B" - Supplemental Information has been included and must be filled out accordingly. This section will allow firms to indicate their software proficiencies and include professional resumes for key staff members. c) Project Approach Include a summary of the firm's management philosophy, project approach, and organizational chart. Identify budgeting, scheduling, quality assurance processes, and any other pertinent information the evaluators should be made aware of to properly evaluate the competence and qualifications of your firm. Please limit this section to a maximum of two (2) one-sided pages. 6) METHOD AND CRITERIA FOR EVALAUTION AND SELECTION: The consultants will be selected by means of a dual selection process (evaluation of SOQs followed by an interview of those short-listed). The City will review all SOQs and will develop a short-list of the most qualified consultants, based on relevant project experience, organizational structure, staff qualifications and resources, and what is most advantageous to the City. The City will Page 6of14

7 request consultants, who appear to be most qualified, to participate in a brief oral interview and presentation of their SOQs. Criteria used to determine the most qualified may consist of the following: demonstrated understanding of the project, prior experience in relation to similar work done, qualifications of the assigned individuals, acceptability of service capabilities, fee structure and cost effectiveness of the proposal, reference checks, etc. The Consultant Selection Committee will utilize Caltrans Standard Form ADM 2027 for review of SOQs and development of the short-list. The criteria in ADM 2027 is the basis for the initial evaluation, scoring and ranking of consultant's SOQs to establish a shortlist of firms to be interviewed. The ADM 2027 is available at: Those consultants evaluated by the selection committee, and judged to be the most highly qualified to undertake the services, based upon the combined scores and ranking of the SOQs, will be interviewed and again scored and ranked by the selection committee. The criteria in ADM 2028 is the basis for the evaluation, scoring and ranking of consultants interviewed. The ADM 2028 is available at: 7) SEALED COST PROPOSAL: Each short-listed consultant will be required to submit a sealed cost proposal during the interview. All the necessary forms and instructions will be provided to the short-listed consultants with the interview notification correspondence. Only the cost proposal of the proposed awardee will be opened. All unopened cost proposals will be returned at the conclusion of the award process. The sealed cost proposal shall include a line item breakdown of the proposed estimated costs for the project, a schedule of performance, an hourly rate schedule, and other pertinent costing information. The sealed cost proposal will be used as a baseline for contract negotiations and is subject to change during the contract negotiation process based on the results of the scoping meeting. 8) CONTRACT NEGOTIATIONS: After establishment of a short-list and final ranking, City staff will negotiate a contract with the most qualified firm. A sample of the City's standard consultant contract has been included for reference (see Attachment "C"). The Contract Negotiation Process shall be as follows: a) Conduct Scoping Meeting The City meets with the first-ranked consultant's project manager to review the project, and to ensure that the consultant has a complete understanding of the Page 7of14

8 work that is required. The consultant is shown as much material as is available regarding the project. Any technical questions regarding the project are answered for the consultant. b) Negotiate Contract with Top-Ranked Consultant After the top-ranked consultant is selected, the City reviews the sealed cost proposal and enters into negotiations. The goal of negotiation is to agree on a final contract that delivers to the local agency the services or products required at a fair and reasonable cost. The items typically negotiated include: Work plan. Schedule (including contract begin and end dates). Products to be delivered. Classification, wage rates, and experience level of personnel to be assigned. Cost items, payments and fee. A contract with fixed rates of compensation for specific persons and classifications will be negotiated with the top-ranked consultant. If agreement cannot be reached with the top ranked consultant, negotiations will be terminated and negotiations started with the next-ranked consultant for the contract. The City reserves the right to negotiate a firm-fixed-price contract or a combination of specific rates of compensation for a specific phase of the project and firm-fixedprice for another phase. The City also reserves the right to entertain firm-fixedprice task orders or fixed rates of compensation (i.e. actual costs plus other direct costs) for any contract when the City deems appropriate. Firm-fixed-price task orders may be negotiated for work resulting from this solicitation. c) Contract Terms One of the mandatory requirements is that all consultants agree to execute the City's standard contract and disclosure form without amendment (see Attachment "C"). The terms contained in the subject contract have been written by the City Attorney's Office and modifications will not be considered. If the consultant is a corporation, the consultant must certify that the corporation is in good standing to do business in California. Pursuant to Revenue and Taxation Code 23101, "Doing Rev. 11/08/13 Page 19 of 22 business means actively engaging in any transaction for the purpose of financial or pecuniary gain or profit." If the consultant is selected for the contract and found to have an invalid corporate status with the California Secretary of State's Office, the contract will be voided. Page 8of14

9 The consultant finally selected must comply with Government Code Section 8355 in matters relating to providing a drug-free work place. All work shall be done in accordance with applicable Federal and State standards, policies, procedures, regulations and laws. 9) MISCELLANEOUS: a) Modification or Withdrawal of Submittals Any SQQ received may be withdrawn or modified prior to the SQQ submittal date by written request to the City by the prime consultant. b) Property Rights SQQs received become the property of the City. c) Confidentiality Prior to award of a contract, all SQQ will be designated confidential. After award of a contract, the associated SQQ become public record. Contracts are considered awarded after they are fully executed by both parties and approved by the City. Any language purporting to render any portion of the SQQ to be excluded from public review will be regarded as non-effective and will be disregarded. d) Addendum to Request for Statement of Qualifications The City reserves the right to amend the RFQ Notice by addendum before the final SQQ submittal date. e) Non-Commitment of the City This RFQ does not commit the City to award a contract, to pay any costs incurred in the preparation of an SQQ for this request, or to procure or contract for services. All products used or developed in the execution of any contract resulting from this RFQ will remain in the public domain at the completion of the contract. f) Insurance Requirements For the duration of the contract, the consultant must procure and maintain insurance against loss of property. The cost of such insurance is the consultant's responsibility. The City of Commerce is to be named as additional insured with respect to the services being provided. Page 9of 14

10 General liability insurance. Consultant shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $2,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO "insured contract" language will not be accepted. Automobile liability insurance. Consultant shall maintain automobile insurance at least as broad as Insurance Services Office form CA covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with Work to be performed under this Agreement, including coverage for any owned, hired, non-owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident. Professional liability (errors & omissions) insurance. Consultant shall maintain professional liability insurance that covers the Services to be performed in connection with this Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this agreement and Consultant agrees to maintain continuous coverage through a period no less than three years after completion of the services required by this agreement. Workers' compensation insurance. Consultant shall maintain Workers' Compensation Insurance (Statutory Limits) and Employer's Liability Insurance (with limits of at least $1,000,000). Consultant shall submit to Agency, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of Agency, its officers, agents, employees and volunteers. g) Americans with Disabilities Act The Consultant shall assure the City that it will comply with the Americans with Disabilities Act (ADA) of 1990, which prohibits discrimination on the basis of disability, as well as all applicable regulations and guidelines issued pursuant to the ADA (42 U.S.C. Section et seq.). h) Conflict of Interest Concerning Consultant(s) Prospective consultants shall disclose any financial, business, or other relationship with the City that may have an impact upon the outcome of this contract. Prospective consultants shall also list current clients who may have a financial interest in the outcome of this contract. Page 10of14

11 i) Subcontracted Services The consultant's organization and all associated consultants and sub-consultants must be identified at the time of the proposal. If the consultant desires to use a sub-consultant not specified in the proposal, prior written approval must be obtained from the City. If a subcontract for work or services to be performed exceeds $25,000, the subcontract must contain all required provisions of the prime contract. j) Business License Requirement For the duration of the contract, the consultant (including all of its subcontracted consultants) is required to procure a current and unexpired City of Commerce Business License. Said license can be obtained at the Business License Division in the Finance Department. k) References The City reserves the right to check references not only for those stated in the RFQ but also references from the City's consultant evaluation reports. Reference information provided in the SQQ found to be in error may be reflected as a reduction in your evaluation score. I) Expenses Incurred The City shall not be liable for any pre-contractual expenses incurred by any Consultant. Pre-contractual expenses include any expense incurred in preparing a SQQ and negotiating any terms with the City. Each Consultant shall protect, defend, indemnify, and hold harmless the City from any and all liability, claims, or expenses whosoever incurred by, or on behalf of, the entity participating in the preparation of its response to this SQQ. m) Withdrawal of RFQ The City has the right to withdraw this RFQ at any time without prior notice and to reject any and all proposals submitted without indicating any reasons. Any award of contract for services will be made to the consultant that is, in the opinion of the City, best qualified and responsive to this RFQ. CONSULTANT SHALL NOT INCLUDE ANY FEE STRUCTURE OR HOURLY RATE SHEETS WITHIN SQQ PACKAGE. ANY INCLUDED FEE PROPOSAL SHALL CAUSE THE SQQ PACKAGE TO BE REJECTED AND THE CONSULT ANT FIRM DISQUALIFIED. ATTACHMENTS: Page 11of14

12 Attachment "A" Attachment "B" Supplemental Information Sample Standard City Contract Services Agreement Page 12of14

13 Attachment "A" ATTACHMENT "A" -SUPPLEMENTAL INFORMATION 1) Software/Other experience, proficiency, and usage by the personnel at your local office: Considering both the percentage of your staff using the software and their individual depth of experience and expertise in its use, how would you rate your office's capability in utilizing the following software packages (place an "X" in the most appropriate column)? a) AutoCAD b) Microsoft Project c) Geographical Information Systems (GIS) d) Microsoft Word e) Microsoft Excel f) Microsoft PowerPoint g) Microsoft Access h) Federal Grant Contract Administration i) State Grant Contract Administration j) Local Grant Contract Administration Highly Proficient Somewhat Proficient Don't Use 2) Disadvantaged Business Enterprise (DBE) Certification: The City has not established a "Disadvantaged Business Enterprise" or "DBE" goal for this Request for Statement of Qualifications; however, proposers are encouraged to obtain DBE participation due to frequency of Federal and State funded grants received by the City. If your firm is DBE certified, please indicate below: DBE Certified: YES NO Page 13of14

14 Attachment "B" ATTACHMENT "8" -SAMPLE STANDARD CONTRACT AND DISCLOSURE Page 14of 14