REQUEST FOR PROPOSAL (RFP) FOR ENGINEERING DESIGN SERVICES FOR THE CITY BUILDING FACILITY ASSESSMENT STUDY PROJECT.

Transcription

1 REQUEST FOR PROPOSAL (RFP) FOR ENGINEERING DESIGN SERVICES FOR THE CITY BUILDING FACILITY ASSESSMENT STUDY PROJECT January 26, 2018 Intrductin The City f San Rafael (City) hereby requests prpsals frm qualified cnsultants fr the City Building Facility Assessment Study Prject fr multiple San Rafael wned buildings, as defined in Tables 1 thrugh 4 belw. It is the intent f the City t hire a qualified cnsultant wh can prvide prject management, assessments and field review, prpsed imprvements, estimate f imprvements csts and pririty fr implementatin f imprvements at each f the specified City facilities. The final prduct sught is a facility evaluatin reprt. Table 1: City Owned Buildings - Administratin N. City Department Building Type Building Name Building Address 1 Administratin City Hall City Hall/Plice Statin 1400 Fifth Avenue Table 2: City Owned Buildings Cmmunity Services N. City Department Building Type Building Name Building Address Canal Learning 2 Cmmunity Services Cmmunity Center Learning Center & Center & Library, Facilities Pickleweed 50 Canal St 3 Cmmunity Services Child Care Centers Cleman 800 Belle Ave 4 Cmmunity Services Child Care Centers Dixie 1175 Idylberry Rad Rm A-3 5 Cmmunity Services Child Care Centers Venetia Valley 177 N San Pedr Rad 6 Cmmunity Services Child Care Centers Glenwd 25 West Castlewd Drive 7 Cmmunity Services Child Care Centers Mary Silveira 375 Blackstne Drive 8 Cmmunity Services Child Care Centers Parkside 51 Albert Park Lane 9 Cmmunity Services Child Care Centers Pickleweed 40 Canal Street 10 Cmmunity Services Child Care Centers Vallecit 50 Nva Albin Way 11 Cmmunity Services Facilities B Street Cmmunity Center 618 B Street 12 Cmmunity Services Facilities Terra Linda Pl (Seasnal) 670 Del Ganad Rad 13 Cmmunity Services Facilities Terra Linda Recreatin Center 670 Del Ganad Rad 14 Cmmunity Services Parks Albert B Treanr 15 Cmmunity Services Parks Gerstle San Rafael Ave near Clark St

2 Table 3: City Owned Buildings - Library N. City Department Building Type Building Name Building Address 16 Library Cultural Affairs Falkirk Cultural Center 1408 Missin Avenue Table 4: City Owned Buildings Public Wrks N. City Department Building Type Building Name Building Address 17 Public Wrks Office/Crpratin Yard Crpratin Yard (New) 111 Mrphew Street Prpsals shall be submitted by firms that have a capable and demnstrable backgrund in the type f wrk described in the sectin entitled Scpe f Wrk f this ntice. In additin, all interested firms shall have sufficient, readily available resurces, in the frm f trained persnnel, supprt services, specialized cnsultants and financial resurces, t carry ut the wrk withut delay r shrtcmings. Backgrund The intent f this study is t examine each City wned building and determine when building systems will need t be replaced. The assessment study will include the examinatin f the HVAC, rfing, windws, flring, carpeting, electrical, and systems which are key t keeping these facilities functining. Anticipated Schedule Advertise RFP January 26, 2018 Deadline fr questins/clarificatin February 7, 2018 Pre-Bid Meeting Nne fr this prject Prpsals due t Public Wrks See the Prpsal sectin f this RFP Cnsultant Interviews T.B.D. Scpe f Services The City is seeking cnsulting services fr the fllwing tasks: Task 1: Prject Management and Crdinatin 1. The cnsultant shall be respnsible fr prviding all cntract management and quality cntrl services thrughut the duratin f the prject. The cnsultant shall deliver a highquality prduct within budget and n schedule. 2. The cnsultant shall meet peridically with the City t discuss the prject, present imprvement ptins, review alternatives, etc. Fr cst estimatin, a ttal f six meetings may be assumed. These six meetings will be independent f thse discussed under separate tasks identified elsewhere in this RFP. 3. The cnsultant shall prvide mnthly schedule updates in cnjunctin with submittals f invices. Deliverables: Prject Schedule and updates Meeting agendas and minutes fr all design and crdinatin meetings

3 HVAC Rfing Windws Flring/ Carpeting Electrical System External (painting, siding, etc.) Restrms & Plumbing ADA Accessibility Task 2: Existing Cnditins Assessment 1. The cnsultant shall cmplete a thrugh field review f the existing building infrastructure and systems lcated at the buildings summarized abve. The infrastructure review shall include, but is nt limited t: Mechanical devices Siding and external finishes Painting Rfing Internal features (HVAC, Electrical, Plumbing, mechanical systems, etc.) External features (meters, windws, awnings, etc.) Carpeting and flring Restrms ADA accessibility Table 5 belw prvides a breakdwn f the systems and infrastructure expected t be reviewed at each facility by service type at a minimum. Table 5: Systems fr Review by Facility Services/Systems t be Investigated N. Building Name Facility Ntes 1 City Hall 2 Canal Learning Center/Library, Pickleweed Cmmunity Center 3 Cleman 4 Dixie 5 Venetia Valley 6 Glenwd 7 Mary Silveira 8 Parkside 9 Pickleweed 10 Vallecit City Hall rerfed in 2017, HVAC replacement in 2006, new carpeting in 2 nd flr hallway (2014), city clerk s ffice (2016), and 3 rd flr lbby and stairwell (2017) HVAC Replaced in 2001, Kitchen remdeled in 2006, Rerfed in 2017 Exterir painting cmpleted in 2017 HVAC rear mdular replaced in 2017 Exterir painting cmpleted in 2017

4 HVAC Rfing Windws Flring/ Carpeting Electrical System External (painting, siding, etc.) Restrms & Plumbing ADA Accessibility Table 5: Systems fr Review by Facility Services/Systems t be Investigated N. Building Name Facility Ntes 11 B Street Cmmunity Center 12 Terra Linda Pl (Seasnal) 13 Terra Linda Recreatin Center 14 Albert 15 Gerstle 16 Falkirk Cultural Center 17 Crpratin Yard (New) ADA restrms installed 1998, Rerfed in 2017; Study shuld exclude stage electrical and lighting which are being cmpleted as a separate prject, Restrms renvated in 2017 Kisk remdeled in 2016, pl center remdeled in 2015 Rerfed in 2017 ADA Studied in 2015, HVAC upgraded in 2014 Slar upgrades cmpleted in The cnsultant shall crdinate inspectin effrts with pertinent city departments fr access t each building and each system. This must include crdinatin with the City Prject Manager and facilities management staff at a minimum. 3. The cnsultant shall prduce a draft memrandum fr City review. Draft memrandum shall include such dcumentatin as phtgraphs f systems and/r infrastructure, especially thse which are requiring replacement r upgrades. Cnsultant shall prepare a standard inspectin/assessment review prcedure such that all similar facilities are reviewed in the same manner fr the same features r deficits. 4. The cnsultant shall prduce a final memrandum summarizing the existing cnditins f the library and addressing any City cncerns presented as part f the review f the draft memrandum. Deliverables: Draft existing cnditins memrandum Final existing cnditins memrandum

5 Task 3: Facility Evaluatin Reprt 1. Based n the field assessment cmpleted in Task 2, the cnsultant shall prvide the City with a list f required imprvements fr the buildings, including anticipated timelines fr the imprvements. 2. The cnsultant shall prvide assciated csts required t cmplete the prpsed imprvements. Cnsultant shall dcument the basis f all csts. 3. The cnsultant shall prduce a draft reprt fr City review and cmment. 4. The cnsultant shall prepare a final facility evaluatin reprt incrprating all cmments frm previus City reviews. Deliverables: Draft facility evaluatin reprt Final facility evaluatin reprt Payment and Cst Estimate The methd f payment t the successful prpser shall be n a time and materials basis with a maximum nt t exceed fee, as set by the prpser in his/her Prpsal, as being the maximum cst t perfrm all wrk. This figure shall include direct csts, including labr, verhead, prfit, and expenses, such as, but nt limited t, transprtatin, cmmunicatins, subsistence, materials, and any subcntracted items f wrk. Prgress payments will be based n actual hurs, hurly csts and supprt service csts charged t the prject n a mnthly basis. The maximum nt t exceed cst shall be submitted with the Prpsal in a separate, sealed envelpe. Each invice submitted t the City fr payment shall cntain a brief descriptin f the wrk billed n that invice, ttal billed t date, ttal paid t date, and amunt remaining. Prpsal The Prpsal shall be cncise, well rganized, and demnstrate an understanding f the Scpe f Services as utlined in this RFP. Prpsals shall be limited t n mre than thirty-five (35) ne-sided pages (8½ x11, r 11 x17 fr fld-ut drawings), inclusive f resumes, graphics, pictures, phtgraphs, dividers, frnt and back cvers, cver letter, etc. Prpsal submittals shall cnsist f three (3) bund sets and ne (1) PDF n flash drive; n ed r faxed Prpsals will be accepted. Prpsals shall be evaluated based n the Evaluatin Criteria sectin f this RFP. At a minimum, Prpsals shall include: 1. Prpsals must be received n later than 2:00 PM, lcal time, n Friday, February 16, 2018, at the Department f Public Wrks. Address t: City f San Rafael Public Wrks Department 111 Mrphew Street San Rafael, CA Attn: Cindy Ray

6 2. Prpsals shall be submitted in sealed packages and clearly marked with the name f the cnsultant and City Building Facility Assessment Study Prject. 3. Cver letter signed by the persn authrized t negtiate a cntract fr prpsed services with the City n behalf f the Prpsal team. The cver letter must state that the sample Prfessinal Services Agreement is acceptable as-is. 4. Prject understanding utlining the cnsultant s basic understanding f the prject and identifying key issues t be addressed during the prject and any insights. 5. A detailed prject apprach and level f effrt, in accrdance with the sectin entitled Scpe f Wrk f this RFP. 6. A prject schedule including at minimum, thse tasks utlined in the sectin entitled Scpe f Wrk f this ntice. 7. A statement f Qualificatin (SOQ) that includes: a. The prpser s experience and histry in perfrming this type f wrk. b. References f persns, firms, r agencies that the City may cntact t verify the experience f the prpser; include phne numbers. c. An rganizatin chart setting frth the prject manager and the staff. d. Experience fr each individual expected t perfrm respnsible prtins f the wrk. D nt submit resumes fr individuals wh d nt have a high prbability f actually leading r wrking n the prject. e. Experience fr each sub-cnsultant. The cnsultant shall be aware f the fllwing: Prpsals and/r mdificatins t Prpsals received after the hur and date specified in this RFP will be rejected and returned unpened t the prpser. All Prpsals shall be submitted accrding t the specificatins set frth in the RFP. Failure t adhere t these specificatins may be cause fr rejectin. Once submitted, Prpsals, including the cmpsitin f the cnsulting staff, shall nt be changed withut prir written cnsent. All requests fr clarificatin fr this RFP must be made in writing by 5:00 pm n Wednesday, February 7, Cnsultants shall Mnique Fuhrman at mnique.fuhrman@cityfsanrafael.rg. The City will nly respnd t written questins frm cnsultants. The City cannt respnd t verbal questins submitted by telephne r in persn. All addenda will be psted n the City s Web site. By submitting a Prpsal, the prpser affirms that they are aware f any addenda and have prepared their Prpsal accrdingly. N allwances will be made fr a prpser s failure t infrm themselves f addenda cntent. A link t the addenda may be accessed at

7 The City reserves the right t revise the RFP prir t the indicated due date. The City may cnsider extending the due date fr RFP due t significant revisins t Scpe f Services. Evaluatin Criteria A review and selectin cmmittee, made up f City staff and ther prfessinals, will evaluate the cnsultants based n the Prpsals and, if necessary, an ral interview t determine which cnsultant is best qualified t perfrm the wrk fr this prject. The cmmittee will then determine a ranking f the cnsultants at which time negtiatins may begin with the mst qualified cnsultant and nly their cst Prpsal will be pened. The cnsultant fee will be evaluated t determine if the amunt f the fee is cnsidered a reasnable cst fr the wrk utlined in the Prpsal. If the tp ranked cnsultant has submitted a reasnable fee, the cmmittee will make a recmmendatin t the Public Wrks Directr that negtiatins be pened t ensure that the tp ranked cnsultant has a full understanding f the expectatins f the City, that the scpe reflects all tasks anticipated and that the fee reflects cmpletin f the prject t the satisfactin f the City. In the event that the City and the tp ranked cnsultant are unable t cme t an agreement as t scpe and fee, the City reserves the right t clse negtiatins with the tp ranked cnsultant and pen negtiatins with the secnd-ranked cnsultant. Once an agreement is reached invlving the scpe and fee, the Public Wrks Directr will make a recmmendatin t the City Cuncil t award the prject t the selected cnsultant and t authrize the Public Wrks Directr t enter int an agreement with that cnsultant. If the City Cuncil is in agreement with the recmmendatin, City staff will prceed with the cmpletin f the agreement and prepare the cntract fr executin. Ranking f the Prpsals will be based n the fllwing pint system (100 pints maximum): 1. Inclusin f all required items and cmpleteness f the Prpsal (5 pints) 2. Understanding f the wrk t be dne (25 pints) 3. Previus experience f similar prjects cmpleted n time and within budget (20 pints) 4. Qualified and experienced persnnel in the prject team (15 pints) 5. Capability f develping innvative r advanced techniques (10 pints) 6. Familiarity with state and federal prcedures (10 pints) 7. Cmmitment t adhering t the prject schedule and budget (5 pints) 8. Clear descriptin f the tasks and demnstrated technical ability (10 pints) The City will ntify each cnsultant regarding the utcme f the Prpsal selectin prcess. The City may reject any r all f the Prpsals if it deems such actin are in the public interest. Special Cnditins Prfessinal Services Agreement The cnsultant selected t prvide the scpe f services shall use the City f San Rafael s standard Prfessinal Services Agreement. A cpy f the template f this agreement is attached t this RFP. Submittal f a Prpsal is acceptance f the Prfessinal Services Agreement. Cntractually required insurance cverage and endrsement infrmatin is shwn in the bdy f the dcument. Reservatins This RFP des nt cmmit the City t award a cntract, t defray any csts incurred in the preparatin f a Prpsal pursuant t this RFP, r t prcure r cntract fr wrk.

8 RFP as a Public Recrd All Prpsals submitted in respnse t this RFP becme the prperty f the City and thus becme public recrds and, as such, may be subject t public review. Right t Cancel The City reserves the right t cancel r change, fr any r n reasn, in part r in its entirety, this RFP, including but nt limited t: selectin schedule, submittal date, and submittal requirements. Additinal Infrmatin The City reserves the right t request additinal infrmatin and/r clarificatin frm any r all respndents t this RFP. Public Infrmatin Cnsultants wh wish t release infrmatin regarding the cnsultant selectin prcess, cntract award, r data prvided by the City at any Public Hearing, must receive prir written apprval frm the City befre disclsing such infrmatin t the public. Attachments 1. City f San Rafael Prfessinal Services Agreement Template (subject t change by the City Attrney s ffice if necessary) Thank yu fr yur interest in cntracting pprtunities with the City f San Rafael. Sincerely, Mnique Fuhrman Prject Manager