REQUEST FOR PROPOSALS FOR FACILITY DESIGN SERVICES: CITY HALL & COUNCIL CHAMBERS RENOVATION & ADA COMPLIANCE PROJECT

Transcription

1 REQUEST FOR PROPOSALS FOR FACLTY DESGN SERVCES: CTY HALL & COUNCL CHAMBERS RENOVATON & ADA COMPLANCE PROJECT Proposals must be received no later than 2:00 p.m. Friday September Questions with regard to submissions process or proposals may be submitted to: Stacy Souza Elms Senior Planner (209) ext. 133 stacy.elms@losbanos.org City of Los Banos Community & Economic Development Department 520 J Street Los Banos CA

2 NOTCE CTY OF LOS BANOS COMMUNTY & ECONOMC DEVELOPMENT DEPARTMENT Request for Proposal for Facility Design Services: City Hall & Council Chambers Renovation & ADA Compliance Project Notice is hereby given that the City of Los Banos ( City ) is seeking proposals from qualified respondents interested in providing the services described in this request for proposals ( RFP ). The City is preparing to renovate the City Hall at its current location at 520 J Street Los Banos CA by hiring an architectural firm ( Architect ) to scope design create construction documents and provide construction support for renovations of the facility. The proposals should identify three distinct projects: 1. The renovation of the City Council Chambers for Americans with Disabilities Act (ADA) compliance with technology wiring upgrades; 2. The expansion of the most eastern wall of City Hall to accommodate two (2) additional administrative offices where currently only two (2) administrative offices exist; and 3. The redesign and expansion of an existing administrative office and cubicle space into two (2) administrative offices with connectivity between the two (2) offices. Proposals must be received no later than 2:00 p.m. Friday September by the Community & Economic Development Department at 520 J Street Los Banos CA No late submittals will be accepted. The City may conduct interviews of the top ranking firms in order to make a final selection. The successful firm(s) will be recommended to the City Council for authorization to enter into a Professional Services Agreement for Facility Design Services with the City of Los Banos. t is the City s intention to select at least one firm. Any questions with regard to submissions process or proposals can be ed to Stacy Souza Elms at stacy.elms@losbanos.org. The Request for Proposal can be viewed and/or obtained from the City of Los Banos website at Acceptance of any proposal submitted pursuant to this Request for Proposal shall not constitute any implied intent to enter into an agreement for design and engineering services. The Community & Economic Development Department reserves the right to reject any and all proposals prior to execution of the agreement.

3 REQUEST FOR PROPOSALS FOR FACLTY DESGN SERVCES FOR THE CTY HALL & COUNCL CHAMBERS RENOVATON & ADA COMPLANCE PROJECT NTRODUCTON The City of Los Banos (herein referred to as City ) is located on the Westside of Merced County approximately seven miles east of the nterstate 5 and State Highway 152 interchange and approximately six miles north of the nterstate 5 and State Highway 165 interchange. Los Banos City Hall located at 520 J Street in Los Banos houses the Office of the City Manager Office of the City Clerk Building Department Community & Economic Development Department Finance Department and Human Resources Department. n addition the facility includes the Council Chambers and two conference rooms. The Council Chambers serve as a primary meeting place for City Council meetings and Commission meetings. The total configuration of this facility is less than optimal and the current technology wiring system needs upgrading. Additionally the Americans with Disabilities Act (ADA) requires improvements to accessibility. The current Los Banos City Hall facility approximately square feet was constructed in 1988 after the original City Hall and Fire House were condemned in 1986 at the same location. The existing Council Chambers approximately 790 square feet are located within City Hall with a seating capacity for 60. Stakeholders such as the City Manager City Council Department Heads and nformation Technology staff envision a cost effective functional fully integrated and ADA accessible City Hall and Council Chambers. This Request for Proposals aims to retain a professional architectural firm to scope and design the renovations within the City Hall office space to include 1. The redesign and expansion of an existing administrative office and clerical space totaling approximately 357 square feet; 2. The expansion of the eastern wall of City Hall by approximately square feet to accommodate two additional administrative offices adjacent to the City Manager s office; and 3. the renovation of the Council Chambers to accommodate greater functionality including relocating the large television screens redesigning the dais providing ADA access to the dais and providing technology wiring upgrades. SCOPE OF SERVCES The professional design and engineering services required will include the tasks listed below. This list is not all-inclusive and the proposer shall incorporate additional tasks that may enhance the quality of the project within the proposal. Task 1 Ongoing Management and Administration of Contract 1. nitiate Kick-off Meeting with City staff and other relevant parties to refine and finalize the scope and initiate work. City of Los Banos Page 2

4 2. Manage the effort of this contract and meet with the project team when appropriate to facilitate successful delivery of the project. Management includes progress reporting with invoicing budget monitoring and overall administration for contract. 3. D e v e l o p and maintain a schedule of delivering the project. The City anticipates this project to be in construction during the City Council winter recess which will be during the month of December. Deliverables Kick-off Meeting Monthly nvoices with Progress Report Project Budget and Tracking Project Schedule Project Team Meeting Agenda and Minutes Task 2 Stakeholder Engagement and Scoping The Consultant shall engage stakeholders by obtaining input to identify the needs and usages of City Hall that would facilitate a better more efficient and more functional facility. The stakeholders include City staff and City Council. 1. Establish a Purpose and Need Statement by working with City staff and reviewing existing documentation on the project. This statement will be used to help define and rank the project elements and the range of criteria against which to evaluate any alternatives. 2. Develop a Performance Framework that is based on the Purpose and Need Statement and with input from City staff. The framework will respond to the needs of the Stakeholders of the facility and will guide the team through the alternatives evaluation process. 3. F a c i l i t a t e focus meetings with City staff to develop the scope of the remodel. a. n focus meetings provide City staff with examples of comparable Council Chambers built or remodeled in recent years detailing criteria such as best practices use of space amenities and other features that will help facilitate more productive and efficient public meetings. These meetings should help the designer fully understand the design intent as well as the goals and objectives of the project. b. Develop scope as a result of the focus meetings. Scope project to identify and ensure the specific needs of stakeholders for the Council Chambers remodel such as space usage and existing constraints of the facility. The scope should include but not limited to the following elements within the facility: i. Project 1 1. Redesigning and expanding existing administrative office and City of Los Banos Page 3

5 ii. Project 2 iii. Project 3 cubicle space into two separate administrative offices 2. Providing connectivity between the two offices 1. Expanding the most eastern wall of City Hall by approximately square feet to accommodate two additional administrative offices where currently only two offices exist adjacent to the City Manager s office 1. Redesigning and/or relocating the staff seating to the dais along the center of wall and ensuring that the dais is head on with the public seating. 2. Redesigning and/or relocating a large display screen to be situated so it can be viewed head on with public seating and can be easily viewed from the dais. 3. ntegrating ADA compliance upgrades. 4. nstalling state-of-the-art technology upgrades by evaluating City Council Chambers camera operator control area nformation Technology audio/visual room and lobby to determine a cost efficient solution to replace the wiring systems currently in place or to upgrade elements of the wiring system to create a functional and properly planned audio/visual system. 5. Refreshing the facility by replacing carpet walls and ceiling as needed during the renovation. 6. ncorporating a staff area at the dais where staff can reside during the meeting and prepare for presentations. 4. Develop and provide staff recommendations and present options to City Council at a public meeting. Three dimensional renderings for each option will be utilized to provide a visual representation. Deliverables Purpose and Need Statement Performance Framework Renovation Scope of Work Memo Stakeholder Meeting Agenda Minutes and Presentation Materials Public Presentation and Presentation Materials on Design Options Task 3 Conceptual Design 1. Utilizing the information obtained and generated from Task 2 develop design City of Los Banos Page 4

6 alternatives for City Hall. 2. Generate estimates for each conceptual design alternative. These estimates shall be granular enough to be used for cost comparison between the options and for construction budgeting purposes. Deliverables Design Alternatives Estimate for each Conceptual Design Task 4 Alternatives Evaluation and Preferred Alternative 1. Perform and document alternatives evaluation based on performance framework developed from Task Utilize framework to generate recommendations to City staff for which design elements to remove or modify. 3. P r o v i d e a Conceptual Preferred Alternative design and estimate that is within the project budget based on the elements staff has recommended to be removed. Deliverables Alternative Evaluation and Preferred Alternative Memo Preferred Alternative Design Preferred Alternative Estimate Task 5 Plans Specifications Estimates & Bid Packages 1. Based on the Preferred Alternative provide a final design package that will facilitate a Building Permit application and receive approval. This set will include a set of 100% complete construction drawings that can be utilized for the bid package. City Building Permit fees will be waived. 2. Develop bid ready packages and specifications. Provide City review of progress at 65% 95% and 100% design. 3. P r o v i d e a detailed engineers estimate for the design at each progress phase including adequate contingencies and other construction related costs (testing inspection etc). Deliverables Building Permit Application and Approval Design Packages at 65% 95% and 100% design Construction Estimates at 65% 95% and 100% design Task 6 Construction Support 1. During construction provide support for the following: City of Los Banos Page 5

7 a. Respond to requests for information b. Review submittals c. Attend pre-construction meeting d. Attend all relevant construction progress meetings v. site observation visits e. Project phone calls or s f. Review change orders for scope confirmation g. Construction punch list h. Conduct and document one punch list site walk i. Conduct on back check after all punch list items have been addressed by the Contractor j. Review closeout documentation against the specifications k. As-built plans and specifications for the City s records in a format specified by the City. PROPOSAL FORMAT AND CONTENT Envelope A - Checklist tem Description Proposer Shall initial here 1 Proposal (original and six (6) copies) 2 Cover Letter 3 Staffing Team Experience and Understanding 4 Work Plan Approach and Schedule 5 Resumes 6 Other Relevant nformation 7 References The proposal shall be brief precise and shall not include unnecessary promotional material. The proposal shall not exceed 25 pages excluding resumes. The proposal should contain the following elements in the exact order and segmentation listed below: 1. Cover Letter. Describe your firm or team s interest and commitment in providing Consultant Services to the City. The letter shall be signed by a person authorized to negotiate a contract with the City. 2. Staffing Team Experience and Understanding of Project & Objectives. Describe the qualifications and experience of the team members expected to be assigned to this project. The description shall include previous experience with similar projects. nclude City of Los Banos Page 6

8 an organization chart and provide a matrix including which projects team members have worked on together in the past. A discussion demonstrating the proposer s understanding of the project the goals the services to be provided their significance to the overall City goals. 3. Work Plan Approach and Schedule. Discuss your firm s understanding of the scope of work to be performed and level of effort expected to be performed by each resource. nclude an itemized table of estimated person hours by professional classification (or team member) to quantify the level of effort. Describe the method that will be used for scheduling coordination management of overall project costs quality assurance/quality control and list key or potential issues/risk you may deem critical to this project. 4. Resumes. nclude single page resumes of the engineers technicians key personnel and sub-consultants (if any) to be assigned to the project. t is expected that designated key staff will remain for the duration of the project. Key staff substitution will be allowed only after an interview and concurrence with the City. 5. References. Provide at least three references (name agency title address and telephone number) for recent similar or related work. 6. Other Relevant nformation & Exceptions. Provide additional relevant information that may be helpful in the selection process including any exceptions taken to the City s standard agreement. 7. Cost. (n a separate sealed envelope Envelope B ) The awarded firm shall be compensated based on all elements encompassed within RFP and if applicable associated Addendum. Price Sheet presented by the Proposer shall include price detail breakdown for each separate project for all elements and tasks imperative to accomplish the services outlined in the Scope of Work. An itemized table of estimated person hours by professional classification (or team member) shall be identified; including if applicable subcontracted personnel. 8. nsurance. Before the City executes a contract for services the Consultant shall provide a certificate of insurance evidencing the following: General liability insurance of $ and automobile insurance coverage of $ indicating the City as an additional insured. Professional Liability (errors and omissions) insurance providing a minimum coverage of $ Workers Compensation Coverage and Employer s Liability nsurance. Each liability insurance certificate shall state that coverage afforded therein is primary and shall bear endorsements that provide the City be given at least 30 days written notice before any material change or cancellation of such policy for any reason. City of Los Banos Page 7

9 EVALUATON AND SELECTON PROCESS Qualifications will be screened and the top candidates will be reviewed by a selection committee. The qualifications for the top candidates will be verified and references will be checked. n reviewing the proposals the City will carefully weigh: Consultant s understanding of the City s desires and general approach to completing the work; Consultant s experience with contracts of similar complexity and magnitude; Qualifications of the staff being assigned to this project; Demonstrated ability of the Consultant to perform high quality work to control costs and to meet time schedules; Ability to work effectively with City staff; Other qualifications/criteria as deemed appropriate by the City Manager or the panel reviewing the proposals. SUBMTTAL GUDELNES Firms interested in submitting proposals must submit six (6) complete copies of the proposal and one (1) copy of the costs proposal in sealed envelopes (Envelope A and B ) bearing the caption City of Los Banos Consultant proposal for the City Hall & Council Chambers Renovation & ADA Compliance Project. The envelopes shall be addressed to: Stacy Souza Elms Senior Planner City of Los Banos Community & Economic Development Department 520 J Street Los Banos CA Proposals may be submitted in person at the Community & Economic Development Department at City Hall or by mail but must be received by 2:00 p.m. on Friday September Electronic faxed or late proposals will not be considered. Any changes made by the City to the requirements in this RFP will be made by written addenda. Any written addenda issued to this RFP shall be incorporated into the terms and conditions of any resulting Agreement. The City will not be bound by any modifications to or deviations from the requirements set forth in this RFP as the result of oral instructions. The City reserves the right to revise or withdraw this RFP at any time and for any reason. PROPOSAL RESPONSE The City reserves the right to reject all proposals to request additional information concerning any statement for purposes of clarification to accept or negotiate any City of Los Banos Page 8

10 modification to any statement following the deadline for receipt of all statements and to waive any irregularities if such would serve the best interests of the City. All inquiries regarding the proposal should be directed to Stacy Souza Elms Senior Planner by telephone at (209) ext. 133 or preferably by at ADDTONAL SUBMTTAL NFORMATON The City assumes no responsibility for delays caused by delivery service. Postmarking by the due date will not substitute for actual receipt. All costs incurred during proposal preparation or in any way associated with the Consultant s preparations submission presentation or oral interview if held shall be the sole responsibility of the Consultant. f awarded a contract the Consultant shall maintain insurance coverage including errors and omissions and worker s compensation reflecting the minimum amounts and conditions specified by the City. Consultants are liable for all errors or omissions contained in their proposals. By submitting a Proposal Proposer represents that: (1) Proposer has thoroughly examined and become familiar with the Work required under this RFP (2) Proposer comprehends all conditions that may impact the Proposal (3) Proposer has reviewed of all addenda and (3) Proposer is capable of providing the equipment goods and services necessary to perform the Work and/or meet the specifications outlined in this RFP in a manner that meets the City s objectives. Failure to examine the documents and inform itself shall be at the Proposers own risk. A Proposer shall have no claim against the City based upon ignorance of or misunderstanding of the RFP documents. Once the award has been made failure of a Proposer to have read all of the conditions instructions and the Agreement shall not be cause to alter any term of the Agreement nor shall such failure provide valid grounds for a Proposer to withdraw its Proposal or to seek additional compensation. All Proposals and prices set forth therein shall be deemed to include applicable taxes. The Proposer shall be appropriately licensed in accordance with the laws of the State of California for the work to be performed. The cost for any required licenses or permits shall be the responsibility of the successful Proposer. The successful Proposer is liable for any and all taxes due as a result of the contract. NON-OBLGATON The City retains sole discretion to evaluate proposals and may make an award to the Consultant the City deems to have the most responsive proposal. Receipt of proposals in response to this RFP does not obligate the City in any way to engage any Consultant and the City reserves the right to reject any or all proposals City of Los Banos Page 9

11 wholly or in part at any time without penalty. The City shall retain the right to abandon the proposal process at any time prior to the actual execution of a contract with a Consultant and the City shall bear no financial or other responsibility in the event of such abandonment. The City reserves the right to negotiate all final terms and conditions of any agreements entered into. ATTACHMENTS City Hall blueprint City Hall interior/exterior photos City of Los Banos Page 10

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