CITY OF GLENDORA Request fr Prpsal Fr Architectural Services Prject number 1248_ 8/3/2017 Prepared by Cmmunity Services Department 116 E. Fthill Bulevard Glendra, Califrnia 91741 Prpsal Mailing Date August 3, 2017 Prpsal Submittal Due Date August 31 2017
THE OPPORTUNITY: The City is seeking a qualified firm t prvide architectural and civil engineering design, cmplete cnstructin prject management versite fr a ADA restrm accessible renvatin f the Carlyle Linder Equestrian Park, 1000 Glendra Muntain Rad, Glendra. CA 91741. All interested firms must register with the City f Glendra s City Clerk s Office lcatin at 116 E. Fthill Bulevard, Glendra, CA. 9174. Questins must be submitted by Tuesday, August 22, 2017 by 4:00 p.m. All questins will be answered by Mnday, August 28, 2017 by 5:00 p.m. t all thse wh are registered with the City Clerk s Office. THE SPONSOR: The City f Glendra s Cmmunity Services Department is the lead Department regarding this RFP. The Department s functin will be administrative and financial. Administratively, the City will execute, direct and manage all required cntracts t supprt the prjects. All prpsals, plans, specificatins, and design will be subject t final apprval f the City. The Cmmunity Services Department will appint a prject manager r prject managers wh will serve as the pint f cntact fr all issues related t the prfessinal services cntract resulting frm this RFP. THE PROJECT: The City f Glendra currently perates Carlyle Linder Equestrian Park, lcated at 1000 Glendra Muntain Rad, Glendra, CA 91741. The prject shall be ADA accessible bathrms, kitchen/snack bar and parking. The gal f this prject is t keep the utside masnry structure f the building, but remdel the interir and exterir fr ADA accessibility. Special attentin shall be exercised t prtect the adjacent Park, and trees. City street curbs/gutters, sidewalks, strm drain, etc. will be prtected and r repaired as necessary. Create cnstructin and design plans fr ADA restrm and kitchen/snack bar. There will be ADA path f travel cnnectins t the building that must be included. The City s timeframe fr prject design cmpletin is Nvember 2017 and prject bid slicitatin by January 2018. THE SCOPE OF WORK: The City f Glendra is ffering an pprtunity fr an architectural and civil engineering design firm t prvide a prpsal assciated with the referenced prjects. Services may include but nt be limited t: Prject Design Including: Site survey Sils Survey Right f ways maps Bundary survey including perfrming field surveying t establish prperty lines and ther miscellaneus tasks as requested Schematics Design Develpment Civil engineer drawings plans fr water, sewer, grading, SWPPP etc. Tpgraphic Survey shwing elevatin f all structures and facilities 1 P a g e
Prpsed accessible parking, accessible seating and path f travel. Pavement design Grading plans Cmplete Drainage study Dem & Cnstructin Drawings Cnstructin Specificatins Apprved Fire Plans Cmplete Bidding Specificatin Cnstructin Management Clse-ut & Recrd Drawings Other miscellaneus services, as negtiated Perfrm preliminary design and prpse different alternatives and cst fr each alternative under cnsideratin. Engineering studies include: gelgical, structure rehabilitatin, drainage, capacity and traffic management Develp a detailed Cst Estimate fr each phase f prject including cnstructin versite. Develp a detailed schedule fr the prject, starting frm site survey t the cmpletin f the cnstructin perid. There will be a need frm the design prfessinal fr befre and after elevatins fr minr grading. The selected firm will be required t make as many crrectins necessary t cmplete and receive apprved cnstructin plans. The firm will be required t meet weekly fr at least 1 hur frm start f prject t cmpletin. Firm will be required t btain all required permits fr cunty, state, federal and city. The abve is a general utline f the scpe f wrk t be prvided by the firm. It is intended as a guide nly, and the specific scpe f wrk t be prvided by the firm must be included in the prpsal.. THE SELECTED FIRM: Firms submitting a Request fr Prpsals will be evaluated fr selectin based n the fllwing criteria: The prpsal s details a cmplete understanding f required disciplines and indicatin f general and specific understanding f needed specificatins t cmplete intended prject. Histry f the firm including: years in business, current number f prfessinal persnnel and current vlume f prjects in design phase. Firm's Experience n prjects f similar scpe and budget fr a public sectr client within the last 5 years. Firm s staff qualificatins Relevant experience f sub-cnsultants and assigned staff as a "prject team" Overall prject apprach including, but nt limited t, quality cntrl prgram, prject rganizatin, management and design philsphy. Firm's demnstrated ability and management cmmitment t successfully cmplete a prject within budget and schedule. Resume and current wrk lad f listed team members. Client References with addresses and telephne numbers Firms knwledge f Glendra s histry and cmmunity 2 P a g e
Cst effectiveness related t prject Prf f firms ability t cmplete prject design and cnstructin bids within desired date listed abve Fllwing submittals f the Request fr Prpsals (RFP), a selectin cmmittee will select the firm that best meets the needs f the city. If agreement cannt be reached, negtiatins will be terminated with the selected firm and pened with the firm ranked next in rder. At the discretin f the Cmmunity Services Department a design cntract may be awarded t the architectural and civil engineering firm determined t be the mst qualified t prvide design services fr the prject referenced herein. THE FORMAT The Prpsal shall be limited t a maximum f thirty (30) pages. Cvers, cver letter, table f cntent and dividers will nt cunt as pages. Prpsals shuld be submitted in a sealed package with the fllwing infrmatin clearly marked n the utside f the package: Name f Respnder Prject Title The wrd Prpsal Prvide a Statement f Qualificatins, Resumes, r Prject Experience. Describe hw the delivery f services will be prvided t City, including the lcatin f the cnsultant s ffices and respnse time t City s requests. In additin, describe thse cnditins, cnstraint, r prblems that are unique t the scpe f wrk that may adversely affect either the cst r wrk prgress. In rder t facilitate the review and evaluatin f the prpsal, the prpsal shall be rganized using the fllwing utline frmat: 1. Cver Letter Intrduce prject manager and pint f cntact fr yur firm Describe utside cnsultants, cntractrs and/r services that yur firm will utilize Establish yur firm s availability t cmmence with the prject 2. Prject Understanding and Apprach Describe yur understanding f the prject and the City s needs and requirements Discuss recmmended deviatins frm the General Scpe f Wrk described abve 3. Scpe and Services Discussin and analysis f the alternatives, including prject csts, which satisfy prject need and purpse. The discussin f alternatives shuld include a Minimum Prject Alternative. Prject csts shall be summarized in the prject cmpnents as fllws: Cmpletin f all permits and envirnmental studies Preparatin f all plans, specificatins, and estimates Cnstructin and cnstructin management and engineering 4. Schedule Prvide schedule identifying start and end dates fr each task described in the Scpe f Services 3 P a g e
Include City staff review perids and deliverable dates 5. Fee Prpsal Prvide a fee fr each task with a breakdwn by labr categry, hurs, hurly rate, and direct csts State that Fee Prpsal is nt-t-exceed and includes all direct and indirect csts including all labr, emplyee benefits, mileage, equipment, materials, insurances, and reprductin csts The cnsultant will nt be allwed t markup the sub-cnsultant s wrk unless specially apprved by the City COSTS ASSOCIATED WITH THE RFP PROCESS: Each respndent will be respnsible fr all his/her expenses incurred during the RFP prcess. THE SELECTION PROCESS: The prcess is as fllws: Submittal f a bund Request fr Prpsals (RFP) package frm prspective firms by August 31, 2017 Evaluatin f Qualificatins by the City September 4 8, 2017 Firm selectin September 11, 2017 Fee negtiatins September 11-15, 2017 Cntract award frm City Cuncil September 26, 2017 Significant criteria t be used in selectin prcess may include, but nt be limited t: Written respnse t RFP t demnstrate understanding f need Reference infrmatin Experience, demnstrated histry f wrk n similar prjects, resurces available Cst effectiveness f prpsal PUBLIC RECORDS ACT: Respnse t this RFP becmes the exclusive prperty f the City. At such time as the Cmmunity Services Department may recmmend a firm t the City Cuncil, and when such recmmendatin appears n the Cuncil Agenda, all prpsals submitted becme a matter f recrd and shall be regarded as public recrd. CONTRACT AWARD (ARCHITECTURAL SERVICES AGREEMENT) The City reserves the right t accept r reject any r all f the prpsals, waive any irregularity and t require the prpser t verify, clarify r explain any part f the submitted prpsal. Cntract award will be based n the selectin f the firm deemed mst qualified as well as successful scpe/fee negtiatins and apprval by the City Cuncil. ANTICIPATED SELECTION PROCESS SCHEDULE: Release f RFP t firms August 3, 2017 Prpsal Deadline August 31, 2017 Ntice t Prceed Upn Ntificatin 4 P a g e
Respndents t this RFP shuld submit fur (4) packages. Packages shuld clearly define the firm's prject team, including backgrund/experience, and cntain lists f similar prjects (including financial infrmatin) wrked n with references fr same and relevant current prject infrmatin. Packages must be delivered t The Cmmunity Services Department, 116 E. Fthill BLVD, Glendra CA 91741 by n later than 10:00 a.m. n August 31, 2017. They shuld be labeled "RFP- Architectural Design & Civil Engineering Cnsulting Services City f Glendra Carlyle Linder Equestrian Park, 1000 N Glendra Muntain Rad, Glendra. CA 91741 and be addressed t: City f Glendra Cmmunity Services Department 116 E. Fthill BLVD, Glendra CA 91741 Attentin: La Shawn Butler Questins will be answered t all thse wh are registered with the City Clerk s Office. Attached are phts f the existing building cnditin. 5 P a g e
Carlyle Linder Park building exterir Snack bar/kitchen interir 6 P a g e
Bathrms 7 P a g e