REQUEST FOR PROPOSAL (RFP) FOR ENGINEERING DESIGN SERVICES FOR THE Electrical and Stage Lighting Upgrades at B Street Cmmunity Center March 15, 2018 Intrductin The City f San Rafael (City) hereby requests prpsals frm qualified electrical cnsultants fr the upgrade f the B Street Cmmunity Center Stage Lighting. It is the intent f the City t hire a qualified vendr r cntractr wh can prvide prject management, preliminary assessments, and upgrade design and estimate f imprvements csts fr the upgrade f the stage lighting. Prpsals shall be submitted by firms and/r cntractrs 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 B Street Cmmunity Center is lcated at 618 B St in the heart f Dwntwn San Rafael. The intent f this wrk is t assess the existing electrical systems n the B Street Cmmunity Center stage and determine what is needed t upgrade and imprve the system. The existing system includes stage lighting suspended frm ceiling munted tracks and systems, stage flr and wall munted utlet bxes, and lighting cntrl. The existing system des nt currently perate prperly and may need t be cmpletely replaced as part f this prject. The effrt shuld als include evaluatin f the building electrical system (panels, transfrmers, etc.) and assessment f electrical systems that may need t be upgraded as a result f this wrk. The wrk invlved with this prject will be seasnal, due t the schedule f the theater which uses the facilities. Wrk fr this prject must be cmpleted in time t allw cnstructin cmpletin by Nvember 30, 2018 prir t theater s next planned prductin. A pre-prpsal meeting shall be cnducted by the City at the date listed belw where prspective bidders may visit and inspect the existing systems and ask questins. Anticipated Schedule Advertise RFP March 15, 2018 Deadline fr written questins/clarificatins March 23, 2018 Pre-prpsal Meeting March 29, 2018 at 1:00 pm Prpsals due t Public Wrks See the Prpsal sectin f this RFP Scpe f Services This prject shall be cmpleted in tw phases. Phase 1 shall assess the existing system and prvide ptins fr upgrade and replacement fr City cnsideratin. These ptins will be reviewed by the City staff and ne will be chsen fr develpment f detailed design. Phase 2 f the prject shall prepare the
design fr the chsen ptin, including all required electrical upgrades t the building which may be required. 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 and services 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 (up t 6) Task 2: PHASE ONE System Assessment & Recmmendatins 1. The cnsultant shall cmplete a thrugh review f the existing electrical and stage lighting infrastructure. Cnsultant shall inventry and assess cnditin and reusability, if any, f all equipment included in the stage lighting, and lighting cntrl systems. Inspectin f building electrical service (transfrmers, switchgear, panels, etc.) shuld als be included as part f this assessment. Cnsultant shall specifically assess the system with cnsideratin f electrical cdes, such as NEC, City building cde, and general state f the industry standards. 2. The Cnsultant shall prepare a memrandum summarizing investigatin findings, as well as preliminary recmmendatins fr upgrades required t bring system up t electrical, City, and/r ther regulatry cdes, including preliminary cst estimates. Cnsultant shall develp a minimum f tw (2) design ptins fr upgrade f the stage lighting system. 3. Cnsultant shall prepare fr and facilitate a meeting with City staff and key Cmmunity Center representatives t review the recmmended ptins fr stage lighting upgrade. Deliverables: Assessment and Recmmendatins Memrandum Meeting materials fr recmmendatins review meeting Task 3: PHASE TWO Electrical and Stage Lighting Design Plans, Specificatin, & Estimates (PS&E) 1. Based n the ptin chsen by the City as part f Task 1, Cnsultant shall prepare electrical and stage lighting design fr the stage. Design shall include cnsideratins fr the cntrl system, ceiling munted lighting, stage flr and wall utlet prvisins, etc. Plans shall be prvided at the 75% and 100% design levels fr City review. Fllwing acceptance f 100% design, Cnsultant shall prepare final Design Plans fr cnstructin.
2. The Cnsultant shall wrk with City staff and Cmmunity Center staff t select specific prducts fr installatin. Cnsultant shall develp and prvide detailed specificatins f equipment t be installed fr inclusin in recrd dcuments. 3. Cnsultant shall prepare cst estimates fr installatin and cnstructin f prpsed lighting and curtain cntrl system as shwn n plans. 4. Cnsultant shall prepare cmment reslutin matrix fr the 75%, 100%, and final submittal t aid in determining if all cmments received were addressed in the finalized design. Deliverables: 75% and 100% Plans, Specificatins, & Estimate Final Design Plans, Specificatins, & Estimate Cmment reslutin matrices fr 75% and 100% PS&E package 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, warranty, 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 emailed 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 April 5th, 2018, at the Department f Public Wrks. Address t: City f San Rafael Public Wrks Department 111 Mrphew Street San Rafael, CA 94901 Attn: Mnique Fuhrman 2. Prpsals shall be submitted in sealed packages and clearly marked with the name f the cnsultant and Electrical and Stage Lighting Upgrades at B Street Cmmunity Center.
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 Friday, March 23, 2018. Cnsultants shall send questins t 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 https://www.cityfsanrafael.rg/infrastructure-prjects/. 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 The City plans t award this cntract t the lwest qualified bidder. 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. 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