Request for Statement of Qualifications for Professional Architectural, Engineering, Staff Augmentation, And Landscape Architecture Services

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1 Request for Statement of Qualifications for Professional Architectural, Engineering, Staff Augmentation, And Landscape Architecture Services The City of Commerce Public Works and Development Services Department is soliciting Statements of Qualifications (SOQ) from local firms to provide various professional architecture, engineering, staff augmentation and landscape architecture services for public works and development services projects in the Service Areas of STAFF AUGMENTATION, INFRASTRUCTURE, DEVELOPMENT REVIEW, BUILDINGS AND PARKS. Categories of work could include: General Civil Engineering Utilities Design Traffic Engineering and Planning Architectural Design Landscape Architecture Land Surveying and Mapping Services Private Development Review Structural Design and Review Environmental Preparation and Permitting Environmental Services Material Remediation Construction Management Project and Program Management Public Outreach and Communication Municipal Stormwater Permit Compliance Services Firms interested in providing these services must complete a SOQ submittal using the information and forms contained in the SOQ Packet. This SOQ process is intended to qualify prime consultants who will be contracting directly with the City. Sub-consultants providing services to the prime consultant should not complete this submittal. If your firm is interested in providing various professional services for public works projects, see Related Links below. SOQ Term: August 2014 through January 2016 Submittal Deadline: 5:00 p.m., Monday, June 30, 2014 July 7, 2014 SOQ Packet Availability: Are available by requesting the Professional Services SOQ Packet for Architectural, Engineering, Staff Augmentation and Landscape Architecture Services, only by sending an

2 to City of Commerce Purchasing Division at with copies to Mr. Wendell Johnson, Assistant Director of Public Works and Development Services Department at Please include company name, contact information and phone number with request. All documents will be transmitted by . OR To download the entire Professional Services SOQ Packet for Architectural, Engineering, Staff Augmentation and Landscape Architecture Services by visiting and follow Popular Links: Open Bids & RFPs SOQ Packet Revisions: None to date. For additional information please contact Wendell Johnson at (323)

3 Professional Services Statement of Qualifications Packet STAFF AUGMENTATION INFRASTRUCTURE DEVELOPMENT REVIEW BUILDINGS PARKS August 2014 to January 2016 PUBLIC WORKS & DEVELOPMENT SERVICES DEPARTMENT Maryam Babaki Director

4 STATEMENT OF QUALIFICATIONS Packet for PROFESSIONAL SERVICES In the service areas of STAFF AUGMENTATION, INFRASTRUCTURE, BUILDINGS AND PARKS For the term August 2014 to January 2016 CONTENTS Overview Submittal Instructions Contract Terms Evaluation and Award Procedures Frequently Asked Questions Appendix Submittal Forms Form A - Mandatory Requirements Form B - General Qualifications Form C - Supplemental Information Form D - Relevant Projects Form E - Project Approach Professional Services Agreement Page 4 of 24

5 City of Commerce Statement of Qualifications (SOQ) Policies & Procedures June 2014 Overview The following outlines the policies and procedure to be used on evaluating and ranking consultants for the Statement of Qualifications (SOQ) process for professional services. The purpose of the Statement of Qualifications (SOQ) Process is to allow the Public Works and Development Services Department to solicit and retain professional services according to specific project requirements. It is intended that the process be open, objective and equitable; reliable in selecting the best candidate under the circumstances; flexible; and uncomplicated. The City of Commerce is soliciting Statements of Qualifications (SOQ) from local firms to provide various professional architecture, engineering, staff augmentation and landscape architecture services for public works and development services projects. Firms interested in providing these services must complete a SOQ submittal using the information and forms contained in this Packet. This SOQ process is intended to qualify prime consultants who will be contracting directly with the City. Sub-consultants providing services to the prime consultant should not complete this submittal. This Professional Services Packet provides the necessary information to submit qualifications to provide professional services in the following Service Areas: STAFF AUGMENTATION Provide technical staff for on-site engineering and engineering support services. Services may include project management, program management, staff engineering, and public works inspection. Temporary staff duration will vary and may be project specific with a minimum of 3 months to over a year assignments. Services area may include general civil and traffic engineering. This category is unrestricted. INFRASTRUCTURE Provide engineering services, including sub-consultants as necessary, for the design and/or construction of various infrastructure projects and/or associated site work, for new construction, rehabilitation and restorations. Basic services may include programming, reports, studies, surveys, master planning, schematic design, design development, construction documents, permitting, bidding assistance, construction administration, project management. Page 5 of 24

6 Service areas may include; Environmental Remediation, Material Abatement, Right-of- Way Services, Seismic Retrofitting, Roadway Engineering, Storm Drains Construction Management, Labor Compliance, Material Testing, Pavement Evaluation and Management, Soils Testing, Geotechnical Services, Environmental Services and Testing, Engineering and Design, Traffic Engineering, Development Review, Plan Checking, Surveying, Ground Water Monitoring, Interface with DTSC, Material Abatement, NPDES, Well Construction California Environmental Quality Act (CEQA) Document Compliance, Master Plans and Technical Studies and Public Works Inspection. This category is limited to firms where a principal of the firm is a California registered Civil Engineer or the appropriate specialist certifications for employees. A principal is a person who occupies a position of management, shares in the firm s losses and is liable for the acts of the firm. DEVELOPMENT REVIEW Provide architectural, landscape architectural and engineering services, including subconsultants as necessary to review and comment on applications and plans for development projects, and prepare conditions of approval for development projects. This category is limited to firms where a principal of the firm is a California registered Architect, Landscape Architect, Engineer or the appropriate specialist certifications for employees. A principal is a person who occupies a position of management, shares in the firm s losses and is liable for the acts of the firm. BUILDINGS Provide architectural and engineering services, including sub-consultants as necessary, for the design and/or construction of various building projects and/or associated site work, for new construction, remodels, and restorations. Basic services may include programming, reports, studies, surveys, master planning, schematic design, design development, construction documents, permitting, bidding assistance, construction administration, and project management. This category is limited to firms where a principal of the firm is a California registered Architect, Engineer or the appropriate specialist certifications for employees. A principal is a person who occupies a position of management, shares in the firm s losses and is liable for the acts of the firm. PARKS Provide landscape, engineering, and minor architectural services for the design and/or construction of various parks, recreation areas, open spaces, and right-of-way projects, to include new construction, renovations, and restorations. Basic services may include programming, reports, studies, surveys, master planning, urban planning, schematic design, design development, construction documents, permitting, bidding assistance, construction administration, and project management. Page 6 of 24

7 This category is limited to firms where a principal of the firm is a California registered Landscape Architect, Engineer or the appropriate specialist certifications for employees. A principal is a person who occupies a position of management, shares in the firm s losses and is liable for the acts of the firm. Service Categories The Department of Public Works and Development Services may, as required, seek expertise and/or assistance from consultants in one or more of the following service categories or others as deemed necessary: Firms interested in providing services in these categories must be the prime consultant for the services provided and are normally required to perform at least 50 percent of the work at their local office. Firms must choose to be on either the large contract list ($400,000 and above), Medium $200,000 to $400,000 or small contract list (less than $200,000.) Based on the evaluation of these SOQ submittals, the City will develop a list of qualified firms for each Service Area, to be used in selecting consultants over the next 18 month period. Additional information is contained throughout this Packet. Please read all information thoroughly, including the Minimum Qualifying Requirements on Form "A", before proceeding with your submittal preparation. SCOPE OF WORK 1. General Civil Engineering Design of municipal infrastructure including: Design of roadways, trails, bike paths, sidewalks, intersections, complete streets. Grading and drainage including drainage design, hydrology, hydraulics, FEMA compliance, drainage master planning, CEQA support studies. Storm Water management and compliance studies and design, SWPPP, BMP analysis and design. Pavement assessment, design and engineering. 2. Utilities Design Design of utilities associated with Capital Improvement Projects (CIP). 3. Traffic Engineering and Planning Municipal Traffic Engineering including design of traffic signals, signing and striping, traffic control, traffic impact studies, traffic simulations, roundabout analysis and design, transportation modeling, Active Transportation, multi-modal analysis, peer review for other traffic studies. 4. Architectural Design Architectural design/review of new public facilities/buildings; renovation and/or expansion of existing buildings, interior building modification, electrical, plumbing, and seismic studies. 5. Landscape Architecture Urban and Landscape design, park and recreational planning, photo simulation and 3D animation, landscape construction documents including grading, drainage, irrigation and lighting. Provide landscape architectural services for plan checking, Page 7 of 24

8 design, and or construction of various development and City projects. Basic services may include plan checking, meetings with staff and applicants, attending Council and Commission meetings, performing field inspections, preparing conditions of approval, programming, reports, studies, surveys, master planning, urban planning, schematic design, design development, construction documents, permitting, bidding assistance, construction administration, and project management. 6. Land Surveying and Mapping Services Land surveying for boundary locations, aerial control and accuracy assessment, topographic surveys and construction staking. ALTA surveys, Records of Survey, Right of Way surveys, preparation and review of plats, legal descriptions, subdivision maps and parcel maps. 7. Private Development Review Review land development consultant grading plans and public improvement plans for compliance with federal, state, and local ordinances, policies, and project conditions of approval. Verify consultant s calculations on the engineering drawings. Review drainage studies for compliance with the County of Los Angeles Design and Hydrology Manual. Review water quality technical reports and/or water quality improvement plans for compliance with the latest NPDES permit and City of Commerce Storm Water Standards Manual. Prepare/review plats, legal descriptions, subdivision maps, and parcel maps. 8. Structural Design and Review Calculate or review structural calculations for retaining walls, drainage junction structures, seismic upgrades and other structural facilities. 9. Environmental Preparation and Permitting Prepare environmental documents (CEQA), phases 1 and 2 site assessment, noise study, bio study, socioeconomic study, hazardous waste study, archeological study, storm water quality study, and historical study as needed for CIP projects. Prepare environmental permit applications and coordinate with the review agencies to obtain permits. 10. Project and Program Management Coordinate and manage project and/or program activities through project management for CIP and Land Development projects. Track project scope, cost and schedule and manage project progress through coordination. Bring experience, expertise and skill in addressing complex project and program issues. 11. Public Outreach and Communication Conduct public outreach on a capital improvement projects for compliance with regulatory permit requirements; preparation and distribution of mailings. Page 8 of 24

9 12. Municipal Stormwater Permit Compliance Services Assistance with the implementation of the Municipal Stormwater Permit. Page 9 of 24

10 SUBMITTAL INSTRUCTIONS 1. SUBMITTAL DEADLINE Submittals will only be accepted between 8:00 a.m. and 6:00 p.m., Monday through Friday, until the deadline of 5:00 p.m., Monday, June 30, July 7, 2014 Submittals must be received prior to the deadline at one of the following locations: U.S. Mail Delivery: Messenger & Express Deliveries: SOQ - Public Works & Development Services Department City of Commerce 2535 Commerce Way City of Commerce, CA90040 SOQ - Public Works & Development Services Department City of Commerce City Hall 2535 Commerce Way City of Commerce, CA FORMS AND INSTRUCTION PACKET AVAILABILITY This Professional Services SOQ Packet is available: By sending an to City of Commerce Purchasing Division at with copies to Mr. Wendell Johnson, Assistant Director of Public Works & Development Services Department at Please include company name, contact information and phone number with request. All documents will be transmitted by . OR To download the entire Professional Services SOQ Packet for Architectural, Engineering, Staff Augmentation and Landscape Architecture Services by visiting and follow Popular Links: Open Bids & RFPs Page 10 of 24

11 3. PACKET REVISIONS AND CLARIFICATIONS Any revisions and clarifications to this Packet will be posted to the City s web site and also mailed, faxed, or ed to applicants providing their name and address when requesting a Packet. Applicants are encouraged to submit early during the application period prior to the June July deadline. If there are any revisions or clarifications issued after an applicant s early submittal, the revision or clarification will have no effect on the equal evaluation of the early submittal in comparison to other later submittals. At the applicant s option, early submittals may be retrieved and amended at any time prior to the deadline. 4. QUESTIONS Any questions or clarifications must be submitted in writing to Mr. Wendell Johnson, Assistant Director of Public Works and Development Services Department at the U.S. Mail Delivery address shown above for the submittals, or faxed to: 323/ or ed to Answers are not guaranteed prior to the deadline. Any answers or clarifications of substance will be distributed as a Packet Revision. Your question may already be referenced in the Frequently Asked Questions section of this Packet. 5. SERVICE AREAS This SOQ Packet provides the submittal instructions and forms for five Services Areas: a) STAFF AUGMENTATION b) INFRASTRUCTURE c) DEVELOPMENT REVIEW d) BUILDINGS e) PARKS Both or either area may be applied for, but a separate submittal is required for each Service Area. Page 11 of 24

12 6. SUBMITTAL FORMAT AND FORMS Submittals must conform to the instructions and provide all of the requested information to receive full consideration. Except for the Mandatory Form A, you may omit portions of the application if you don t have the information or feel the information is private. Please note the reason for omissions on the application as explanation. Application evaluators will be free to draw their own conclusions for any omissions. Submittals must contain the forms included in this SOQ Packet, in the order shown below, with tabbed labeled dividers preceding the first page of each form for easy reference by the evaluators, bound by any appropriate method. The order of the submittal s tabbed dividers: A - Mandatory Requirements B - General Qualifications C - Supplemental Information D - Relevant Projects E - Project Approach The name of the Firm and Service Area must be indicated on the cover of each bound copy. Provide 6 copies of each submittal (5 bound and 1 unbound) and an electronic file PDF format or scanned on CD, DVD or USB drive. The forms in this SOQ Packet may be copied and modified as long as the pre-printed text and general format remain the same. All pages must conform to an 8-1/2 x 11 format. Both portrait and landscape page orientations may be used. Additional information or brochures beyond the forms/items specifically outlined below should not be included in your submittal and will not be considered in the evaluation process. Do not provide electronic files, video, or other non-paper formats. Other than the required forms, do not include other portions of this SOQ Packet in your submittal such as the Instructions, Contract Terms, Professional Services Agreement and Owner Disclosure. A cover letter may be included but will not be considered in the evaluation. A - Form A - Mandatory Requirements If this form is not completed indicating the one Service Areas (all that apply) per submittal, dated, and signed by a representative legally authorized to execute contracts with the City, the submittal will not be considered. Page 12 of 24

13 B - Form B - General Qualifications This form is the Federal Government s Standard Form 330, Part II (the last page of the pdf file). Do not fill out or include Part I intended for specific project contracts. The form contained in this packet is an Adobe Acrobat pdf formatted form that may be filled out electronically. Only print and include Part II GENERAL QUALIFCATIONS in your submittal. In pdf format, this is a single page, the last page of the Standard Form 330. Don t include any of the instruction pages. This form must contain the information for the local firm or branch if the firm has branch offices. C - Form C - Supplemental Information RESUMES - Do not forget to include resumes of local professional staff and staff that are registered with the California State Board for Professional Engineers and Land Surveyors, California Architects Board, Registered Landscape Architects in the State of California or has specialty certification. In a separate sealed envelope submit a rate schedule labeled Rate Schedule D - Form D - Firm s Relevant Projects PROJECT LIST: List only projects relevant to the Service Area of the submittal. Do not list more than 20 projects. List the firm s most recent and local projects first. GRAPHICS: Attach color or black and white graphics of the relevant projects listed such as photos, renderings, site plans, etc. Order these to match the order of the projects listed on list, and identify the pages with the same Project Name listed. Additional project information and explanatory text may also be included on these graphic pages. Do not include: A total of more than the equivalent of 30 one-sided pages. Graphics of projects other than those listed. Original graphic artwork, as no work or submittals will be returned. E - Form E - Project Approach Include information about the firm s management philosophy and project approach including identification of budgeting, scheduling and quality assurance processes, and any other pertinent information the evaluators should be made aware of to properly evaluate the applicant firm. This Form is limited to 2 one-sided pages. CONTRACT TERMS One of the mandatory requirements of Form A is the requirement that all consultants agree to execute the City s standard contract and without amendment (see Form A ). Page 13 of 24

14 The terms contained in this contract have been written by the City Attorney s Office and modifications will not be considered. The detailed scope of services and payment provisions are contained in the exhibits to the contract, where negotiation and modification is possible within limits. The referenced standard contract, Professional Services Agreement For Architect/Consultant, and disclosure form, Certificate Disclosure of Ownership/Principals, are both included in the Appendix to this SOQ Packet for review. The disclosure form is a mandatory attachment to the contract. Do not submit this form with the SOQ submittal. If the terms of the contract or disclosure forbid your contracting, do not submit this SOQ packet, but please do notify the City of your inability to submit and the objectionable language for future possible contract revision. EVALUATION AND AWARD PROCEDURES For each Service Area, a panel of 3 evaluators will independently review, assess and rate the submittals in the following areas: Firm and Personnel Experience Firm s Relevant Project Experience including Graphic Examples Project Approach and Management Philosophy The panel s ratings will be used to determine an initial ranking for each applicant. This initial ranking will then be adjusted to take into consideration the consultant s past performance on previously contracted City projects, if any. The City conducts Consultant Performance Rating evaluations on each consultant contract after completion of the project. Favorable performance ratings will improve the firm s rating. Each consultant will then be ranked and listed from highest to lowest rating. This list will be used over approximately the next 18 month period for projects in the applicable Service Area. The City reserves the right to solely determine who is most qualified for a particular project. This determination will be based on the information submitted in this SOQ process, updates to such information, pre-selection interviews, and consultant performance evaluations of previous City work. FREQUENTLY ASKED QUESTIONS How much work is anticipated over the next 18 months? Unknown, but likely to be a similar project volume encountered during the last two years. The City has a few large-scale projects and current projects in need of additional funding that can absorb the majority of the normal funding. Is this qualifying process only used to determine the lead prime consultant? Page 14 of 24

15 Yes. This STAFF AUGMENTATION, INFRASTRUCTURE, DEVELOPMENT REVIEW BUILDINGS AND PARKS SOQ process is qualifying only prime lead consultant firms that the City will be contracting with directly, generally one per project, and does not cover professional sub-consultants such as geotechnical, survey, structural, mechanical, electrical, civil or landscape regardless of whether these services are contracted with a prime lead consultant or with the City directly. Are large firms going to be favored over smaller firms in the qualifying process? Not necessarily. The City requires services for a variety of project sizes and small firms are specifically desired on the qualified list for matching with smaller scale projects. How does an applicant find out if they qualified for a Service Area? All applicants providing an address in their submittal will be mailed a copy of the qualified rated list of firms to be used over the next 18 months. Is the list of qualified applicants going to be used for all City work in the STAFF AUGMENTATION, INFRASTRUCTURE, DEVELOPMENT REVIEW, BUILDINGS AND PARKS areas? No. The City reserves the right to use other consultant qualifying processes for projects on a case-by-case basis. Also, other City Departments occasionally contract professional services directly for their own projects, although these other Departments are generally provided the qualified list as an option to use in their consultant selection process. If a firm missed the application submittal deadline, must they wait the 18 months life of this list before applying? No. Consultant firms that miss the current submittal deadline may be added to the qualified list anytime during the next 18 month period by submitting an SOQ packet. If they are deemed to meet the minimum qualifications for the Service Area, they will be added to the bottom of the qualified list without rating or comparing to others on the list. Doesn t this evaluation process favor consultants who have performed work for the City in the past? Possibly, but only if the performance evaluation on their previous work was above average. Applicants that have never performed work for the City are considered the same as a consultant who previously performed average work. If a firm is listed on the final qualified list for one of the Service Areas, are they virtually guaranteed a selection for a project? No. Even if there are more projects for award than firms listed, a particular firm may never be determined as the most qualified consultant for a particular project during the life of Page 15 of 24

16 the list. The City s goal is to provide the best value to the taxpayers, not necessarily the most equitable process to the consulting community. Are fees a selection or award consideration? Under California Statutes, the fee for services cannot be a consideration in the consultant selection process, but may be a consideration for award. If a fair and reasonable fee cannot be negotiated, the City will proceed to the next most qualified consultant for negotiation and possible award. Page 16 of 24

17 APPENDIX Page 17 of 24

18 FORM A MANDATORY REQUIREMENTS Service Area of this Submittal (check ONE all Service Areas that apply per submittal): STAFF AUGMENTATION Unrestricted INFRASTRUCTURE Open to firms where a principal of the firm is a California registered Architect, Landscape Architect, Engineer, or Specialized Certifications. A principal is a person who occupies a position of management, shares in the firm s losses and is liable for the acts of the firm. Name of registered principal: DEVELOPMENT REVIEW Open to firms where a principal of the firm is a California registered Architect, Landscape Architect, Engineer, or Specialized Certifications. A principal is a person who occupies a position of management, shares in the firm s losses and is liable for the acts of the firm. Name of registered principal: PARKS Open to firms where a principal of the firm is a California registered Architect, Landscape Architect, Engineer, or Specialized Certifications. A principal is a person who occupies a position of management, shares in the firm s losses and is liable for the acts of the firm. Name of registered principal: BUILDINGS Open to firms where a principal of the firm is a California registered Architect, Landscape Architect, Engineer, or Specialized Certifications. A principal is a person who occupies a position of management, shares in the firm s losses and is liable for the acts of the firm. Name of registered principal: Page 18 of 24

19 Contract List (check ONE all that applies listing per submittal): Large Contract List $400,000 and above Medium Contract List $200,000 to $400,000 OR OR Small Contract List Less than $200,000 The applicant firm submitting this Statement of Qualification (SOQ) does hereby affirm that: (1) The firm has a local office in Southern California, (2) A majority of any awarded work will be performed locally, (3) The firm will have a project manager, agreeable to the City, available at the firm s local office during the term of any contract with the City, (4) The local office representative is authorized to legally execute all contracts with the City, (5) The firm is capable of providing the services in the Service Area checked above including signing and sealing construction documents for permit, and (6) The firm will execute the City s standard contract and ownership/principals disclosure form as attached to the SOQ Application Packet, without amendment. I declare under penalty of perjury that this application is complete, current and accurate as of the date below, and that I will advise the City of Commerce of any changes in writing, including personnel changes if such changes affect the firm s ability to provide required services, prior to negotiating or proposing any services, and that I am legally authorized by the applicant firm to execute contracts with the City. Name Firm Name Title Signature Date Page 19 of 24

20 Intentionally Left Blank Page 20 of 24

21 FORM C SUPPLEMENTAL INFORMATION 1) Software 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)? Highly Somewhat Don t Proficient Proficient Use a. AutoCAD b. Microsoft Project. c. Primavera Expedition... d. Any 3-D, modeling, rendering, and animation software e. GIS 2) Professional Resumes: In addition to the personnel information listed on Form 330, attach resumes for each California registered professional or specialized certification in the same order as the names on Form 330. Please limit the resumes to approximately one page per person. Page 21 of 24

22 FORM D FIRM S RELEVANT PROJECTS List projects by the applicant firm that best illustrate the firm s qualifications for the Service Areas of this submittal. List the most recent and local projects first. [20 Projects Maximum] ATTACH GRAPHIC EXAMPLES of the listed projects. [Equivalent of 30 One-Sided Pages Maximum] ROLE PROJECT NAME & LOCATION Prime Consultant Sub- Consultant PROJECT CONSTRUCTION COST PROJECT OWNER S NAME & ADDRESS OWNER REPRESENTATIVE S NAME & PHONE PROJECT AWARDS, CERTIFICATIONS & RECOGNITION CONSTRUCTION COMPLETION DATE Page 22 of 24

23 FORM E PROJECT APPROACH Use this space to provide information about the firm s management philosophy and project approach including identification of budgeting, scheduling and 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 to perform services in the Service Area. This Form E is limited to two, one-sided pages. Page 23 of 24

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