COUNTY OF ALAMEDA PROGRAM SUPPORT AND CONSTRUCTION MANAGEMENT SERVICES REQUEST FOR PROPOSAL AND STATEMENT OF QUALIFICATIONS

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1 PROGRAM SUPPORT AND CONSTRUCTION MANAGEMENT SERVICES SPECIFICATIONS, TERMS & CONDITIONS for HIGHLAND HOSPITAL ACUTE TOWER REPLACEMENT PROJECT, OAKLAND NETWORKING/PROPOSERS CONFERENCES At 2:00 p.m. on Wednesday, August 29, 2007 At County of Alameda 1401 Lakeside Drive, Room 1107 Oakland, CA 2:00 p.m. on Thursday, August 30, 2007 At Community Development Agency 224 W. Winton, Room 176 Hayward, CA For complete information regarding this project see RFP/Q posted at or contact the person listed below. Thank you for your interest! Contact Person: Ann Ludwig Phone Number: Address: RESPONSE DUE by 2:00 p.m. on Wednesday, September 19, 2007 at Alameda County, GSA-Technical Services 1401 Lakeside Drive, Suite 800 Oakland, CA (Rev. 6/27/06)

2 PROGRAM SUPPORT AND CONSTRUCTION MANAGEMENT SERVICES SPECIFICATIONS, TERMS & CONDITIONS For HIGHLAND HOSPITAL ACUTE TOWER REPLACEMENT PROJECT, OAKLAND TABLE OF CONTENTS Page 1 of 2 Page I. ACRONYM AND TERM GLOSSARY...1 II. III. IV. STATEMENT OF WORK A. Project Description and Overview...1 B. Scope of Services...3 C. Time of Services/Project Schedule...5 D. Other County Requirements...5 INSTRUCTIONS TO PROPOSERS A. County Contacts...6 B. Calendar of Events...7 C. Networking/Proposers Conference...7 D. Submittal of Responses...8 E. Response Format...9 F. Response Content/Submittals G. Evaluation Criteria/Selection Committee H. Notice of Award I. Protest/Appeals Process TERMS AND CONDITIONS A. Award B. Method of Contracting C. County Provisions V. STANDARD ATTACHMENTS Exhibit A Acknowledgement Exhibit B Questionnaire: Standard Form 330 Exhibit C Insurance Requirements Exhibit D (Not Used) Exhibit E SLEB Certification Application Package Exhibit F Small and Local Business Partnering Information Exhibit G (Not Used) Exhibit H First Source Agreement Exhibit I Exceptions, Clarifications, Amendments Exhibit J Draft Professional Services/Construction Management Agreement Exhibit K - Proposal Evaluation Form (Rev. 6/27/06)

3 PROGRAM SUPPORT AND CONSTRUCTION MANAGEMENT SERVICES SPECIFICATIONS, TERMS & CONDITIONS For HIGHLAND HOSPITAL ACUTE TOWER REPLACEMENT PROJECT, OAKLAND TABLE OF CONTENTS Page 2 of 2 VI. INFORMATION ATTACHMENTS Exhibit L Highland Hospital Current Campus Map Exhibit M Highland Hospital Proposed Project Site Plan Exhibit N Draft Project Schedule, dated June 28, 2007 Exhibits L, M, and N are posted as individual files on the County s website. A CD-ROM of the Master Plan will be available for pickup at the Networking/Proposers Conferences. (Rev. 6/27/06)

4 I. ACRONYM AND TERM GLOSSARY Unless otherwise noted, the terms below may be upper or lower case. Acronyms will always be uppercase. A/E Architecture(-al) and Engineer(-ing) Board Shall refer to the County of Alameda Board of Supervisors CSC Shall refer to County Selection Committee Contractor When capitalized, shall refer to selected Proposer that is awarded a contract County When capitalized, shall refer to the County of Alameda Federal Refers to United States Federal Government, its departments and/or agencies F.O.B Shall mean without charge for delivery to destination and placing on board a carrier at a specified point (Free On Board) GSA General Services Agency County of Alameda IRS Refers to Internal Revenue Service Labor Code Refers to California Labor Code MSDS Refers to Material Safety Data Sheets OSHA Refers to California Occupational Safety and Health Administrations Proposal Shall mean proposer/contractor response to this RFP Proposer Shall mean specific person or firm responding to this RFP PO Shall refer to Purchase Order(s) Qualifications Shall mean Proposer s response to this RFP Request for Proposal Shall mean this document, which is the County of Alameda s request for contractors /proposers proposal to provide the goods and/or services being solicited herein. Also referred herein as RFP Response Shall refer to proposer s proposal or quotation submitted in reply to RFP RFP Request for Proposal RFQ Request for Qualifications SF Standard Form SLEB Small Local Emerging Business SOQ Statement of Qualifications State Refers to State of California, its departments and/or agencies TSD Technical Services Department II. STATEMENT OF WORK AND SCOPE OF SERVICES A. PROJECT DESCRIPTION AND OVERVIEW: Highland Hospital is located at 1411-E 31 st St, near I-580 and Park Boulevard, in Oakland, California. The acre campus contains 8 buildings and two parking garages ranging from 1 to 10 stories as follows: Administration Building, Service Building including 6 wings, Clinic Building, Acute Hospital Tower (to be replaced), Auditorium Building, Chiller Building, Boiler Building and the new Koret Foundation Critical Care and Clinical Center. Refer to the attached campus map (Exhibit N) for building locations and general layout. The existing campus comprises buildings ranging in age from 75+ years to recently constructed. The (Rev. 6/27/06) Page 1 of 21

5 oldest structure is the original 1920 s era hospital and wings, which does not house acute-licensed operations. The Alameda County Medical Center, Highland Campus is a licensed acute care facility, owned by the County and operated by the Alameda County Medical Center. Alameda County Medical Center is a Public Hospital Authority governed by a Board of Trustees. Trustees are appointed by the Alameda County Board of Supervisors. The Alameda County Medical Center (ACMC) mission is to deliver the highest quality, compassionate care to all county residents, regardless of their ability to pay. ACMC is one of the major hospital systems in the Bay Area, currently with 475 licensed beds on three campuses: 236 at Highland Hospital, 159 at Fairmont Hospital and 80 at John George Psychiatric Pavilion. ACMC also serves Alameda County with three freestanding ambulatory care centers in addition to outpatient clinics at Highland Hospital. The services currently provided on the Highland Campus include: Designated Level II Emergency/Trauma Center for Northern Alameda County Comprehensive Inpatient Medical-Surgical Care, including Cardiac, Cancer, HIV/AIDS, Orthopedics, Oral Surgery, Urology, Diabetes, Respiratory, and Maternal and Child Health Bright Beginnings Family Birthing Center Teaching/Training Facility with five accredited training programs in Emergency Medicine, Internal Medicine, General Surgery, Oral and Maxillofacial Surgery and a Transitional Program Clinical research trials Numerous support groups and classes In accordance with the requirements of AB 1953, the County of Alameda performed an Evaluation Study and determined that the existing structure called the Acute Tower does not meet the new seismic requirements and could not be costeffectively retrofitted. In the Compliance Plan it submitted to Office of Statewide Healthcare Planning and Development (OSHPD), the County has committed to removing the structure from service. Under the terms of AB 1953, this must occur on or before January 1, The new facility will connect to or incorporate the newly-operational Koret Foundation Critical Care and Clinical Center and connected parking garage. The report recommends that the facility include approximately 161 beds. New construction will also include a new central plant to replace the existing STC-2 rated facility. The estimated project budget is $547 million and the project is expected to be complete in The County plans to employ a Design/Build delivery process for the construction of the facility. Alameda County is one of six California Counties currently permitted by statute to use this process, and is currently using the bridging method for a large (Rev. 6/27/06) Page 2 of 21

6 project. Note that the specific structure of any design/build methodology must be reviewed and approved/permitted by OSHPD. The County is finalizing preparation of an environmental impact report (EIR) for this site and project under separate contract and has contracted with HOK, Inc. for A/E services on this project. Schematic Design was completed on July 13, A draft project schedule, prepared by HOK as a part of the Schematic Design, is attached as Exhibit P, although it should be noted that the schedule has not been approved by the County. The County s requirement is that the Acute Tower Replacement Tower will be constructed to meet a minimum LEED-NC Silver certified level, with a goal of achieving Gold certification, as defined by the non-profit U.S. Green Building Council, and landscaping will designed using sustainable landscaping principles. The selected Program Support and Construction Management firm will be requested to work with the A/E team and other contract service providers of the County. B. SCOPE OF SERVICES The County intends to contract for the services of a qualified firm to provide Program Support services and Construction Management services for the makeready work required at the Highland Campus and for the construction of the Acute Tower Replacement Project. The nature of the services requested and the duration of the projects involved require a multi-year contract. The Consultant will have responsibility for managing multiple project components. It will provide for the management of these projects by developing and integrating (1) strategic program and project plans and objectives; (2) long-term program resource planning for staffing, equipment, budget and other support; (3) project management systems, controls, and standardized documents; and (4) construction management services as described below. The Consultant will integrate project scope, schedule, cost, quality, risk, staffing, communications, and procurement activities and resources so as to produce products or services needed by the County to effectively manage this project. Successful delivery of this project will require that the State Office of Health Planning and Design (OSHPD) be involved and consulted as the project structure and design is developed. The County expects to include OSHPD representatives in key decisions regarding such things as phasing, sequencing of permitting, and implementation of County s preference for Design/ Build. The Contractor must have proven ability to work with OSHPD, and be familiar with OSHPD s process and procedures. In accordance with the circumstances described above, the County seeks a firm or firms to provide the following generally described phases of service: (Rev. 6/27/06) Page 3 of 21

7 1. Management Systems and Controls: Develop and implement project delivery strategies. Develop program procedures and program document control procedures. Develop, manage and maintain automated cost models and cost control reports. Develop or manage and maintain automated critical path project schedules including composite schedule roll-ups of all projects within the program, and establish and maintain a multi-year program plan. Identify program-wide workload priorities and issues and develop schedules to evaluate alternatives. Oversee compliance with the California Environmental Quality Act (CEQA), and possibly the National Environmental Protection Act (NEPA). Research and recommend innovations that may provide value by establishing common design and commissioning criteria for multiple project purchasing, etc. Conduct life-cycle cost analysis for alternative building systems and processes emphasizing energy efficiency and conservation, and the use of recycled materials. Coordinate submittal of the LEED documentation process through the life of the projects (design through construction close-out). 2. Consultant Selection and Contract Administration: Prepare RFQs/RFPs and assist in the selection of consultants that are needed for planning, design, environmental, construction management or other services. Provide assistance in the negotiation of consultant contracts, including scopes of services, fees and performance criteria. Assist in the establishment of consultant evaluation criteria and processes and assist in the evaluation of consultant performance. Receive, review, track and make recommendations about approvals of consultant and contractor invoices. 3. Design Management: Develop and manage consultant design schedules necessary to achieve project goals. Review cost estimates at each stage of design and manage the process to identify and resolve cost issues. Reconcile cost estimates with design consultants to maintain cost controls. Manage a prescribed series of design reviews for accuracy, completeness, cost effectiveness, compliance with County requirements and provide quality control for the integrity of the design documents, including coordination among consultants, County and local officials. 4. Bid and Construction Phase Service: Prepare bid packages and marketing strategies, including work with the County s Small, Local, and Emerging Business Outreach consultants; develop project specific specification language; manage pre-bid processes; prepare analysis of construction bids; facilitate interaction between design consultants, contractors and the County during construction. (Rev. 6/27/06) Page 4 of 21

8 Assist in developing and managing the owner-initiated change order process. Provide technical assistance on design or construction issues that arise during construction. Provide quality assurance oversight of the work of the design team and other County contractors. Provide for the transfer of as-built, shop drawings, and maintenance information between the construction contractor, and County General Services Technical Services and Building Maintenance. 5. Construction Management Services: Services during Construction shall include standard construction administration services and support to the County and its Project manager (PM) in managing the construction contract in accordance with the County s requirements. These support responsibilities will include all activities related to managing the construction contracts, including, but not limited to: Provide design and constructability review of the design documents. Provide cost analysis, cost estimating, and cost control services. Provide value engineering and budget management services. Prepare status reports regarding project schedule and budget, monitor construction progress and construction budget expenditures. Review Contractor s certified payroll submittals via County s electronic Elation reporting program. Review and recommend approval of contractors application for payment. Negotiate contracts and change orders. Prepare, analyze and update project schedules. Manage, coordinate, and schedule County contracts with the project architects, engineers, design-build contractors, other contractors and consultants. Manage, coordinate, and schedule all inspections and testing services. Review, coordinate and recommend action on all deliverables and submittals of consultants, architects, engineers, and contractors on the project. Perform quality control inspections, other code compliant inspections, and miscellaneous field inspections required in the specifications, except those specifically noted to be performed by the contractors and its subcontractors. Identify needed permits and utilities service agreements needed, develop a plan of action and milestones to obtain the permits/agreements, and manage the permits and utilities service agreements/connections process. Coordinate peer review and commissioning services, as required to meet OSHPD and LEED requirements. Coordinate all OSHPD and LEED documentation and close-out activities. Provide claims analysis, submittals and RFI management services, and construction inspection services. Assist with community relations and public information services. Monitor the development and implementation of public safety programs and measures and report unsafe conditions. Develop and implement a comprehensive and uniform system for reporting, recordkeeping and documentation for the Project. Perform CM closeout activities. (Rev. 6/27/06) Page 5 of 21

9 6. Other: Provide technical and analytical support in response to questions or problems posed by the County, including developing responses to inquiries from the Board of Supervisors, and conducting special studies. Provide written reports as directed. Provide reports to County General Services as requested. Deliver a monthly status report which will include, but not necessarily be limited to, schedule status for assigned projects, major milestones, cost, activities, and current and forecasted problems. Attend and manage weekly meetings with Capital Programs staff, users and applicable consultants and contractors as required. Prepare and maintain records of such meetings. Attend Board of Supervisors and Board Committee meetings as directed. Prepare graphics and displays for presentation to various entities. C. TIME OF SERVICES/PROJECT SCHEDULE The County must complete construction of the replacement facility in time to license and open for occupancy by December 31, The County anticipates the following general schedule/milestones: Design/Build Entity Award January 2008 Contract Documents Complete in Fall 2008 OSHPD Permits Allow 2 yrs/ complete by late 2009 Construction Early 2010 to April 2012 Licensing & move-in April 2012 to December 31, 2012 Operational January 1, 2013 Demolition of Existing Acute Tower Begin in 2013 Note that these dates are approximations and may change due to project phasing and/or the County s final decision regarding construction method. The selected firm shall provide a schedule which demonstrates achievement of services within these overall time frames, but may modify intermediate dates to fit the proposing firm s methodology. D. OTHER COUNTY REQUIREMENTS a. Local Participation: Note that it is a requirement for award that all contracts such as this one include local (defined as Alameda County based) businesses. The County Small and Emerging Locally Owned Business (SLEB) Program requires that to be awarded this contract the lead firm must be a SLEB or, if the lead firm is not a SLEB, the lead firm must partner with SLEBs to the maximum extent reasonable and possible, with a minimum of 20% SLEB participation required. Please note detailed provisions in Paragraph P, of this RFP. b. Green Building: The County of Alameda has a Green Building ordinance which requires all projects in excess of $5M to achieve LEED TM Silver rating. The (Rev. 6/27/06) Page 6 of 21

10 ordinance will apply to this project. The ordinance includes construction waste management requirements. c. Environmentally Friendly Packaging: Alameda County is an environmentally responsible employer and seeks all practical opportunities for waste reduction and recycling. The County, therefore, encourages its contractors to reduce waste volume and toxicity by using environmentally friendly packaging material whenever possible. Options may include backhauling product packaging to the supplier for reuse or recycling, shipping in bulk or reduced packaging, using soy bean-based inks for packaging printing, using recycled product packaging or using recyclable or reusable packaging material. The County encourages all bidders and contractors for goods and services to adhere to these principles where practicable. III. INSTRUCTIONS TO PROPOSERS A. COUNTY CONTACTS The GSA-Technical Services Department (TSD) is managing the RFP/SOQ process for this project on behalf of the County. All contact during the competitive process is to be through GSA-TSD only. The evaluation phase of the RFP/SOQ process shall begin upon receipt of sealed proposals until a contract has been awarded. Proposers shall not contact or lobby evaluators during the evaluation process. Attempts by Proposer to contact evaluators may result in disqualification of proposer. The GSA Contracting Opportunities website will be the official notification posting place of all Request for Proposals and Addenda. Go to to view current contracting opportunities. (Rev. 6/27/06) Page 7 of 21

11 B. CALENDAR OF EVENTS Event RFP/SOQ Issued August 14, 2007 Networking/Proposers WEDNESDAY, Conference AUGUST 29, 2007 TIME: 2:00 P.M. LOCATION: 1401 Lakeside Dr., Room 1107, Oakland, CA Date/Location Additional Information: Please allow enough time for parking at metered street parking or public parking lot and entry into secure building. Second Networking/Proposers Conference THURSDAY, AUGUST 30, 2007 TIME: 2:00 p.m. LOCATION: Community Development Agency, 224 W. Winton, Room 176, Hayward, CA Addendum Issued September 5, 2007 Response Due SEPTEMBER 19, 2007 NO LATER THAN 2:00 p.m. Evaluation Period September 19, 2007 to October 3, 2007 Oral Presentation/ October 16, 17, and 18, 2007 Interviews Board Letter Issued November 13, 2007 Board Award Date November 27, 2007 Contract Start Date November 30, 2007 Note: Award and start dates are approximate. It is the responsibility of each proposer to be familiar with all of the specifications, terms and conditions of this RFP. By the submission of a Proposal, Proposer certifies that if awarded a contract they will make no claim against the County based upon ignorance of conditions or misunderstanding of the specifications. C. NETWORKING/RFP CONFERENCE NOTE: Firms wishing to submit a proposal must attend a minimum of ONE Conference, but are encouraged to attend both Conferences. Two (2) networking/rfp conference(s) will be held to: Provide an opportunity for small and local and emerging businesses (SLEBs) and large firms to network and develop partnering relationships in order to participate in the contract(s) that may result from this RFP. Provide an opportunity for proposers to ask specific questions about the project and request RFP clarification. Provide proposers an opportunity to receive documents, etc. necessary to respond to this RFP. Provide the County with an opportunity to receive feedback regarding the project and RFP. (Rev. 6/27/06) Page 8 of 21

12 Verbal questions received at the networking/proposers conference(s), will be addressed whenever possible at the networking/proposers conference(s). All questions will be addressed and the list of attendees will be included in an RFP Addendum following the networking/rfp conference(s) in accordance with the Calendar of Events. Failure to participate in the Networking/Proposers Conference(s) will in no way relieve the Contractor from furnishing services required in accordance with these specifications, terms and conditions. Attendance at the Second Networking/ Proposers Conference(s) is strongly encouraged and recommended. Networking/RFP conference(s) will be held as shown on Calendar of Events section above. D. SUBMITTAL OF PROPOSALS 1. All proposals must be SEALED and must be received at the Office of the Purchasing Agent of Alameda County BEFORE 2:00 p.m. on the due date specified in the Calendar of Events. NOTE: LATE AND/OR UNSEALED PROPOSALS CANNOT BE ACCEPTED. IF HAND DELIVERING PROPOSALS PLEASE ALLOW TIME FOR METERED STREET PARKING OR PARKING IN AREA PUBLIC PARKING LOTS AND ENTRY INTO SECURE BUILDING. Proposals will be received only at the address shown below, and by the time indicated in the Calendar of Events. Any proposal received after said time and/or date or at a place other than the stated address cannot be considered and will be returned to the Proposer unopened. All proposals, whether delivered by an employee of Proposer, U.S. Postal Service, courier or package delivery service, must be received and time stamped at the stated address prior to the time designated. The Technical Services Department s timestamp shall be considered the official timepiece for the purpose of establishing the actual receipt of proposals. 2. Proposals are to be addressed and delivered as follows: HIGHLAND HOSPITAL ACUTE TOWER REPLACEMENT PROJECT, OAKLAND Alameda County, GSA-TSD 1401 Lakeside Drive, Suite 800 Oakland, CA Proposer's name and return address must also appear on the mailing package. 4. No telegraphic, or facsimile proposals will be considered. (Rev. 6/27/06) Page 9 of 21

13 5. By submission of its proposal Proposer agrees and acknowledges all RFP specifications, terms and conditions and indicates ability to perform. 6. All costs required for the preparation and submission of a proposal shall be borne by Proposer. 7. Only one proposal response will be accepted from any one person, partnership, corporation, or other entity; however, several alternatives may be included in one response. 8. It is the responsibility of the Proposers to clearly identify information in their proposal responses that they consider to be confidential under the California Public Records Act. To the extent that the County agrees with that designation, such information will be held in confidence whenever possible. All other information will be considered public. 9. All other information regarding the proposal responses will be held as confidential until such time as the County Selection Committee has completed their evaluation and, or if, an award has been made. Proposers will receive mailed award/non-award notification(s), which will include the name of the Proposer to be awarded this project. In addition, award information will be posted on the County s Contracting Opportunities website, mentioned above. 10. Each proposal received, with the name of the Proposer, shall be entered on a record, and each record with the successful proposal indicated thereon shall, after the award of the order or contract, be open to public inspection. E. RESPONSE FORMAT 1. Proposal responses are to be straightforward, clear, concise and specific to the information requested. Submit in 8-1/2 x 11 format one (1) original plus four (4) copies of the proposal, plus a copy shall be submitted on read-only CD in PDF format. The original proposal is to be clearly marked and is to be either loose leaf or in a 3-ring binder, not bound. Submittals shall contain only material directly related to response to requirements, not general marketing material. Organize your information under tabs in the same order delineated below under Response Content. 2. In order for proposals to be considered complete, proposer must provide all information requested, including Standard Form 330, which replaces the old SF forms 254 and 255. F. RESPONSE CONTENT/SUBMITTALS 1. Proposal responses must be signed in ink. The signatures of all persons required under the applicable organizational documents in order to bind the Proposer must be on the proposal response. Provide applicable (Rev. 6/27/06) Page 10 of 21

14 signature documentation pursuant to Contractor s organizational structure verifying the authority of the person signing the proposal response to commit to its Proposal on behalf of the Contractor. 2. Proposal response shall include the following information: a. Organization and Approach 1. Describe the roles and organization of your proposed team for this project. Indicate the composition and number of project staff, facilities available and experience of your firm/team as it relates to this project. 2. Describe your project and management approach. Provide a detailed description of how the team, including all consultants, will be managed and the scope of work provided by each firm to respond to the phases described above. Describe your approach to compliance with the County s SLEB/Outreach Program, with particular reference to any mentoring or capacity developing strategies represented by partnering with local Alameda County firms. Describe your approach to compliance with State OSHPD requirements and the County s LEED requirements. 3. Describe the roles of key individuals on the team, including roles of individuals in each consultant firm. Provide resumes and references for all key team members. Resumes shall show relevant experience, for the Project s Scope of Work, as well as the length of employment with the proposing firm. Key members, especially the Project Manager, shall have significant demonstrated experience with this type of project, and should be committed to stay with the project for the duration of the project. 4. Describe how your team will work with the General Services Agency (GSA) Project Manager, the A/E, the County s selected Design/Build contractor, and the Alameda County Medical Center and identify what information and time will be required from them for this project. Indicate where the Project Managers for each firm on the team will be physically located. b. Scope of Work Provided: 1. Include a detailed Scope of Work statement describing all services to be provided. 2. Describe Project Deliverables for each phase of your work. (Rev. 6/27/06) Page 11 of 21

15 3. Describe your Cost Control and Budgeting Methodology for this project. c. Schedule of Work: Provide a detailed Schedule for all phases of the project and Proposer s services including time for reviews and approvals. d. Litigation: Indicate if your firm was involved with any litigation in connection with your prior projects. If yes, briefly describe the nature of the litigation and the result. e. Hourly Rate Schedule 1. Provide hourly rate fee schedules for your office and each key consultant indicating the job classifications for the proposed staff for the intended. Show duration of applicability of hourly rates. 2. Provide a man-hours budget for the proposed project scope by position, broken out by project phase. f. References 3. Exhibits/Attachments Provide three references for clients/projects which are similar to this one and who can attest to proposer s firm/team performance. Provide name, contact address and telephone number, with brief description of the project. Prefer completed projects, but one may be ongoing. Proposers shall include in their submittal completed and signed documentation for all listed Exhibits, including any attachments required by the Exhibit. Any material deviation from these requirements may be cause for rejection of the proposal, as determined in the County s sole discretion. The content and sequence for each required document shall be as follows: Exhibit A Acknowledgement, signed Exhibit B - Questionnaire: Standard Form 330 Exhibit C Insurance Requirements Exhibit D (Not used) Exhibit E SLEB Certification Application Package, completed, signed, required documentation attached (if applicable) Exhibit F - Small Local Emerging Business (SLEB) Partnering Information Sheet, completed and signed (Rev. 6/27/06) Page 12 of 21

16 Exhibit G (Not used) Exhibit H, First Source Agreement, completed and signed Exhibit I, Exceptions, Clarifications and Amendments Form, completed and signed. Any exceptions, clarifications and amendments should also address the attached Exhibits, particularly Exhibit J, Agreement (the County is under no obligation to accept any exceptions and such exceptions may be a basis for proposal disqualification). Exhibit J- Draft Agreement Exhibit K - Proposal Evaluation Form, fill in firm name G. EVALUATION CRITERIA/SELECTION COMMITTEE All proposals will be evaluated by a County Selection Committee (CSC). The County Selection Committee may be composed of County staff and other parties that may have expertise or experience in the professional services described herein. The CSC will review the submittals and will rank the proposers. The five highest ranked proposers will be invited for an interview in accordance with the evaluation criteria set forth in this RFP. The evaluation of the proposals shall be within the sole judgment and discretion of the CSC. All contacts during the evaluation phase shall be through the GSA-TSD Department contact only. Proposers shall neither contact nor lobby evaluators during the evaluation process. Attempts by Proposer to contact and/or influence members of the CSC may result in disqualification of Proposer. The CSC will evaluate each proposal meeting the qualification requirements set forth in this RFP. Proposers should bear in mind that any proposal that is unrealistic in terms of the technical or schedule commitments may be deemed reflective of an inherent lack of technical competence or indicative of a failure to comprehend the complexity and risk of the County s requirements as set forth in this RFP. As a result of this RFP, GSA intends to interview the five (5) highest ranked proposers. However, GSA reserves the right to determine the number of interviews it will conduct for this project. Following the interviews, GSA will request the highest ranked proposer to submit a fee proposal. Upon acceptance of a fee proposal and successful contract negotiations GSA will recommend a contract be awarded. Should an agreement not be reached on a fair and reasonable fee with the highest ranked firm, the next highest ranked firm will be requested to submit a fee proposal. Each of the following Evaluation Criteria below will be used in ranking and determining the quality of proposals. Proposals will be evaluated according to each Evaluation Criteria, and scored on a zero to five-point scale. The scores for all the Evaluation Criteria will then be added according to their assigned weight (below) to arrive at a weighted score for each proposal. A proposal with a high weighted total will be deemed of higher quality than a proposal with a lesser- (Rev. 6/27/06) Page 13 of 21

17 weighted total. The final maximum score for any project is five hundred (500) points. Each of the following Evaluation Criteria below will be used in ranking and determining the quality of Proposer s proposals. Proposals will be evaluated according to each Evaluation Criteria, and rated on a zero to five-point scale where the range is defined as follows: 0 Not Acceptable 1 Poor 2 Fair 3 Average 4 5 Above Average/Good Excellent/ Exceptional Non-responsive, fails to meet RFP specifications. The approach has no probability of success. For mandatory requirement this score will result in disqualification of proposal. Below average, falls short of expectations, is substandard to that which is the average or expected norm, has a low probability of success in achieving project objectives per RFP. Has a reasonable probability of success, however, some objectives may not be met. Acceptable, achieves all objectives in a reasonable fashion per RFP specification. This will be the baseline score for each item with adjustments based on interpretation of proposal by Evaluation Committee members. Very good probability of success, better than that which is average or expected as the norm. Achieves all objectives per RFP requirements and expectations. Exceeds expectations, very innovative, clearly superior to that which is average or expected as the norm. Excellent probability of success and in achieving all objectives and meeting RFP specification. (Rev. 6/27/06) Page 14 of 21

18 The Evaluation Criteria and their respective weights are as follows: F.1. F.2a F.2.a.1 F.2.a.2 F.2.a.3 F.2.a.4 Evaluation Criteria Completeness of Response Responses to this RFP must be complete. Responses that do not include the proposal content requirements identified within this RFP and subsequent Addenda and do not address each of the items listed below will be considered incomplete, be rated a Fail in the Evaluation Criteria and will receive no further consideration. To be considered complete, Proposers must include the complete and accurate documentation identified herein that they are certified small and local or emerging and local business or are partnering, joint venturing or subcontracting with small and local or emerging and local business(es) that are certified at the time of response submittal. Proposals that don t meet the County Small and Emerging Locally Owned Business (SLEB) Program requirements, as described in this RFP s Section II. D. A. Local Participation, will be considered incomplete. Responses that are rated a Fail and are not considered may be picked up at the delivery location within 14 calendar days of contract award and/or the completion of the competitive process. Evaluation Criteria Organization and Approach Roles and Organization of Proposed Team Proposes adequate and appropriate disciplines of project team. Some or all of team members (firms) have previously worked together on similar project(s). Overall organization of the team is relevant to County needs. Project and Management Approach Team is managed by an individual with appropriate experience in similar projects. This person s time is appropriately committed to the project. Team successfully addresses ability to provide depth and breadth of services described in Scope of Services. Project team and management approach responds to project issues, including OSHPD compliance and LEED certification. Team structure provides adequate capability to perform both volume and quality of needed work within project schedule milestones. SLEB/Local Participation Plan Proposer has a realistic plan that meets SLEB program requirements and provides detail of approach and partners. Roles of Key Individuals on the Team Proposed team members, as demonstrated by enclosed resumes, have relevant experience for their role in the project. Weight Pass/Fail Weight 40 Points TOTAL 10 Points 10 Points 5 Points 10 Points (Rev. 6/27/06) Page 15 of 21

19 F.2.a.5 F.2.b F.2.b.1 F.2.b.2 F.2.b.3 F.2.c. F.2.d F.2.e Evaluation Criteria Key positions required to execute the project team s responsibilities are appropriately staffed. Working Relationship with County/GSA and Alameda County Medical Center Team and its leaders have experience working in the public sector and knowledge of public sector procurement process. Team leadership understands the nature of public sector work and its decision-making process. Proposal responds to need to assist both County/GSA and Alameda County Medical Center during the project. Scope of Services to be Provided Detailed Scope of Services to be Provided Proposed scope of services is appropriate for all phases of the work. Scope addresses all known project needs and appears achievable in the timeframes set forth in the project schedule. Project Deliverables Deliverables are appropriate to schedule and scope set forth in above requirements. Cost Control and Budgeting Methodology Proposer has a system or process for managing cost and budget. Evidence of successful budget management for a similar project. Schedule of Work Schedule shows completion of the work in a believable manner within the County s overall time limits. The schedule addresses all knowable phases of the project, in accordance with the general requirements of this RFP. Litigation History Litigation history, if any, is described. If judgment(s) against Proposer, appropriate explanation provided. Hourly Rate Schedule Schedule for each firm and for representative positions within each firm is provided for each key consultant/team member. Man-hour Budget Proposer provides a man-hour budget displayed for the scope of work which represents the level of effort Proposer anticipates for the project. Weight 5 Points 25 Points TOTAL 10 Points 10 Points 5 Points 5 Points 5 Points 5 Points (Rev. 6/27/06) Page 16 of 21

20 F.2.f. Evaluation Criteria References Three references for the lead firm on similar projects are provided. G. Oral Presentation and Interview Following evaluation of the written proposals, Proposers receiving the five (5) highest scores will be invited to an oral presentation and interview. The scores at that time will not be communicated to Proposers. The oral presentation and question/answers by each Proposer shall not exceed sixty (60) minutes in length. The oral interview will consist of a Proposer s presentation, followed by standard questions asked of each of the Proposers and specific questions regarding the specific proposal. The proposals may then be re-evaluated and re-scored based on the oral presentation and interview. Weight Pass/Fail 20 Points H. NOTICE OF AWARD 1. At the conclusion of the RFP/SOQ response evaluation process ( Evaluation Process ), all Proposers will be notified in writing of the contract award recommendation. The document providing this notification is the Notice of Award. The Notice of Award will provide the following information: The name of the proposer being recommended for contract award; The names of all other proposers; and, In summary form, evaluation points for each proposer. 2. Debriefings for unsuccessful proposers may be scheduled and provided upon written request and will be restricted to discussion of the unsuccessful offeror s proposal with the Project Manager. a. Under no circumstances will any discussion be conducted with regard to contract negotiations with the successful proposer, etc. b. Debriefing may include review of successful proposer s proposal. I. PROPOSAL PROTEST/APPEALS PROCESS GSA prides itself on the establishment of fair and competitive contracting procedures and the commitment made to following those procedures. The following is provided in the event that proposers wish to protest the proposal process or appeal the recommendation to award a contract for this project. 1. Any proposal protest must be submitted in writing to the Deputy Director of GSA - TSD, 1401 Lakeside Drive, 11 th Floor, Oakland, CA The (Rev. 6/27/06) Page 17 of 21

21 proposal protest must be submitted before 5:00 p.m. of the fifth (5 th ) business day following the date of the Notice of Award. a. The proposal protest must contain a complete statement of the basis for the protest. b. The protest must include the name, address and telephone number of the person representing the protesting party. c. The party filing the protest must concurrently transmit a copy of the protest and any attached documentation to all other parties with a direct financial interest which may be adversely affected by the outcome of the protest. d. The procedure and time limits are mandatory and are the Proposer s sole and exclusive remedy in the event of Proposal Protest. 2. Proposer s failure to comply with these procedures shall constitute a waiver of any right to further pursue the Proposal Protest, including filing a Government Code claim or legal proceedings. 3. Upon receipt of written protest/appeal Deputy Director, TSD will review and provide an opportunity to settle the protest/appeal by mutual agreement and will schedule a meeting to discuss or issue a written response to advise an appeal/protest decision within five (5) working days of review date. a. Responses will be issued and/or discussed at least five (5) days prior to Board hearing date. b. Responses will inform the proposer whether or not the recommendation to the Board is going to change. 4. The decision of the Deputy Director, TSD may be appealed to the Director, GSA. All appeals to the Director, GSA shall be in writing and submitted within five (5) calendar days of notification to protesting party of the decision by the Deputy Director, TSD. 5. The decision of the Director, GSA is the final step of the appeal process. Appropriate action will be determined by the Director s decision. IV. TERMS AND CONDITIONS A. AWARD 1. The Evaluation Committee will recommend award to the proposer who, in its opinion, has submitted the proposal that best serves the overall interests of the County, attains the highest overall point score, submits an acceptable fee proposal upon request and completes successful contract negotiations. (Rev. 6/27/06) Page 18 of 21

22 2. The County reserves the right to reject any or all responses that materially differ from any terms contained herein or from any Exhibits attached hereto and to waive informalities and minor irregularities in responses received. 3. The County reserves the right to award to a single or multiple contractors. 4. The County has the right to decline to award this contract for any reason. 5. Board approval to award a contract is required. 6. Contractor shall sign an acceptance of award letter prior to Board approval. 7. The RFP specifications, terms, conditions and Exhibits, RFP Addenda and Proposer s proposal, may be incorporated into and made a part of any contract that may be awarded as a result of this RFP. B. METHOD OF CONTRACTING 1. A signed Agreement will be issued upon Board approval. 2. Agreement will be faxed, transmitted electronically or mailed and shall be the only authorization for the Contractor to begin work 3. Payments will be issued only in the name of Contractor. 4. Change orders shall be agreed upon by Contractor and County and issued as needed in writing by County. C. COUNTY PROVISIONS 1. Small and Emerging Locally Owned Business: A small business for purposes of this RFP is defined by the United States Small Business Administration as having no more than Four million dollars ($4,000,000 ) in average annual gross receipts over the last three (3) years. An emerging business, as defined by the County is one having annual gross receipts of less than one-half (1/2) of the above amount over the same period of time. In order to participate herein, the small or emerging business must also satisfy the locality requirements and be certified by the County as a Small or Emerging, Local business. A certification application package (consisting of Instructions, Application and Affidavit) has been attached hereto as Exhibit E and must be completed and returned by a qualifying contractor. A locally owned business, for purposes of satisfying the locality requirements of this provision, is a firm or dealer with fixed offices and having a street address within the County for at least six (6) months prior to the issue date of this RFP; and which holds a valid business license issued by the County or a city within the County. (Rev. 6/27/06) Page 19 of 21

23 The County is vitally interested in promoting the growth of small and emerging local businesses by means of increasing the participation of these businesses in the County s purchase of goods and services. As a result of the County s commitment to advance the economic opportunities of these businesses the following provisions shall apply to this RFP: a. Proposers not meeting the small or emerging local business requirements set forth above must partner, joint venture or subcontract with one or more County certified small and/or emerging local businesses for at least twenty percent (20%) of Proposer s total proposal amount in order to be considered for the contract award. Proposer, in its proposal response, must submit written documentation evidencing a firm contractual commitment to meeting this minimum local participation requirement. Participation of a small and/or emerging local business must be maintained for the term of any contract resulting from this RFP. Evidence of participation shall be provided immediately upon request at any time during the term of such contract. Contractor shall provide quarterly participation reports during the term of said contract and a final account statement at the end of the contract to the County Business Outreach Officer. The County reserves the right to waive these small/emerging local business participation requirements in this RFP, if the additional estimated cost to the County, which may result from inclusion of these requirements, exceeds five percent (5%) of the total estimated contract amount or Ten Thousand Dollars ($10,000), whichever is less. If additional information is needed regarding this requirement, please contact Linda Moore, Business Outreach Officer, Alameda County General Services Agency, at (510) or via at linda.moore@acgov.org. 2. First Source Program: The First Source Program is a component of the SLEB Program and has been developed to create a public/private partnership that links CalWORKs job seekers, unemployed and under employed County residents to sustainable employment through the County s relationships/connections with business, including contracts that have been awarded through the competitive process, and economic development activity in the County. Welfare reform policies and the new Workforce Investment Act requires that the County do a better job of connecting historically disconnected potential workers to employers. The First Source program will allow the County to create and sustain these connections. Contractors awarded contracts for goods and services for $100,000 or more as a result of this RFP are required to provide Alameda County within ten (10) working days to refer to Contractor potential candidates to be considered by Contractor to fill any new or vacant positions that are necessary to fulfill their contractual obligations to the County and that Contractor has available during the life of the contract before advertising to (Rev. 6/27/06) Page 20 of 21

24 the general public. Potential candidates referred by County to Contractor will be pre-screened, qualified applicants based on Contractor s specifications. Contractor agrees to use its best efforts to fill its employment vacancies with candidates referred by County, but the final decision of whether or not to offer employment, and the terms and conditions thereof, rest solely within the discretion of the Contractor. Contractors participating in the First Source Program may be eligible for incentives, including but not limited to tax credits for employees hired, Enterprise Zone credits, and on the job training subsidy. Proposers are required to complete, sign and submit in their proposal response, the First Source Agreement that has been attached hereto as Exhibit H, whereby they agree to notify the First Source Program of job openings prior to advertising elsewhere (ten day window) in the event that they are awarded a contract as a result of this RFP. Exhibit H will be completed and signed by County upon contract award and made a part of the final contract document. If additional information is needed regarding this requirement, please contact Linda Moore, Business Outreach Officer, Alameda County General Services Agency, at (510) or via at linda.moore@acgov.org. (Rev. 6/27/06) Page 21 of 21