REQUEST FOR PROPOSAL Long Beach Unified School District (RFP 052715) PROFESSIONAL PLANNING SERVICES FACILITY MASTER PLAN UPDATE FACILITIES DEVELOPMENT AND PLANNING 2425 Webster, Long Beach, CA 90810 (562) 997-7550 FAX (562) 595-5458 Tova K. Corman, Executive Director, Facilities Development and Planning
1.0 GENERAL INFORMATION The Long Beach Unified School District (LBUSD or District) is requesting proposals from interested firms to provide professional services relating to development of a Facility Master Plan (FMP) Update, utilizing the existing 2008 FMP, where significant community outreach was conducted, and the 2013 FMP Update. The 2008 FMP process involved two community workshops and online community questionnaires, extensive meetings with 7 Planning Area Committees, a diverse Community Advisory Committee, and an Internal Executive Committee. The 2008 FMP can be downloaded for your reference from the District website at the following link; http://www.lbusd.k12.ca.us/district/measurek/schoolbuildingplan.cfm 1.1 Proposals shall be submitted to Long Beach Unified School District, Facilities Development and Planning, 2425 Webster Avenue, Long Beach, CA, 90810 no later than 3:00 pm on June 16, 2015. Submissions received after the aforementioned date and time will not be accepted. Faxed and electronic submissions will not be accepted. 1.2 Each organization submitting a Proposal shall submit three (3) copies and one (1) electronic copy on cd or flash drive in a sealed envelope prominently marked with: the Request for Proposal (RFP) number and title, the due date and time, and the name of the organization submitting the Proposal. 1.3 Submittals shall be signed by an authorized individual or officer of the firm submitting the Proposal. 1.4 In order to control information disseminated regarding this RFP, organizations interested in submitting Proposals are directed not to make personal contact with members of the Governing Board and District Administration with the exception of the individual(s) listed below: Tova K. Corman, Executive Director, Facilities Development and Planning 2425 Webster Ave. Long Beach, CA 90810 Ph: (562) 997-7550 Fax: (562) 595-8644 1.5 The Board of Education of the District reserves the right to accept or reject any or all submissions, to negotiate with any or all responsible submitters, and to waive any irregularity in the Request for Proposal. Submitters shall be responsible for any and all expenses that may occur in preparing Proposals and presentations. 2.0 PROJECT DESCRIPTION Background LBUSD educates more than 78,000 students in over 85 public schools in the cities of Long Beach, Lakewood, Signal Hill, Avalon on Catalina Island and unincorporated LA County property. In addition, LBUSD has approximately 10 administrative facilities located in various locations in Long Beach, Signal Hill, and Lakewood. As the third largest school district in California, LBUSD employs more than 8,000 people, making it the largest employer in the City of Long Beach. Page 1
The LBUSD is requesting Proposals from firms interested in providing professional services relating to development of a Facility Master Plan (FMP) Update. The District intends to enter into a contract with the successful firm by mid August 2015. The District desires the scope of this contract to be completed, and ready for presentation to the School Board and approval of the FMP Update by March, 2016. Scope of Work TASK 1 Evaluation a. Review existing District data, documents, etc. Facility Needs Assessment Report 2015 LBUSD Facility Master Plan approved in 2008 District Design Standards Aerial photographs District Site Maps Deferred Maintenance Plan Measure K Local Bond Program Improvements Measure A Local Bond Program Improvements b. Considering the extensive public outreach conducted during the preparation of the 2008 FMP, develop a viable communication and public outreach plan to engage all District stakeholders. Attend, record, and facilitate community meetings as necessary to gather information and coordinate integration of all materials into the FMP Update. c. Coordinate with the District s Community Advisory Committee and the Internal Executive Committee. The Community Advisory Committee will be made up of approximately 25 diverse members of District staff and the community to represent a wide range of perspectives. Attend, record, and facilitate meetings as necessary to gather information and coordinate integration of all materials (outline your firms methodology to public outreach in your proposal with recommendations on how many meetings to conduct). d. Coordinate with District staff and Demographic Consultant to review demographic data and enrollment projections to analyze future facilities needs. e. Coordinate with District staff and Needs Assessment Consultant to review the 2015 Needs Assessment Report for analysis of future facilities needs and incorporation into the FMP. TASK 2 - Implementation a. Prioritize the needs based on input from the Advisory Committees and Public Outreach meetings. b. Incorporate cost estimates from the Needs Assessment Report for each improvement. c. Incorporate deferred maintenance needs at each campus in accordance with District s deferred maintenance plan. d. Prepare an implementation plan for facilities needs at existing campuses and other District facilities, and a recommended implementation schedule based on input from the Advisory Committees, Public Outreach comments, and the 2015 Needs Assessment Report. e. Identify all sources of funding that may be available from local, State or Federal agencies and incorporate into existing financial plan. Page 2
3.0 FIRM INFORMATION TO BE SUBMITTED WITH PROPOSAL The contents of the information contained in the Proposal must be outlined as follows: Title Page Letter of Interest Table of Contents Project Team Organization, Team Processes and Resources, and Supplemental Information 3.1 TEAM ORGANIZATION 3.1.1 Number of years in business. 3.1.2 Provide the name, title, experience, and qualifications of the officers and key individuals of the team. Provide resumes and qualifications of team members, to include license numbers and expiration dates, where applicable. 3.1.3 List business addresses, phone and fax numbers and email addresses for key personnel on the project team. 3.1.4 State whether the team is made of individual proprietorships, partnerships, corporations or joint ventures. 3.1.5 List all relevant projects in progress and completed by the team firm in the last three (3) years. Provide references with contact names and phone numbers for each listed project. References will be contacted. 3.1.6 Provide an organizational chart showing the relationship of the District to the project team. 3.2 TEAM PROCESSES and RESOURCES 3.2.1 The team s planning philosophy, organizational structure and management plan for this project. 3.2.2 The team s controls to insure adequate time dedicated to this assignment in conjunction with your office workload including on-time delivery methodology. 3.2.3 The team s methodology for public outreach and the coordination of conducting various committee meetings. 3.2.4 The team s approach to development of a Facility Master Plan Update. Include any other tasks or components of a Facility Master Plan Update that your team recommends that may be absent from the above Tasks 1, 2 or 3. 4.0 SELECTION PROCESS Request for Proposal issue date: 5/27/15 Last date for questions/clarifications: 6/4/15 District Point of Contact: (See Page 2) Due date for Proposal: 6/16/15 Anticipated Interview date(s): 6/29/15 7/1/15 Page 3
The process that will be used by the District in selecting the team to perform the services as outlined in this Request for Proposal will be as follows: Evaluation All Proposals will be evaluated to determine which teams will be able to meet the needs of the District. Evaluation will be in accordance with the criteria listed below. Specific weighting may be used but will not be required. Criteria are not listed in order of relative importance. Compliance with format requested and completeness of submittal. Overall responsiveness of the proposal, clearly stating an understanding of the District, and the work to be performed, and demonstrating a good, practical approach to accomplishing the project. Experience and expertise of the team on relevant projects. Experience and qualifications of the project team. Client references and satisfaction on prior projects. Demonstrated track record of consultant and sub-consultant team members working together. The oral interview and presentations. Geographic location of teams. Screening Committee The District will appoint a Screening Committee made up of District employees to review Proposals submitted by the teams. The Screening Committee will recommend a list of teams to a selection committee for further review and evaluation. Selection Committee A Selection Committee will conduct further evaluations of each firm recommended by the Screening Committee. The Selection Committee may be comprised of District and other public agency administrators selected by the District. Finalists will be required to attend an interview at which time the team will present their proposal and qualifications. Staff who will be managing and working on the project will be expected to attend and participate in the interview. Fee Proposal Provide a fee proposal for development of the LBUSD Facility Master Plan Update. Scope of selected services will include all parts of the identified tasks in the RFP. Upon successfully reaching an agreement regarding the proposed fees, the selected team will be recommended to the Governing Board for approval. Governing Board The Board of Education will approve awarding a contract to the selected team. Page 4