REQUEST FOR PROPOSALS ENGINEERING/ARCHITECTURAL DESIGN SERVICES FOR THE NORTHEAST STOCKTON LIBRARY AND RECREATION CENTER CITY PROJECT NO. PW1724 City of Stockton Public Works Department 22 E. Weber Avenue, Room 301 Stockton, CA 95202 Date Issued: February 8, 2018 Date Proposals Due: 3:00 PM on March 6, 2018
1.0 INTRODUCTION The City of Stockton is soliciting Proposals from qualified Engineering & Architectural Consultants, experienced in providing design services for public libraries and recreation centers, to develop construction documents for the Northeast Stockton Library and Recreation Center, City Project No. PW1724. Stockton is located in the Central San Joaquin Valley approximately 45 miles south of Sacramento. Stockton has a population of approximately, 307,000 and has 5 community libraries with the main branch located in the City s downtown core, 5 community centers, as well as other community facilities within City limits. 2.0 BACKGROUND The site of the future Northeast Stockton Library and Recreation Center is located at 9501 West Lane, at the northwest corner of West Lane and Ronald E. McNair Way (East Morada Lane). The undeveloped site is 4.83 acres in area, and adjacent to Ronald E. McNair High School. Selection of the site for this facility began in the late 1980 s but was finalized in 1995 at the same time McNair High School was proposed. The future library site was dedicated to the City in 2002. Frontage improvements have already been constructed including curbs, gutters, sidewalks, and streetlights. On November 16, 2016, Stockton voters approved the Strong Communities Initiative (Measure M), a ¼-cent special transactions and use tax for the restoration and expansion of library and recreation services. The construction of the Northeast Stockton Library and Recreation Center was identified as a capital priority by the community and City Council. 3.0 PROJECT DESCRIPTION The Northeast Stockton Public Library and Recreation Center project will provide the citizens with two critically needed services. The combined facility is envisioned to be a single-story building. The library portion of the facility should include, but not be limited to, a combined circulation and reference desk, meeting rooms, learning center, children s area, teen area, group and individual seating areas. The Recreation Center should feature a large gymnasium that also serves as a meeting or event space, locker/shower rooms, play areas, kitchen facilities, etc. More detailed project details are shown on Attachment A. 4.0 SCOPE OF WORK Respondents shall assemble a multi-disciplined team of experienced professionals to design a state of the art facility, meeting the needs outlined in this Request for Proposals (RFP). Each consultant shall prepare a detailed scope of work based in part on the requirements in this RFP, but also will incorporate each consultant s project approach and proposed design criteria. The objective of this Request for Proposals is to solicit Proposals to produce project plans, specifications, cost estimates, environmental REQUEST FOR PROPOSALS FOR ENGINEERING/ARCHITECTURAL DESIGN SERVICES PAGE 1
clearances, and associated documents necessary to construct the Northeast Stockton Library and Recreation Center (Project). The following are the minimum required services that will need to be included in the Scope of Services within the Proposal: 4.1 Space Programming and Needs Assessment Study Included in Attachment A are the New Library and Recreation Center Features which are under consideration for incorporation into the design of the Project. After discussions and vetting of the features with City staff, the Consultant shall provide a Space Programming and Needs Assessment Study (Study). As part of this task, the Consultant shall: Develop alternatives of the layout of the library and recreation center to present to the City and public for input Conceptual designs shall be included within the Study Provide a cost analysis to accompany the conceptual design to assist the City in the selection of the elements. This concept level analysis should provide a menu of project elements that could be removed at the City s discretion to constrain the project to available budget Deliverables: 1) Five (5) copies and one electronic copy of the Final Space Programming and Needs Assessment Report 4.2 Public Outreach The Consultant shall develop a detailed Public Participation Plan, outlining a process to gather community input at different stages of Project development. At least two public engagement meetings near the Project site, surveys and focus groups shall be included with this task. The Consultant shall coordinate with the City for a listing of stakeholders that should be included in any outreach activities. Outreach responsibilities will also include preparation of outreach materials, conducting mailings, and posting all advertisements on a website and local newspaper, when appropriate. Deliverables: 1) Five (5) copies and one electronic copy of the final Public Participation Plan and Report 4.3 Environmental Services The Consultant s team shall have experience in preparing the required California Environmental Quality Act (CEQA) documents, including but not limited to, specials studies or an Environmental Impact Report, to achieve all environmental REQUEST FOR PROPOSALS FOR ENGINEERING/ARCHITECTURAL DESIGN SERVICES PAGE 2
clearances to meet all State and local regulations. The City of Stockton shall serve as the lead agency. Consultant shall record and compile all written and verbal comments provided by the public, and prepare a summary of comments and responses for review by the City before any final publications. The Stockton City Council will certify any environmental documents at the time of the award of the construction project. The Consultant shall make all necessary arrangements and deliveries to the State Clearinghouse. Deliverables: 1) Five (5) copies of draft CEQA documents (Notices of Intent, Initial Studies/Mitigated Negative Declarations, Environmental Impact Reports, etc.) for City review and comment (allow City two weeks for review and comment) 2) Five (5) copies of final CEQA documents. An electronic file in a PDF format shall accompany submittal 3) Attendance at one City Council meeting including a presentation 4.4 LEED CERTIFICATION Consultant shall prepare design to obtain LEED Silver-level certification. Consultant s Proposal should lay out the parameters needed to obtain the certification and the Cost Proposal should include the fees necessary as well. 4.5 Plans, Specifications and Estimate Prepare bid documents, which includes design plans, specifications and construction estimates (PS&Es). Provide 30%, 60%, 100% PS&Es for City review (allow City two weeks for review and comment). As part of this task: Include any geotechnical services required to carry out the intent of the Project. Final geotechnical reports shall be submitted to the City and made available to plan holders during the bidding period Include any surveying services. Plans shall illustrate at a minimum any existing structures, utilities, and rim and invert elevations for all underground and above-ground utilities and structures within close proximity to the Project Include traffic analysis studying the impacts of library and recreation center traffic on existing streets, signals and access points, given the shared access with McNair High School. Any onsite or offsite mitigation measures, such as a median, shall be included with this Project. At the intersection of Morada Lane and West Lane, there have been a total of sixty-five (65) collisions, of which REQUEST FOR PROPOSALS FOR ENGINEERING/ARCHITECTURAL DESIGN SERVICES PAGE 3
twenty-eight (28) were injury collisions and zero (0) were fatal collisions. Task should include coordination meeting(s) with the Lodi Unified School District A building permit through the City s Building & Life Safety Division will be required. Identify any additional permits required, i.e. San Joaquin County permits for geotechnical investigations Identify any temporary construction easement(s), access easements, or other permissions necessary for the construction of the project. Deliverables: 1) At each submittal stage, the estimate must be compared and constrained to available budget. If the budget doesn t support the design, consultant will make recommendations for reducing costs to the budget available 2) For 30% and 60% submittals, provide five (5) sets of draft plans in halfscale format. At 60% submittals, submit five (5) sets of project specifications and construction estimate 3) At 100% submittal, provide three (3) sets of draft plans in a half-scale format and two (2) sets in a full-scale format, along with one (1) set of project specifications and final construction estimate 4) Prior to mylar submittal, provide one (1) full size, check print set 5) At final check print submittal, provide one (1) full size set of plans printed on mylar, ready for City signature, along with one (1) print-ready set of final specifications and construction estimate. Provide electronic copies of plans in both AutoCAD and PDF formats, and specifications in both PDF and Microsoft Word formats 6) Provide three (3) 24 x36 three-dimensional renderings of the finalized Northeast Stockton Library and Recreation Center 4.6 Bidding Assistance Bidding Assistance includes the preparation of addenda and letters of clarification, and responding to questions during the bidding period. Consultant will provide as much assistance as necessary to respond to all questions from contractors. 4.7 Design Support During Construction Design Support during Construction includes the attendance at a pre-bid meeting, preconstruction conference, construction meetings, and review of an unlimited number of submittals, and Requests for Information (RFI). Consultant shall provide design revisions as needed to respond to RFIs. Attendance of construction meetings with the contractor will be on an as-needed basis throughout the construction period. Typically, construction meetings are weekly. For the purposes of this Proposal, assume attendance at one construction meeting per month. REQUEST FOR PROPOSALS FOR ENGINEERING/ARCHITECTURAL DESIGN SERVICES PAGE 4
Consultant shall prepare as-built drawings based on redline drawings provided by the contractor. Final as-built drawings should be printed on mylars to produce final record drawings. 4.8 Coordination/Meetings Consultant shall schedule a kick-off meeting and progress meetings to coincide with milestones in the Project with City staff. Progress meetings do not include investigative, research efforts or any meetings held as part of the Public Outreach task. In addition to design-related meetings, include two (2) meetings for site plan review with City staff from the Building & Life Safety, Fire, and Planning divisions prior to any design work. Consultants may add Scope of Work to the Proposal, which is not identified above, if the Consultant s team believes the additional Scope of Work will add value to the work product. Clearly identify the additional Scope of Work in the Proposal for the City to consider. 5.0 PROJECT GENERAL INFORMATION 5.1 Proposal Submissions Proposals shall be submitted no later than 3:00 PM on March 6, 2018 to: ANTONIO TOVAR CITY OF STOCKTON PUBLIC WORKS DEPARTMENT 22 E. WEBER AVENUE, ROOM 301 STOCKTON, CA 95202 The Proposal should be firmly sealed in an envelope and clearly marked on the outside with NORTHEAST STOCKTON LIBRARY AND RECREATION CENTER (PROJECT PW1724). The Cost Proposal must be in a sealed envelope, separate from the Proposal. Late Proposals will not be accepted. 5.2 Acceptance or Rejection of Proposal The City reserves the right to negotiate an agreement with the firm submitting the highest-ranking Proposal. Also, the City reserves the right to reject any and all Proposals or to waive any irregularity in a Proposal if it is deemed to be in the best interest of the City. Failure to submit all requested information could be grounds to reject the Proposal. REQUEST FOR PROPOSALS FOR ENGINEERING/ARCHITECTURAL DESIGN SERVICES PAGE 5
5.3 Proposal Questions and Requests for Clarification Any questions or Request for Clarifications shall be submitted in writing to: antonio.tovar@stocktonca.gov Requests for Clarifications and/or questions shall be submitted in accordance to the schedule outlined in Section 7.0. If a response warrants an Addendum to the RFP, such Addendum will be posted on bidflash in accordance to the schedule outlined in Section 7.0. It is the Proposer s responsibility to check the website periodically for any Addendums or responses to questions. The website address is as follows: http://www.stocktongov.com/services/business/bidflash/pw.html?dept=public_wo rks 5.4 Causes for Disqualification Any of the following may be considered cause to disqualify the Proposal: A. Evidence of collusion among Proposers B. Any attempt to improperly influence any member of the selection committee C. A Proposer s default or breach of Contract in previous work that resulted in termination of that agreement and/or D. Existence of any lawsuit, unresolved contractual claim, or dispute between proponent and the City 5.5 Licensing Requirements Any professional certifications or licenses that may be required are the sole cost and responsibility of the Proposer. A City of Stockton business license is required. Please contact the City of Stockton Business License Customer Service at (209) 937-8313. 5.6 Insurance Requirements The Proposer must obtain and maintain the required insurance. Proposer shall review Attachment B, Instructions to Proposers, for information regarding insurance, indemnification, prevailing wages, etc... Failure to comply with the Instructions to Proposers may be grounds for rejection. 5.7 Department of Industrial Relations Please refer to Attachment B, Instructions to Proposers, for registration requirements with the Department of Industrial Relations. REQUEST FOR PROPOSALS FOR ENGINEERING/ARCHITECTURAL DESIGN SERVICES PAGE 6
5.8 Product Ownership Any documents resulting from the performance of work in the Contract will become property of the City. This includes all work performed by subconsultants. 6.0 REQUIRED PROPOSAL CONTENT The Proposal shall contain the following, at a minimum: Cover Letter Table of Contents Executive Summary Project Team Project Understanding Detailed Work Plan Examples of Experience with Similar Types of Work References Schedule Cost Proposal (separate, sealed envelope) The body of the Technical Proposal shall not exceed 25 pages (8-1/2 x 11 ) with a minimum font size of 10. Proposer shall submit six (6) bound sets of the Proposal, and a flash drive containing the Proposal in a PDF format. The maximum allowable length is exclusive of any folder, cover letter, table of contents, resumes, sample work from previous projects contained in Appendix, or section dividers. 6.1 Cover Letter The cover letter shall be signed by an official with the authority to negotiate and contractually bind the firm with the City of Stockton. Provide name, title, address, email, and telephone number for this officer. Describe any subcontract arrangements or licensing agreements. Include any potential conflict of interest. 6.2 Table of Contents The Proposal should include a Table of Contents. 6.3 Executive Summary The Executive Summary shall include a summary of the Proposal, emphasizing the approach to be taken and including a work plan, schedule, and description of the capabilities of the Consultant and subconsultants. The summary should convey an understanding of the purpose of the Project and the services required for performance. REQUEST FOR PROPOSALS FOR ENGINEERING/ARCHITECTURAL DESIGN SERVICES PAGE 7
6.4 Project Team Describe your team organization including the qualifications of the Prime Consultant and any subconsultants. Provide an organizational chart of the proposed team structure. The following should be addressed: Demonstrate the firm s experience in each of the areas of expertise needed to successfully complete the project. This should include a description of prior experience in working with public agencies, including working with City staff. Ability for project team to perform the proposed work within the time limits of the project, considering their current and projected workload and assignments. Ability to provide quality control of all deliverables and be responsive to all issues in a timely manner. Provide project team resumes 6.5 Project Understanding Describe your understanding of the needs of the Northeast Stockton Library and Recreation Center, Project No. PW1724. 6.6 Detailed Work Plan Provide a proposed work plan for development and implementation of the program as described in the Scope of Work. Describe the proposed approach and the activities to be accomplished. Describe how the team will complete each task. Alternative approaches to the project can be submitted if a rationale is given for the suggested changes. Information on software used to prepare all working documents and final documents shall be provided to the City. 6.7 Examples of Experience with Similar Types of Work Provide examples of projects similar in scope and size to this Project. Identify combined library and recreation facilities the Consultant has designed in the past. Include as an Appendix, samples of work such as, architectural drawings, graphics or renderings - of previous projects similar to this Project. 6.8 References Provide three (3) client references for the firm, two of which are familiar with the project manager and key personnel. This shall include the name, company, contact information, and description of related work that was provided to the client reference. REQUEST FOR PROPOSALS FOR ENGINEERING/ARCHITECTURAL DESIGN SERVICES PAGE 8
6.9 Schedule Provide a Microsoft Project Schedule with key dates, milestones and critical path. Assume a start date of July 2018. The selected consultant shall be expected to begin work within two weeks of contract signing and deliver the 100% PS&Es to the City by the spring of 2019. 6.10 Cost Proposal Proposer shall submit a Cost Proposal as part of their overall Proposal. Identify all key members, including subconsultants, in a work chart, including their name, title, hours per task, hourly rate, total hours, direct labor, overhead, and percentage of work by task. Include total fee for all costs to complete all the tasks. The Cost Proposal must be in a sealed envelope separate from the Proposal. 7.0 PROPOSAL EVALUATION The Consultant Selection Process will follow the timeline shown below to the extent possible: Event Date(s) Release Request for Proposals February 8, 2018 Written Questions submitted by February 15, 2018 Response to Written Questions February 22, 2018 Proposals Due March 6, 2018 Interviews Week of March 19, 2018 Negotiations Week of March 26, 2018 City Council Approval June 2018 7.1 Proposal Evaluation The Selection Committee will evaluate all Proposals. This is a qualifications and cost based selection, so ranking will be in accordance with the attached Evaluation Scoring Worksheet (See Attachment C). Cost will be a factor in evaluation, but selection is predominately qualifications-based. Cost Proposals will not be opened until after other categories have been evaluated. Local preference will also be a factor, so Stockton firms are encouraged to propose. Also, non-stockton firms REQUEST FOR PROPOSALS FOR ENGINEERING/ARCHITECTURAL DESIGN SERVICES PAGE 9
should make an effort to use Stockton consultants whenever possible. Points will be weighted based on the amount of work being performed by the local consultants and/or businesses. 7.2 Interviews The City intends to conduct interviews as part of the Consultant Selection Process. At the City s sole discretion, all or a few select Respondents to this RFP will be invited to interview with the Selection Committee. Consultant must reserve the week noted for interviews in Section 7.0. The Consultant team for the interview should be no more than four key project personnel consisting at minimum of the project manager and public outreach coordinator. As part of the interview, Respondents will be asked to present a conceptual design of the proposed library and recreation center. The presentation shall offer the Selection Committee enough detail to fully understand the size and layout of the conceptual facility. Interviews will be a maximum of one hour including a question and answer period. The interview format will be sent to Consultants prior to the interview. 7.3 Negotiations City staff will begin negotiations with the highest ranked firm. If an agreement cannot be reached after a reasonable period of time, as determined by the City, then the City will terminate negotiations with the number one ranked firm and negotiations will be opened with the second ranked firm. The compensation discussed with one prospective Consultant will not be disclosed or discussed with another Consultant. The selected Consultant will be expected to enter into a Professional Services Contract with the City. Proposers should direct their attention to Attachment B, Instructions to Proposers, for the most current insurance and indemnification language. It is expected that the successful Proposer will accept these terms without modification. The Contract shall not be in force until the Council approves the Contract and the City Manager signs it. Work performed before the issuance of a Notice to Proceed cannot be paid by the City. ATTACHMENTS: Attachment A New Library and Recreation Center Features Attachment B Instructions to Proposers Attachment C Evaluation Scoring Sheet Attachment D Vicinity Map REQUEST FOR PROPOSALS FOR ENGINEERING/ARCHITECTURAL DESIGN SERVICES PAGE 10