REQUEST FOR PROPOSAL for PROFESSIONAL HISTORIC AND CULTURAL RESOURCE ASSESSMENT CONSULTING SERVICES for Grant Ranch House Complex Historic Structures Report Joseph D. Ranch County Park, San Jose and other Historic and Cultural Resource Projects in County Parks COUNTY OF SANTA CLARA PARKS & RECREATION DEPARTMENT 298 Garden Hill Drive Los Gatos, CA 95032 RFP Solicitation No. RFP-PRK-FY11-0067 April 2011
County of Santa Clara Parks and Recreation Department 298 Garden Hill Drive Los Gatos, California 95032-7669 (408) 355-2200 FAX 355-2290 Reservations (408) 355-2201 www.parkhere.org A. INVITATION The County of Santa Clara Parks and Recreation Department ( County Parks Department ) wishes to retain qualified architectural, engineering, landscape architecture, or archaeological consultant with expertise and experience in historic and cultural resources assessment and planning to provide consulting services for preparation of a Historic Structures Report for the Grant Ranch House Complex and other historic and cultural resources projects in County parks. Projects that the selected consultant may work on include: 1. Preparation of an Historic Structures Report for the Grant Ranch House Complex in Joseph D. Grant Ranch County Park; 2. Implementation work for the Unused Structures Inventory and Assessment; 3. Feasibility Study for the Welch Hurst building in Sanborn County Park; 4. Other County park projects which require historic and cultural assessments and/or archaeological services for project implementation. This RFP will result in a single source award. B. SUMMARY OF PROPOSAL DETAILS The proposal should focus on the Grant Ranch House Complex Historic Structures Report project. The County Parks Department seeks to enter into a contract with one firm to provide necessary services throughout all phases of the project(s). Proposers are encouraged to develop a team of professionals or subconsultants that can provide specialized services that include areas of expertise in historic architecture, historic structure assessment, structural engineering, cultural and archaeological resource assessment and planning, and landscape architecture. The successful proposer will work in coordination with the County Parks Department; with technical advisers from the County Planning Office Historical Preservation Program; State Office of Historic Preservation; National Parks Service Historic Landmark Program; and/or Northwest Information Center. The timely completion of tasks, deliverables, management of sub-consultants, time management and cost accounting shall be the responsibility of the consultant. If you intend on responding to this RFP, you are invited to attend a pre-submittal meeting and site visit that will be held at the Joseph D. Grant County Park ranger office at 18405 Mt Hamilton Road, San Jose, CA 95140 on Thursday, April 21, 2011 at 1:30 P.M. Map and directions are available on-line at www.parkhere.org under Joseph D. Grant County Park in the Find A Park link. Please allow two hours attendance time for the meeting and walk-through of the Grant Ranch Complex. Attendance at this meeting is not mandatory but is recommended. If your firm is planning on attending this pre-submittal meeting/site visit, please call Antoinette Romeo at (408) 355-2235, or send an e-mail to Antoinette.Romeo@prk.sccgov.org to reserve a space(s) for the meeting. 2
County Parks Department invites qualified firms or individuals to submit a proposal with their qualifications and relevant project experience for consideration. SUBMISSION DEADLINE Firms or individuals interested in submitting proposals must submit six (6) complete original, hard copies of the proposal, in a sealed envelope bearing the caption PROFESSIONAL CONSULTING SERVICES FOR HISTORIC AND CULTURAL RESOURCE PROJECTS. The envelope shall be addressed to: County of Santa Clara Parks & Recreation Department 298 Garden Hill Drive Los Gatos, CA 95032 ATTN: Antoinette Romeo Proposals may be submitted in person or by mail, but must be received by this office no later than 4:00 P.M. on Friday, April 29, 2011. Postmarks, emails and facsimiles are not acceptable. Late proposals will not be considered. All inquiries regarding the RFP should be directed to Antoinette Romeo, in writing via email at Antoinette.Romeo@prk.sccgov.org. All proposals will be retained by the County of Santa Clara. The County of Santa Clara reserves the right to reject all proposals, to request additional information concerning any proposal for purposes of clarification, to accept or negotiate any modification to any proposal following the deadline for receipt of all proposals, and to waive any irregularities if such would serve the best interests of the County of Santa Clara as determined by the County of Santa Clara. 3
Request for Proposal (RFP) For Professional Historic and Cultural Resource Assessment Consulting Services for Grant Ranch House Complex Historic Structures Report and other Historic and Cultural Resource Projects in County Parks [RFP Solicitation No. RFP-PRK-FY11-0067] Table of Contents BACKGROUND INFORMATION Background Information and General Project Description for Unused Structures Inventory and Assessment; and Feasibility Study for the Welch Hurst Building projects.. Page 5 Background and Project Description for Grant Ranch House Complex Historic Structures Report project. Page 5 Grant Ranch House Complex Today. Page 7 Need for a Historic Structures Report Page 7 Desired Project Outcome. Page 8 Interface with Project Committees/Decision-making Bodies... Page 8 REQUEST FOR PROPOSAL Scope of Services... Page 9 Consultant s Minimum Professional Qualifications Page 9 Consultant s Minimum Technical Support Requirements... Page 9 Form of Proposal.. Page 10 Consultant Selection Procedure. Page 11 Contract Requirements.. Page 15 Insurance Requirements Page 16 RFP and Consultant Selection Schedule Page 16 Pre-Submittal Meeting.. Page 16 Proposal Submission Deadline.. Page 16 Oral Interview Schedule Page 16 Project Contact Information.. Page 16 ATTACHMENTS Attachment A: Scope of Services Attachment B: Sample Professional Service Agreement (PSA) Attachment C: Insurance Requirements Attachment D: Declaration of Local Business 4
BACKGROUND INFORMATION AND PROJECT DESCRIPTIONS Historic and Cultural Resources Projects in County Parks Implementation Work for Unused Structures Inventory and Assessment The Unused Structures Inventory and Assessment Project consist of a comprehensive inventory, review and assessment of unused structures (both historic and non-historic) within the County of Santa Clara Parks system, and development of a list of criteria and recommendations for the future treatment of structures that may include stabilization, rehabilitation, restoration, re-use, and/or demolition and removal of recommended park structures. The services for the Unused Structures Inventory and Assessment may include the preparation of historic documentation such as the State of California Department of Parks and Recreation (DPR) 523A Primary Record forms, structural building assessments and/or other reports for the stabilization, rehabilitation, restoration, reuse, or demolition of various historic and non-historic structures within the County Parks system based on the Department s recommendations for the future treatment of structures once the Final Report document is prepared and approved. Welch Hurst Feasibility Study In anticipation of the FY2012 Capital Improvement Program (CIP) budget recommendations, the County Parks Department requires information regarding the need for the future stabilization of a historic structure known as the Welch Hurst building with mothball treatment/stabilization efforts and a site feasibility and planning study of the potential short-term and long-term uses for this historic structure at Sanborn County Park. Grant Ranch House Complex Historic Structures Report Located in the Mt. Hamilton foothills and situated in Hall s valley, Joseph D. Grant County Park (Grant Park) is a 9,560-acre park containing numerous recreational resources, interpretive sites, cultural and historic structures. The park is rich in environmental, cultural and archaeological resources and is designated as a California Point of Interest (SCL-049 Joseph D. Grant Ranch at Hall s Valley). Grant Park comprises almost two-thirds of the original Rancho Canada de Pala which was a large mountainous ranch established through a land grant in 1839 by Governor Alvarado. Occupied as early as 1835, the Grant family began to acquire former Canada de Pala rancho lands in the 1880s. By 1911 Joseph D. Grant owned much of the southern portion of the rancho, a strip of land along the western side and the north end of Hall s valley. The remainder of the central portion of the rancho was owned by the Tierman family and by Frank Hubbard. In the 1930 s, Joseph Grant acquired Frank Hubbard s holdings. After the death of Joseph Grant in 1942 and his wife Edith in 1946, the ranch was left to their children. Josephine Grant McCreery bought out her siblings interest in the ranch and resided in the main ranch house from 1958 until her death in 1972. She willed half the ranch to the Save the Redwoods League and half to the Menninger Foundation. Both organizations sold their portion of the ranch in 1975 to the County of Santa Clara, and Joseph D. Grant Park was dedicated and opened to the public in 1978. The County Parks Department completed a Master Plan for Joseph D. Grant County Park in July, 1993 which was approved by the County Board of Supervisors. The Master Plan provides guidelines for future uses of the historic and non-historic structures and required infrastructure improvements, as well as cultural resource management of the historic structures. As outlined in the Master Plan, cultural/historic inventories, evaluations, and an application for official State and National Register Historic Designation (to determine their historic significance) should be completed prior to preservation work or demolition of any of the 5
cultural resources (Master Plan, page III-41). The Joseph D. Grant County Park Master Plan, July 1993 is available on County Parks Department website at www.parkhere.org under the Future Plans Here link. Historic Structures and Cultural Resources discussions in the approved Master Plan can be found in Section III, Page III-41 through III-51, and Section IV Page IV-42 through Page IV-52. The most prominent historical structures in Grant Park are contained in the Grant Ranch House Complex (Grant Ranch Complex). The Grant Ranch Complex structures are listed in the County of Santa Clara Historic Resources Inventory and may be eligible for State and/or Federal historic designation. The Grant Ranch Complex consists of five main structures grouped around a courtyard, surrounding landscape features including brick walls and a rose garden, and two associated structures. The structures date from the late 19 th century and early 20 th century and represent a period of construction, additions, and modifications undertaken by Joseph D. Grant during his family s tenure at Grant Ranch from 1927 to 1972. The main ranch house, (Hubbard house), was originally constructed by Adam Hubbard circa 1881, and remodeled and expanded by Joseph D. Grant in the 1930 s. The Grant Ranch Complex structures include: Ranch House (Main House or Hubbard house) Cookhouse Tank House Guest House or Buddy residence with attached garage (currently used as the park office). Carriage House with attached garage Store house with attached open shed ( Rat-Proof shed) McCreery Cottage (Magee Casa or the Casa house). 6
Grant Ranch Complex Grant Ranch Complex Today Currently, Park Rangers lead interpretive tours of the Ranch House that are scheduled for the public to enjoy; otherwise, the house is not open to the public. The Guest House is currently used as a staff office and archival storage. A seismic device housing belonging to U.S. Geological Survey is located next to the Store house. The remainder of the structures are used by County parks staff for storage and/or meeting space; or they remain un-occupied. The grounds and rose garden are open to the public and available by reservation for special events such as weddings and corporate events. Need for a Historic Structures Report The Ranch House Complex has been maintained and has undergone a few minor alterations that are necessary to repair the structures. Most recently renovations to the complex include the rehabilitation of the rose garden, replacement of the window shutters on the Main House, and seismic repairs to the chimneys damaged as a result of an earthquake. However, many of the structures, including the Main House, are deteriorating and in need of varying degrees of repair. The County Parks Department desires to preserve, rehabilitate and/or restore this cultural and historical resource for the education and interpretive programs and enjoyment of the public. The Parks Department determined that preparation of a historic structures 7
report would provide a comprehensive documentation of the approach for the recommended repairs, rehabilitation and/or restoration of the Ranch House Complex. Desired Project Outcome: The County Parks Department expects documentation about the Grant Ranch House Complex s historic character and existing conditions that are consistent with The U.S. Secretary of Interior s Standards and Guidelines for Architectural and Engineering Documentation. Project should include an evaluation of the period of historic significance for the Ranch House Complex that should include the structures and landscape features, and determination of the period of historic significance. The Project should also include guidelines and recommendations for future repairs, rehabilitation, and/or restoration of the Grant Ranch Complex to the period of historic significance consistent with The Secretary of Interior s Standards for the Treatment of Historic Properties and Guidelines for Rehabilitating, Restoring & Reconstructing Historic Buildings. A possible goal may include submissions for State and/or Federal historic designation or listing. Site Considerations The HSR should take into consideration the following operational and code requirements: Accessibility ADA compliance; Health and Safety Fire access and facility security; Energy Efficiency and energy conservation. Use and Function Considerations The Historic Structures Report should consider the current and future uses of the Grant Ranch Complex, such as: Park Office/Park Ranger Staff Office Large group gatherings such as receptions/special events (e.g. weddings); Interpretive Program activities; Daytime uses on site (e.g. trails, picnicking, etc.). INTERFACE WITH PROJECT COMMITTEES/DECISION-MAKING BODIES Project input may involve possible guidance from the County of Santa Clara Parks and Recreation Commission, County of Santa Clara Historical Heritage Commission, County Planning Office Historical Preservation Program Coordinator, the National Park Service National Historic Landmark Program staff, and State Office of Historic Preservation staff, in addition to County Parks Department staff and members of the public. 8
REQUEST FOR PROPOSAL SCOPE OF SERVICES The County of Santa Clara Parks and Recreation Department ( County Parks Department ) wishes to retain qualified architectural, engineering, landscape architecture, or archaeological consultant(s) with experience in historic and cultural resources assessment and planning to provide consulting services for preparation of a Historic Structures Report for the Grant Ranch House Complex and other historic and cultural resources projects in County parks. CONSULTANT S MINIMUM QUALIFICATIONS The County will select one or more consultant firms that can provide specialized services that include areas of expertise in historic architecture, historic structure assessment, structural engineering, cultural and archaeological resource assessment and planning, and landscape architecture. The consultant firms are required to be registered to practice their profession in the State of California as applicable. The prime consultant shall designate all Sub-Consultants to be involved in this project. Sub- Consultants shall be licensed by the State of California as applicable. This RFP has been posted on the County of Santa Clara Parks and Recreation Department website at http://www.parkhere.org under the Future Plans link, and through Bidsync at http://www.bidsync.com/. CONSULTANT S MINIMUM TECHNICAL SUPPORT REQUIREMENTS The County Parks Department requires that all information collected and published for this project be made available in electronic format compatible with the operating system, hardware and software requirements of the County. All design and construction documents, plans, written documents, databases, photographs, presentation graphics and other collected and developed for this project should be compatible with the following technical requirements in the County: Microsoft Windows XP Operating System Microsoft Office 2007 Suite applications: Word, Access, Excel, PowerPoint and Outlook Microsoft Exchange Version 2003 Adobe Acrobat 9.0 Professional and Adobe Reader 9.0 Internet Explorer Version 7 and 8 Adobe Desktop Publishing Applications: Photoshop Version CS4, Illustrator CS4 (Version 14.0) AutoCad LT 2007 Most importantly, project files must be compatible with AutoCad LT2007 which is the working CAD software that the County Parks Department uses for design and construction projects. Deliverables produced and created for this project shall be submitted on a CD-ROM(s) or can be uploaded via the Consultant s ftp site for the County to download. All electronic files (CAD, survey data, spreadsheet, word processing, digital photos, and etc.) and artworks (electronic and otherwise) shall become property of the County of Santa Clara. FORM OF PROPOSAL 1. A total of (6) six original, hard copies of the proposal are to be submitted on a double-sided letter size format (8½ by 11 ) in size 12-font. Any smaller font size or single sided proposals will not be considered, 9
nor will any oversized submissions be accepted (as per Board policy 3.29 relating to use of double-sided copying). 2. Proposers wishing to respond to the RFP must supply the following information in the order listed below: a. Title page - legal name of the proposer, address, telephone number, year firm was established (if applicable), type of organization, and date of submittal. b. Purpose - brief statement of the proposer s philosophy, interests, and goals with regard to the project. c. Organization - brief description of the organization including the proposed Project Manager, proposed Project Principal, support team and Sub-consultants. Include brief resumes for each individual, identifying their qualifications in Similar Projects and applicable professional registration numbers. Provide an organization chart indicating roles of all individuals involved in this project. For the purposes of this RFP, a Similar Project is one encompassing architectural, structural, historic or cultural resource assessment and planning, or archaeological consulting services within the last five years. d. Similar Projects - list of Similar Projects completed by the proposer for public agencies as a prime consultant or major Sub-consultant. Similar Projects would include evaluations of historic structures and sites. Provide project experience for similar projects for the consultant project manager, support team, and sub-consultants. Include the contract amount for each project and the current status of the project. Indicate whether proposed consultant team members supported the project, what the initial project budget was as compared to final project cost (constructed), if available. Provide a reference for each project presented. e. Scope of Work & Strategy - briefly outline the consultant's proposed methodology and strategy. The Scope of Work should be formatted by various phases proposed to accomplish the project with itemization of tasks required to accomplish the proposed scope and proposed deliverables for each task. Include estimated number of meetings and estimated number of hours needed for each task. See Attachment A for Scope of Services. f. Schedule - proposed schedule for completion of tasks identified. g. Financial stability - Statement regarding principle firm s ability to meet cash flow needs and maintain service levels and deliverables schedule if payment cycle is 60 days behind performance of service h. Insurance - evidence of insurance coverage that meets County requirements (see Attachment C Insurance Requirements). i. Primary contact - indicate the primary contact, who will be Project Manager and day-to-day contact for the project and provide experience and qualifications on Similar Projects. Also provide applicable Project Principle s experience and qualifications. j. Form - statement of agreement with attached PSA form agreement, or recitation of edits required for proposer to execute the contract. k. Local Business - Declaration of Local Business, if applicable, Appendix D. 10
CONSULTANT SELECTION PROCEDURE The method of selection will be in general accordance with the County Policy for the Selection of Professional Consultants, approved by the County of Santa Clara, Board of Supervisors, on September 1994 and as amended most recently on March 9, 1999, including the local preference policy. Selection is based upon the demonstrated competence and professional expertise of the prime consultant firm and proposed sub-consultants, rather than competitive bidding The Director of the Parks and Recreation Department will appoint a Selection Committee to evaluate proposals and recommend selection. The Selection Committee will consist of County staff and at least one representative from another agency. The Selection Committee will jointly review and evaluate submitted proposals, then determine which consultant firms should be given further consideration for this project. All other consultant firms responding to the RFP will then be notified that the County is declining further consideration of their proposal at this time. County Parks Department will select the highest ranked firms to be interviewed for further consideration. County will negotiate with the highest ranked firm, at which time fees will be considered. If agreement cannot be reached, County may negotiate with the next ranked firm. Note: Neither the initial determination, nor any subsequent scoring or selection for interview, will preclude the County from continued evaluation and assessment of a Proposer s quality, fitness, trustworthiness, capacity and experience to satisfactorily provide the proposed Services. Not all material required in the proposal is scored; some questions simply ask for information about the firm s structure and history. All submissions will be kept confidential until the Notice of Intent to Award is issued and subject to protest as provided herein. The proposals will be evaluated under the following criteria: a. Consultant team s expertise as demonstrated by work on Similar Projects. Selected Consultant team must be knowledgeable, and thoroughly familiar with cultural and historic planning and assessment projects. (30 points) b. Demonstrated experience of the Project Manager and Project Principle with Similar Projects, including project management of public agency projects, and familiarity with historic and cultural resources assessment and planning, preparation of Historic Structures Reports, resource agency and staff facilitation, public participation, clear and concise written and verbal communications, and graphic skills. (20 points) c. Clarity and detail included in Consultant s proposed Strategy for performing required services. (10 points) d. Experience and demonstrated competence of the proposed Consultant s Project Manager, Project Principle, support team, and Sub-Consultants in similar projects. (20 points) e. Form of Proposal meets the requirements of format and content. (10 points) f. Demonstrated ability to work within budgeted funding allowances for past projects with public agencies. (5 points) 11
g. Local Business: Santa Clara County Board Policy for Contract and Bidding, Section 5.3.13 Local Business preference shall apply. A local Business applies to a firm with a lawful business with a physical address and meaningful production capability located within the boundary of the County of Santa Clara. The term production capability means sales, marketing, manufacturing, servicing or research and development capability that substantially and directly enhances the firm s or bidder s ability to perform the proposed contract. Post Office box numbers and/or residential addresses may not be used as the sole basis for establishing status as a Local Business. (5 points) 1. INCURRING COST GENERAL This RFP does not commit the County to award, nor does it commit the County to pay any cost incurred in the submission of the Proposal, or in making necessary studies or designs for the preparation thereof, nor procure or contract for services or supplies. Further, no reimbursable cost may be incurred in anticipation of a contract award. 2. CLAIMS AGAINST THE COUNTY OF SANTA CLARA Neither your organization nor any of your representatives shall have any claims whatsoever against the County or any of its respective officials, agents, or employees arising out of or relating to this RFP or these RFP procedures, except as set forth in the terms of a definitive agreement between the County and your organization. 3. BASIS FOR PROPOSAL Only information supplied by the County in writing by the Department in connection with this RFP should be used as the basis for the preparation of a proposal. 5. FORM OF PROPOSALS No oral, telephone, facsimile, or electronic proposals will be accepted. 6. AMENDED PROPOSAL A proposer may submit an amended proposal before the deadline for receipt of proposals. Such amended proposals must be complete replacements for a previously submitted proposal and must be clearly identified as such in the Letter of Transmittal. County personnel will not merge, collate, or assemble proposal materials. 7. WITHDRAWAL OF PROPOSAL Proposers may withdraw their proposals at any time prior to the deadline for receipt of proposals. The proposer must submit a written withdrawal request signed by the Offeror s duly authorized representative addressed to the Proposal point of contact and submitted to the Department. 12
8. LATE RESPONSES In order for a proposal to be considered, the proposal must be received in person or via courier or mail to the place specified within no later than the RFP due date and time. The Department s time and date stamp will be the basis for determining timeliness of proposals. 9. NO PUBLIC PROPOSAL OPENING There will be no public opening for this RFP. 10. CALIFORNIA PUBLIC RECORDS ACT (CPRA) All proposals become the property of the County, which is a public agency subject to the disclosure requirements of the California Public Records Act ( CPRA ). 11. CONFIDENTIALITY Generally, each proposal and all documentation submitted to the County is confidential until a notice of intent to award is posted, when such documents become public record under state and local law, unless exempted in whole or in part under the CPRA. 12. USE OF ELECTRONIC VERSIONS OF THE RFP This RFP is being made available by electronic means. If accepted by such means, the proposer acknowledges and accepts full responsibility to insure that no changes are made to the RFP. In the event of conflict between a version of the RFP in the proposer s possession and the version maintained by the Department the version maintained by the Department must govern. 13. COUNTY RIGHTS The County reserves the right to do any of the following at any time: a. Reject any or all proposal(s), without indicating any reason for such rejection; b. Waive or correct any minor or inadvertent defect, irregularity or technical error in a proposal or the RFP process, or as part of any subsequent contract negotiation; c. Request that proposers supplement or modify all or certain aspects of their proposals or other documents or materials submitted; d. Terminate the RFP, and at its option, issue a new RFP; e. Procure services specified in this RFP by other means; f. Modify the selection process, the services, or the contents or format of the proposals; g. Extend a deadline specified in this RFP, including deadlines for accepting proposals; h. Negotiate with any or none of the proposers; i. Modify in the final agreement any terms and/or conditions described in this RFP; j. Terminate failed negotiations without liability, and negotiate with other proposers; k. Disqualify any proposer on the basis of a real or apparent conflict of interest, or 13
evidence of collusion that is disclosed by the proposal or other data available to the County; l. Eliminate, reject or disqualify a proposal of any proposer who is not a responsible proposer or fails to submit a responsive proposal as determined solely by the County; and/or m. Accept all or a portion of a proposal. 14. PROTEST PROCESS Within five (5) business days from the date of the Notice of Intent to Award, as applicable, a proposer may protest the COUNTY s decision by providing written notice as provided herein. Failure to protest within this time constitutes a waiver of any and all rights to challenge the decision of the COUNTY, whether by administrative, judicial or any other legal process or proceeding. a. Filing a Protest The protest must be in writing. The following must be written on the cover of the protest: Protest Relating to RFP # [as designate]. The written protest must be emailed, faxed or mailed to the Department of Parks and Recreation, Director, at the following address: 298 Garden Hill Drive, Los Gatos CA 95032 Attention: Julie Mark, Acting Director 15. CONTENTS OF PROTEST The written protest must contain the following information: (1) the name, street address, electronic mail address, telephone and facsimile number of the Protester; (2) signature of the Protester or its representative; (3) specific reference to one or more of the three grounds for protest provided in section 3 below; (4) copies of any relevant documents; (5) the form of relief requested; and (6) the method by which the Protester would like to receive the Reviewing Officer s written protest decision. The written protest must clearly state the grounds for the protest. Protests should be concise and logically arranged. Protests may not be more than two pages in length. 16. GROUNDS FOR PROTEST Protests shall be based only on one or more of the following grounds: a. The Protester believes the COUNTY failed to follow the RFP s procedures and adhere to requirements set forth in the RFP or any addendum thereto. b. The Protestor believes there was misconduct or impropriety by COUNTY officials or evaluation team members. c. The Protester believes there was abuse of process or abuse of discretion by COUNTY officials or evaluation team members. 14
17. PROTEST RESOLUTION PROCESS The Director, or her designee, has three (3) business days to informally consider the protest and attempt to informally resolve, sustain the protest, or forward the protest to the Reviewing Officer. The Reviewing Officer is Michael Lopez, County Department of Planning and Development, or his or her designee. The Department has five (5) business days from the date the protest is forwarded to the Reviewing Officer to provide to the Reviewing Officer any documents the Department believes is relevant to resolution of the protest and the Department s grounds to reject the protest (Response to Protest). The Department must provide written notification to the Protester that the protest is being forwarded to the Reviewing Officer, and that the Protester has three (3) business days from the Protestor s receipt of the Department s Response to Protest to forward additional documents that the Protester deems relevant to the Reviewing Officer, but that the Protestor may not present any additional grounds for protest. The Reviewing Officer shall review the protest to determine whether the grounds for the protest have merit. The Reviewing Officer shall consider only the documents each party has submitted, grounds for protest and grounds to reject the protest. The Reviewing Officer will issue a written decision on a timely written protest within ten (10) business days of receiving a protest; however, the time for decision may be extended by the Reviewing Officer. The Reviewing Officer will issue the written decision to the Protester and the Department. The decision of the Reviewing Officer shall be final. 18. REMEDIES If the Reviewing Officer sustains a protest in whole or in part, the Reviewing Officer shall refer the matter back to the Department for redress. If the Reviewing Officer rejects the protest, the Recommendation of Intent to Award shall be presented to the Board of Supervisors with a brief description of the protest and the Reviewing Officer s final decision. Attachments: Attachment A - Scope of Services for Grant Ranch Complex Historic Structures Report project Attachment B - Sample PSA form Attachment C - Insurance Requirements Attachment D - Local Preference (BOS policy) CONTRACT REQUIREMENTS It is the intent of the County that the contractual relationship between the selected consultant firm(s) and the County will result in Professional Services Agreement(s) (PSA) that would be approved by the County Board of Supervisors. A sample PSA form is included as Attachment B in this RFP. In developing a proposal, the consultant firm should carefully review the sample agreement and take into consideration the rights, obligations and costs associated therein. Any change that the consultant desires to terms of the PSA (including the insurance and indemnification) must be clearly specified in the submitted proposal. 15
INSURANCE AND INDEMNIFICATION REQUIREMENTS The selected Consultant(s) will be required to obtain a Certificate of Insurance, during the negotiation of the contract, as per the attached insurance requirements (Attachment C) and maintain current insurance coverage through the contract duration. The Consultant(s) will be further required to indemnify the County as provided on the insurance form. Without the above stated evidence of insurance for the additional endorsement, the contract cannot be signed and the County reserves the right to reject selected consultant. RFP and CONSULTANT SELECTION SCHEDULE RFP Issue Date April 14, 2011 Pre-Submittal Meeting April 21 2011 Proposal Submittal Deadline April 29, 2011 Consultant Interview Notification May 5, 2011 Consultant Selection Interviews May 10 and/or May 11, 2011 Consultant Selection Notification/Contract Negotiations week of May 16, 2011 County Board of Supervisors Approval June 2, 2011 (tentative) Project Start Late June early July 2011(tentative) PRE-SUBMITTAL MEETING/SITE VISIT A pre-submittal meeting and site visit at Joseph D. Grant County Park ranger office at 18405 Mt Hamilton Road, San Jose, CA 95140 on Thursday, April 21, 2011 at 1:30 P.M. Map and directions are available online at www.parkhere.org under Joseph D. Grant County Park in the Find A Park link. Please allow two hours attendance time for the meeting and walk-through of the Grant Ranch Complex. Attendance at this meeting is not mandatory but is recommended. If a representative from your firm is planning on attending this pre-submittal meeting/site visit, please call Antoinette Romeo at (408) 355-2235, or send an e-mail to Antoinette.Romeo@prk.sccgov.org to reserve a space(s) for the meeting. SUBMISSION DEADLINE Firms or individuals interested in submitting proposals shall submit six (6) complete original, hard copies of the proposal, in a sealed envelope bearing the caption PROFESSIONAL CONSULTING SERVICES FOR HISTORIC AND CULTURAL RESOURCE PROJECTS. Proposals should be submitted no later than 4:00 P.M. on Friday, April 29, 2011, addressed to: ORAL INTERVIEW SCHEDULE County of Santa Clara Parks & Recreation Department ATTN: Antoinette Romeo, Project Manager 298 Garden Hill Drive Los Gatos, CA 95032 Oral interviews will be conducted on May 10 and/or May 11, 2011. Consulting firms selected for an oral interview will be notified by phone on Thursday, May 5, 2011. PROJECT CONTACT INFORMATION If you have any questions about this project, please contact Antoinette Romeo, at (408) 355-2235 or via e- mail at Antoinette.Romeo @prk.sccgov.org. All inquiries regarding this RFP should be directed to Antoinette Romeo in writing via email. 16
ATTACHMENT A SCOPE OF SERVICES The following outline identifies the range of tasks that may be required for a historical assessment and report. General Consultant is solely responsible for coordination of sub-consultants, and with the project participants, including without limitation, the County Parks Project Manager, and technical advisers throughout the project. The Consultant will also be responsible for coordinating and facilitating meetings with the Project Review Team, focus group and members of the public and for preparing agendas, meeting materials, and meeting summaries. Consultant(s) is required to make presentations to advisory commissions, including the County Historical Heritage Commission, County Parks and Recreation Commission, and/or the Housing, Land Use, Environment and Transportation Committee, and the Board of Supervisors. Consultant may also be responsible for preparation of presentation materials including PowerPoint presentations, maps and/or graphics. The number and frequency of meetings will be delineated in the final scope of work. Project Orientation and Start Up Project startup meeting/site visit meet with County Parks project manager, and other staff who comprise the County Parks project review team. County will provide documentation, where available, including the following: historic and archival documentation; relevant documents/reports, including but not limited to the Joseph D. Grant County Park Master Plan, Santa Clara County Heritage Resource Inventory, and applicable environmental documents; existing evaluation/assessment documents and reports including State Department of Parks and Recreation Primary Record forms (DPR); documentation/reports of repairs and/or renovations including as-builts where available, of improvement projects undertaken by the County Parks Department. In consultation with County Parks' project manager, project review team, and other County staff, Consultant will: review archival documentation, and other documents and reports; identify additional needs and develop methodology for collecting appropriate records/reports or data for the project; develop a format for communication and information sharing with technical advisors, focus group, County Parks projects manager, project review team, and other County staff; revise project time line as needed, and based upon information and feedback gathered during project orientation; meet with County Parks' project manager, project review team, technical advisors, and other Park s staff to review and discuss documents and findings. May also include meeting with focus group and interested parties. Based on input from County Parks staff, project review team, technical advisors, and meetings with focus group and interested parties, develop goals and objectives for the project. Deliverables: Project Review Team meeting summary; Revised Project Schedule; meeting summaries; Draft Project Goals and Objectives
Site Evaluation and Evaluation of Period of Historic Significance/project review team meeting Conduct existing conditions survey/assessment of relevant structures, and landscape features that are consistent with The Secretary of Interior s Standards for the Treatment of Historic Properties. Survey/assessment should include interior and exterior architectural elements, landscape features, structural systems, structural stability, and assessment of material deterioration and failure; Based on documentation provided by County of repair/renovations undertaken since County ownership, and existing conditions assessments, determine relevance of repairs to period of historic significance. Meet with County Parks Project Manager, and other staff who comprise the County Parks project review team, and project technical advisors, to review and discuss findings; Prepare draft Existing Conditions Report, which should include measured drawings that are consistent with the Secretary of the Interior s Standards and Guidelines for Architectural and Engineering Documentation. Based upon historical documentation, existing reports, DPRs, and existing conditions surveys, evaluate period of historic significance. Meet with County project manager, project review team, County Historical Heritage Coordinator and other technical advisors, to review findings and confirm and/or refine period of historical significance. Determine eligibility for State and/or Federal historic designation Deliverables: Draft Existing Conditions Report; Period of Historic Significance evaluation; revised DPRs; meeting summaries. Historic Structures Report Based upon existing conditions report, evaluation of period of historic significance, archival and other documents, project goals and objectives, and input from Commissions, focus group, project manager, project review team, and project technical advisors, prepare and submit an outline of historic structures report for review. Determine and recommend approaches and appropriate treatments for repairs, rehabilitation and/or restoration that are consistent with The Secretary of Interior s Standards for the Treatment of Historic Properties. Provide guidelines and prioritization for repairs, rehabilitation, and/or restoration of the Grant Ranch Complex including surrounding landscape features to the period of historic significance that are consistent with The Secretary of Interior s Rehabilitation and Illustrated Guidelines for rehabilitating Historic Buildings Standards for the Treatment of Historic Properties. Guidelines should include recommended materials. Meet with County project manager, project review team, County Historical Heritage Coordinator and other technical advisors to discuss possible recommendations approach. Prepare draft HSR. Draft HSR should include treatment and work recommendations such as repairs, structural stabilization or restoration, historic preservation objectives; outline of applicable laws, regulations or functional requirements (e.g. fire protection, energy conservation, ADA compliance); work recommendation alternatives; and schematic drawings. The recommended work should consider implementation and phasing, and prioritization of recommended repairs. Coordinate review and discussions with State Office of Historic Preservation; National Parks Service Historic Landmarks Office; County Historic Preservation Program Coordinator, and County Parks Project Manager. Based on consultation with State Office of Historic Preservation and/or National Parks Service Historic Landmarks Office, identify & recommend materials for repairs and/or restoration, and architectural design for restoration/rehabilitation of structures and landscape features.
Submit draft HSR to County project manager, project review team, technical advisors, and other County Parks staff for review and comment. Meet to discuss draft HSR, as necessary. Consultant/County Parks staff to present draft HSR to members of the community, focus group, and other interested parties for comment. Consultant will facilitate community and focus group meetings and provide meeting summary of public comments. Consultant/County Parks staff to present draft HSR to the County Parks and Recreation Commission, and County Historical Heritage Commission, for review and comments. May include preparation of presentation materials, such as PowerPoint presentations, maps and/or graphics. Based upon review and comments from County Parks project manager, project review team, technical advisors, County Commissions, focused group and community meeting(s), revise draft HSR. Consultant/County Parks staff to present revised draft HSR to the County Parks and Recreation Commission, County Historical Heritage Commission. Consultant/County Parks staff to present draft HSR to County Housing, Land Use, Environment and Transportation (HLUET) Committee and County Board of Supervisors. Deliverables: Outline of Historic Structures Report; draft Restoration Plan; draft Historic Structures Report. Revised draft Historic Structures Report; presentation materials; meeting summaries.