REQUEST FOR PROPOSAL DESIGN/BUILD SPACE PLANNING/TECHNICAL SERVICES FOR OFFICE BUILDING AT 400 EAST MAIN STREET CITY OF STOCKTON
GENERAL NATURE OF SERVICES The City of Stockton (“City”) is soliciting design and construction firms (“Consultant”) with expertise in assessing needs, designing appropriate and efficient spaces, constructing specified improvements, and relocating office equipment and personnel to provide services for the design and construction of tenant improvements to an existing office building located at 400 East Main Street (hereinafter “Project”). The Consultant selected must have the ability to provide the full-range of services or to team with subconsultants necessary to complete the design and construction phases of the Project, including relocation of existing City staff and equipment to the new location. The selection process shall include review of proposals for Phase I Design Services by the City Consultant Selection Committee, a selection of up to five Consultants to submit costing proposals, and oral interviews conducted the week of March 10, 2008. You are invited to submit a proposal to: Harold Holland, Project Manager II Redevelopment Department 425 North El Dorado Street, Room 317 Stockton, CA 95202 DUE DATE: Copies Required: Six (6) copies and one unbound original of your proposal, including separate cost estimate for Phase I Professional Services work signed by an authorized representative, shall be delivered to: REDEVELOPMENT DEPARTMENT, 425 NORTH EL DORADO STREET, ROOM 317, STOCKTON CA 95202, ON OR BEFORE 4:00 P.M. ON JANUARY 30, 2008.
BACKGROUND The City of Stockton has recently acquired a 250,000 square foot, 7-story office building located at 400 East Main Street in downtown Stockton. The building will have phased vacancies as current tenant leases expire. The building has an immediate vacancy on the 4th floor of approximately 25,000 square feet as well as some additional space on the 1st floor.
REQUEST FOR PROPOSAL: Design/Build Services 400 East Main Street Office Building - City of Stockton (Page 2)
SCOPE OF SERVICES This Request for Proposal is for phased space planning, design development, plans and specifications, relocation planning, construction, and technical advisory services for relocating City staff and services to 400 East Main Street: Phase I – Design Services 1. Prepare a preliminary project schedule that delineates the two-phase design-build approach. Illustrate key milestone dates for phase design, construction, and owner review. 2. Review existing offices, schematic designs, and other previously developed plans as attached. Identify and incorporate current and future City and Department-specific requirements. Facilitate Phase I design development process. Prepare space plan, schematic design, and drawings and specifications (per City Standards) suitable for public review and bidding for the construction of the project.
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Phase II – Construction and Relocation Services 1. Provide architectural and engineering services, including submittal review, plan clarifications and responses to requests for information, during Project construction. Prepare all bid proposals, awards and contract documents for the selection of any subcontractor in conformance with the California Public Contract Code. Prepare final construction documents signed and stamped by an appropriate Professional Engineer registered in the State of California, suitable for bidding. Prepare implementation and relocation plans, including coordination with manufacturers. Based on Phase I Design, a Guaranteed Maximum Price (GMP) will be negotiated and brought forth to City Council for award. Complete construction and relocation of the new offices.
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OTHER CONSIDERATIONS
REQUEST FOR PROPOSAL: Design/Build Services 400 East Main Street Office Building - City of Stockton (Page 3) Title XXIV (ADA) Requirements. Planning for the project must satisfy Title XXIV requirements. Include in the proposal any other task(s) that you think is necessary and is not included in the RFP.
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PROPOSAL CONTENT AND FORMAT: Based on the City’s understanding of the scope of services for the project, your written proposal should include at a minimum the following information: 1. 2. Provide a general description of Consultant and any sub-consultants. Consultant’s understanding of the scope of services required for the project plus any refinements your firm feels are warranted. Relevant experience of the Consultant and sub-consultants including dates of past projects and who on the project team had direct involvement in the project, and illustrative samples. Consultant’s approach to the project. Highlight any innovative ideas Consultant may have to reduce costs or produce a better product. Consultant’s understanding of the issues which may impact the projects schedule of cost. Consultant Project team qualifications, identification of who on the team will be the City’s direct contact for the project, and ability to provide a registration seal for each separate engineering and architectural discipline. Any objections or exceptions to requirements in the RFP including the proposed Agreement form attached. Proposed fee schedule for Phase I design. Proposed fee schedule for Phase II construction. Proof of insurance and payment in performance bonds will be required of the selected contractor as specified under “General Terms and Conditions” (Page 4). Project Schedule: Provide a preliminary Project schedule that delineates the twophase design build approach. Illustrate key milestone dates for phase design, construction and owner review
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REQUEST FOR PROPOSAL: Design/Build Services 400 East Main Street Office Building - City of Stockton (Page 4)
CITY’S RESPONSIBILITIES 1. City will provide Consultant with access to City maps, conceptual drawings, records, studies, plans and other documents relating to the project. City Redevelopment Department will provide special inspection services.
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GENERAL TERMS AND CONDITIONS:
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Contractor is Not an Employee of the City. It is understood that the selected Proponent/Contractor will not act, under a contract entered into as a result of the RFP, in any manner as an employee of the City, but solely as an independent Contractor. The City will not, under any circumstances, be liable to the contractor(s) or any person or persons acting for or under it for any death, injury, or property damage received or claimed, unless such liability arises by virtue of negligence by the City, their respective officers, agents, or employees. Indemnification and Hold Harmless 1) Except with regard to design professional negligence, as provided in paragraph (2) below, the Consultant/Contractor shall indemnify, hold harmless and defend the CITY of Stockton (CITY) and each of its, Council, officers, officials, employees, volunteers and agents from any and all loss, liability, fines, penalties, forfeitures, costs and damages (whether in contract, tort or strict liability, including but not limited to personal injury, death at any time and property damage) incurred by CITY, the Consultant/Contractor or any other person and from any and all claims, demands and actions in law or equity (including reasonable attorney’s fees and litigation expense), arising or alleged to have arisen directly or indirectly out of the active or passive negligence of the Consultant/Contractor or any of its employees or agents in the performance of this contract. The Consultant’s/Contractor’s obligations under the preceding sentence shall apply regardless of whether the CITY or any of its, Council, officers, officials, employees, volunteers or agents are actively or passively negligent, but shall not apply to any loss, liability, fines, penalties, forfeitures, costs or damages caused by the sole or active negligence or by the willful misconduct of the CITY.
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REQUEST FOR PROPOSAL: Design/Build Services 400 East Main Street Office Building - City of Stockton (Page 5) 2) Specifically regarding design professional negligent errors or omissions, the Consultant shall indemnify, hold harmless, and defend the CITY, its Council, officers, officials, employees, volunteers or agents, from any and all loss, liability, costs and damages (whether in contract, tort or strict liability, including but not limited to personal injury, death at any time and property damage) incurred by the CITY, the Consultant or any other person, and from any and all claims, demands and actions in law or equity (including reasonable attorney’s fees and litigation expenses) incurred by CITY, the Consultant, or any other person, to the proportionate extent that it arises out of or in connection with claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the design professional negligent errors or omissions of the Consultant in the performance of this contract. 3) If the Consultant/Contractor should subcontract all or any portion of the work to be performed under this agreement, the Consultant/Contractor shall require each Sub-Consultant/Sub-Contractor to indemnify, hold harmless and defend the CITY, its officers, officials, employees and agents in accordance with the terms of the preceding paragraphs. C. Insurance Requirements
Throughout the life of this Contract, the Consultant/Contractor shall pay for and maintain in full force and effect with an insurance company(s) (Company) admitted by the California Insurance Commissioner to do business in the State of California and rated not less than “A: VIII” in Best Insurance Key Rating Guide, the following policies of insurance: 1) COMMERCIAL OR COMPREHENSIVE GENERAL LIABILITY insurance which shall include Contractual Liability, Products and Completed Operations coverages, Bodily Injury and Property Damage (including Fire Legal Liability) Liability insurance with combined single limits of not less than $2,000,000 per occurrence, and if written on an Aggregate basis, $5,000,000 Aggregate limit (CG 0001). If any underground work is to be undertaken, this shall be endorsed to specifically replace coverage for the exclusions of; Explosion, Collapse, and Underground (“x, c and u”). 2) PROFESSIONAL ERRORS AND OMISSIONS, Not less than $2,000,000 per Occurence./$5,000,000 Aggregate. (2 yr discovery and reporting tail period coverage). Certificate of Insurance only required. 3) COMMERCIAL (BUSINESS) AUTOMOBILE LIABILITY insurance, endorsed for “any auto” with combined single limits of liability of not less than $1,000,000 each occurrence. (CA 0001) 4) WORKERS’ COMPENSATION Insurance as required under the California Labor Code, and Employers Liability Insurance with limits not less than $1,000,000 per accident/injury/disease.
REQUEST FOR PROPOSAL: Design/Build Services 400 East Main Street Office Building - City of Stockton (Page 6) 5) BUILDERS RISK/COURSE OF CONSTRUCTION: All risk Coverage in an amount not less than the full value of all phases of this contract to protect all property improvements and construction until final completion and acceptance by the City. This coverage shall also be required to protect the CITY’s interests. The insurer shall waive all rights of subrogation against the City. The City shall be an Additional Insured. Deductibles and Self-Insured Retentions must be declared and are subject to approval by the CITY. In no event may a Deductible or Self Insured Retention exceed $10,000. This is subject to review, consideration and approval of the City Risk Manager. Right of Rejection The City reserves the right to reject any and all proposals and the right to elect not to proceed with the project. Product Ownership Any documents or drawings or reports resulting from the contract will be the property of the City of Stockton. Licensing Requirements Any professional or business licenses required will be the sole cost and responsibility of the Consultant. Proposal Development Costs The cost of preparing and submitting a proposal is the sole responsibility of the proponent and shall not be chargeable in any manner to the City. Additional Information For additional information, please contact Harold Holland, Project Manager II with the Redevelopment Department at (209) 937-8303.
SELECTION PROPOSAL EVALUATION CRITERIA AND PROCEDURES A. Evaluation Criteria
REQUEST FOR PROPOSAL: Design/Build Services 400 East Main Street Office Building - City of Stockton (Page 7) An evaluation committee, which may be comprised of City Council members, Redevelopment Department, other City staff and or outside advisors will review and evaluate technical proposals against the following criteria:
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Understanding of the City’s Goals: Does the Consultant understand the Project parameters? Staff: Do the qualifications of key personnel to be assigned to the Project coincide with Project’s requirements? Do assigned personnel have requisite education, experience, and professional qualifications? Familiarity With Locality: Does the Consultant have the familiarity with the City? How close are the Consultant’s permanent offices to Stockton? Preference to a local or near-local firm may be given, only if it is determined that it is in the best interest of the City. Specific Management Approach: How does the Consultant intend to achieve the City’s budget and time goals for the Project? How will the Consultant apply its management techniques and resources? Discuss such factors as: Project management and team organization Quality control Schedule control Budget control (experience of cost estimator) Who will be on site, if any one, and for how much of the work week (preference is to have someone on site full time) Relations with sub-contractors Experience: Has the Consultant demonstrated the ability to successfully provide services for projects of a similar complexity and size? Does the Consultant have experience with public services projects? Organization: Are the qualifications of the Consultant’s personnel suitable for the Project; and, does the Consultant’s organizational structure show sufficient depth for its present workload? Reputation: Are the Consultant’s references from past clients and associates favorable; and, does the Consultant show financial and operational stability? Services Offered: Does the Consultant offer the breadth and quality of services required for the Project? Pre-Construction Services: Does Consultant have ability to provide preconstruction services, including estimating, scheduling, constructability review, bidding strategies, and value engineering? Subcontractor and California Law: Does Consultant have knowledge and experience with Northern California subcontractors and California prevailing wage laws and administration? Relevant Construction Experience Relevant Design/Build Experience Financial capability to guarantee negotiated cost and bear expenses above that cost.
REQUEST FOR PROPOSAL: Design/Build Services 400 East Main Street Office Building - City of Stockton (Page 8)
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Consultant Selection Procedures • At completion of the review process, Consultants will be ranked, and the four or five most highly qualified Consultants will form a “short list.” • The Consultants on the short list will then be notified in writing to submit a cost proposal for the Project. The lowest bidder may not be the selected Consultant. • Consultants on the short list will be asked to formally present their proposal to the City of Stockton, and respond to interviewer questions. Following presentation/interviews, the evaluation committee will complete its ranking. Final selection will be made based on a combination of qualifications and cost, with the emphasis on qualifications. The City is not looking for the lowest bidder, rather a business partner. The evaluation committee will make a recommendation to the City Council for final decision. The presentation and interview session will not exceed one hour per Consultant. • Following successful negotiations with the selected Consultant, a contract will be drafted and then referred to the City Council for final approval.
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SCHEDULE The City believes the Consultant selection schedule will be as follows: RFP Issued: Questions Due: Response to Questions/Answers Sent: Proposals due: Selection/Short-list Consultant Short-list Interviews: Recommendation for Selection will be made: January 16, 2008 January 23, 2008 January 25, 2008 January 30, 2008 February 6, 2008 Week of March 10, 2008 March 25, 2008
Questions may be delivered by U.S. mail, by facsimile, or by electronic mail. All requests for interpretation shall be brought to the attention of the City in writing no later than Question Due date, indicated above. Questions should be addressed to: Harold Holland, Project Manager II City of Stockton Redevelopment Department 425 N. El Dorado St, Room 317 Stockton, CA 95202 Harold.Holland@ci.stockton.ca.us Phone: (209) 937-8303 Fax: (209) 937-5099
REQUEST FOR PROPOSAL: Design/Build Services 400 East Main Street Office Building - City of Stockton (Page 9)
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