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Home My WebLink AboutCC AG PKT 2010-03-08 #GAGENDA STAFF REPORT DATE: March 8, 2010 TO: Honorable Mayor and City Council THRU: David Carmany, City Manager FROM: Terrence L. Belanger, Interim Director of Public Works SUBJECT: BUILDING /FACILITY CONDITION ASSESSMENT: RFP SUMMARY OF REQUEST: The City Council is asked to direct staff to solicit proposals through a Request for Proposal (RFP) from professional firms experienced in evaluating the condition of buildings and facilities; including, preparing accurate cost estimates for repair /rehabilitation /reconstruction, documentation of recommendations, prioritization of repair /rehabilitation /reconstruction and developing a maintenance work program; for the preparation of a Building /Facility Condition Assessment Report. BACKGROUND: In May 2004, TEC Engineering, under contract with the City of Seal Beach, completed a Building /Facility Condition Assessment Study, on thirty -six (36) building and facilities, within the City. The report presented a capsulated review of all building /facility systems, wherein deficiencies were noted and assessed. Recommendations for corrective actions, along with short-term and long -term repair and maintenance were provided. The City Council has discussed the need for a more contemporaneous building /facility condition assessment study. To that end, staff has prepared a Request for Proposal (RFP) for the solicitation of proposals from qualified firms, for a Building /Facility Condition Assessment Study and Report. The following is the RFP process schedule: -City Council Approves the RFP for Circulation March 08, 2010 - Building /Facility Condition Assessment RFP Circulated March 11, 2010 - Pre - Proposal Meeting, with Prospective Consultants March 23, 2010 - Proposals Submittal April 20, 2010 - Interviews with Best Qualified Firms April 28, 2010 -Award Building /Facility Condition Assessment Contract May 10, 2010 Agenda Item G Page 2 FINANCIAL IMPACT: There is no direct fiscal impact discernable with the recommendation. Based on City Council direction, there will be fiscal impacts that will be identified at the time the contract for Building /Facility Condition Assessment services is awarded. RECOMMENDATION: It is respectfully recommended that the City Council review and approve the Request for Proposal for the preparation of a Building/Facility Condition Assessment Study and Report; and, to direct staff to release the RFP for the solicitation of proposals. SUBMITTED BY: NOTED AND APPROVED: Terrence L. Belanger Inte i David Car any, City Manager Director of Public Works Attachment A. Request for Proposal REQUEST FOR PROPOSALS (RFP) FOR BUILDING/FACILITY CONDITION ASSESSMENT RFP response deadline: 2:00 p.m. on Tuesday, April 20, 2010 City of Seal Beach, City Hall 211 - 8th Street Seal Beach CA 90740 Office of the City Engineer 2nd Floor Attn: Michael Ho, P.E. City Engineer Approved for advertising: Terrence L. Belanger Director of Public Works Date Issued: March 11, 2010 DEPARTMENT OF PUBLIC WORKS City of Seal Beach TABLE OF CONTENTS SECTIONI ......................................... ............................... PROJECT OVERVIEW SECTION II .................................. ............................... PROJECT BACKGROUND SECTION III ............................. ............................... SCOPE OF WORK AND FEE SECTIONIV ....................................... ............................... PROJECT SCHEDULE SECTION V ......................... QUALIFICATIONS SUBMISSION REQUIREMENTS SECTION VI ...................................... ............................... SELECTION CRITERIA SECTION VII .................................. ............................... SUBMISSION DEADLINE SECTION VIII ............................... REQUEST FOR ADDITIONAL INFORMATION SECTION IX ............. ............................... CITY BUILDING AND FACILITIES LIST Request for Proposal Building / Facility Condition Assessment DEPARTMENT OF PUBLIC WORKS City of Seal Beach SECTION I. PROJECT OVERVIEW The City of Seal Beach is requesting proposals from firms experienced in evaluating the condition of building facilities for public agencies including preparing accurate cost estimates for repair, documentation of recommendations, prioritization of repairs /upgrades within the allocated funding and developing a maintenance work program. This document outlines the requirements, selection process and the documentation necessary to submit qualifications for this project. SECTION II. PROJECT BACKGROUND The City of Seal Beach has a variety of buildings and facilities it owns and maintains as listed in Exhibit A Property Schedule. Over the years, maintenance and repairs have been deferred and only pursued on a reactive basis. It is the intent of the City of Seal Beach and the Department of Public Works that an assessment be undertaken, by a technical expert. The Assessment is of all facilities; including, rating a facilities various components, evaluating useful life, noting specific deficiencies, preparing budgetary costs, ADA upgrades, replacement vs. renovation cost graphs, and various other items necessary for a proper evaluation. The Department realizes that there may be many different and effective ways to perform an assessment. An example is available at http:// www. va. gov/ facmgt/ capitalassets /infrastructure.asp SECTION III. SCOPE OF WORK AND FEE The City wants to receive a comprehensive delineation of the tasks to be undertaken to complete the Building /Facility Condition Assessment. The Scope of Work must provide a timetable, within which the Assessment work is to be completed. The proposing firm must provide its fee, which is necessary for the completion of the Assessment. SECTION IV. PROPOSAL SCHEDULE The anticipated project schedule flow is as follows: 1. Proposal submission deadline 2. Shortlist of three firms from RFP 3. Consultant interview /selection period 4. Select top firm Request for Proposal Building / Facility Condition Assessment 1 DEPARTMENT OF PUBLIC WORKS City of Seal Beach 5. Complete contract document 6. Award contract Scope of Work is to be discussed further during the Interview Process. SECTION V. QUALIFICATIONS STATEMENT SUBMISSION REQUIREMENTS The city has established requirements for qualifications statement format. Qualifications statement shall be submitted in a reusable three ring binder. All pages shall be duplex copied. Submittals shall not contain plastic bindings, plastic pages, or laminated pages and shall be limited to 50 pages. Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete and effective response to the solicitation are not desired and may be construed as an indication of the consultant's lack of cost consciousness. Elaborate art work, expensive paper, and expensive visual and other presentations are neither necessary nor desired. For consideration, five (5) copies of the qualifications statement must be submitted containing the following elements: 1. Previous project history including the firm's specific role in the project and explanation of any litigation proceedings. Include key personnel that worked on each project listed for the firm. 2. A brief narrative which indicates the management structure of the firm, tenure of management, and ownership of the firm. 3. A narrative briefly describing the proposed approach to the project using general descriptions for the activities and how this approach will ensure timely completion of the project with minimal interruptions to the daily operations at the facility. Also, supply a work flow diagram. 4. The resumes of professional personnel who will be working on this project and their specific responsibilities. The Consultant's project manager, who will be responsible for planning, coordinating, and conducting the majority of the work, must be identified and committed to the project. The City must approve changes to key personnel committed to work on the project subsequent to award of contract. 5. A list of proposed sub - consultants, sub - contractors, suppliers, and manufacturers, including their qualifications pertinent to this project. 6. A client reference list from previous projects of similar scope and magnitude. List should include key personnel- contacts and their position with the agency. 7. Company fee schedule. Request for Proposal Building / Facility Condition Assessment 2 DEPARTMENT OF PUBLIC WORKS City of Seal Beach 8. A sample work product (i.e. a completed facility condition assessment report or audit performed for another public agency that is similar and size and scope of the City's project. This will not be included in the 50 page limit for the qualification statement.) SECTION VI. SELECTION CRITERIA The Statement of Qualifications will be evaluated on the following factors, but may not be limited to just these factors: Past Performance Record Experience in work of similar complexity and scale. Efficiency and timeliness in completion of projects. Experience in projects completed for public entities. Staffing Capabilities / Technical Competence Familiarity with applicable codes and regulations. Training and proven expertise in the area of work required. Approach to Work Methodology to be implemented to address and coordinate the various elements within the project. Quality Control Demonstrated ability to provide innovative and reliable solutions using state -of- the -art technologies resulting in projects with a long and maintenance free useful lifespan. Ease of Use Final report shall contain enough technical detail to satisfy the Engineering Division but also contain summaries and figures that will easily communicate its message to elected officials. Digital Capability The firm should keep in my mind how it will provide data in secondary formats for ease of developing databases. Currently, the Department uses Intuit's Quickbase, a web enabled database application, for much of its asset infrastructure. Examples are available at www.sb- publicworks.com Much of the source data created by the firm may be required to also be provided in a text tab delimited or comma separated value file. Request for Proposal Building / Facility Condition Assessment 3 DEPARTMENT OF PUBLIC WORKS City of Seal Beach SECTION VII. SUBMISSION DEADLINE In order to be considered, the Consultant must submit four responses to the RFP to the following office: Attention: Michael Ho City Engineer City of Seal Beach Office of the City Engineer 211 - 8th Street Seal Beach CA 90740 The requested proposal must be submitted to the above office no later than 2:00 p.m. on Tuesday, April 20, 2010. This RFP does not commit the City of Seal Beach to reimburse any costs incurred in the preparation of a response. The City reserves the right to accept or reject your proposal in part or its entirety. Each firm will be accountable for design plan errors or omissions that result in additional expenses to the City for corrective work. SECTION VIII. REQUEST FOR ADDITIONAL INFORMATION For answers to questions or particulars regarding this Request for Proposals, all interested parties are to contact: Michael Ho, P.E. City Engineer and Project Manager 211 - 8th Street Seal Beach CA 90740 Phone: (562) 431 -2527 extension 1322 Email: mho@ci.seal- beach.ca.us The City Hall Hours are: Monday through Friday; 8:00 a.m. to 5:00 p.m. Please call in advance to ensure the Project Manager is available. Request for Proposal Building / Facility Condition Assessment 4 DEPARTMENT OF PUBLIC WORKS City of Seal Beach SECTION VIII. CITY BUILDING AND FACILITIES LIST Bldg No. Facility Square Foota e 1 City Hall 13,112 2 Old City Hall 11,170 3 Police Headquarters 21,984 4 City Yard 3.100 4A City Yard 6,200 4B City Yard 4,900 4C City Yard 4,800 4D City Yard 5,250 5 Libra /Senior Center 12,286 6 Fire Station #44 3,500 7 Fire Station #48 8 North Seal Beach Community Center 4,550 9 Marina Community Center 4,600 10 Seal Beach Pier 10C Lifeguard Tower 516 10D Safety Building 842 10E Lifeguard Headquarters 1,900 10F Lifeguard Garage 2,250 10H Seal Beach Pier Restrooms 1,089 13 Beach Facility 3,150 13A Beach Facility 850 13B Beach Facility 350 13C Beach Facility 690 13D Beach Parking Lot 68,085 16 Well & Pump House (Bldg System Only) 570 17 Well & Pump House & Chlor (Bldg System Only) 1,040 29 Zoeter Building Da Care 29B Zoeter Bleachers 1,600 37 Tennis Center Club House 2,100 37A Tennis Center Locke r/S hower/Restrooms 3,200 37B Tennis Center Workout Room 1,000 37C Tennis Center Gate /Site McGau h Swim Pool River's End Restaurant Buildin River's End Restroom Buildin River's End Maintenance Buildin Restaurant Building — Seal Beach Pier Request for Proposal Building / Facility Condition Assessment