HomeMy WebLinkAboutCC AG PKT 2010-03-22 #LAGENDA STAFF REPORT
DATE:
TO:
THRU:
FROM
M n , 2ni n March 22, 2010
Honorable Mayor and City Council
David Carmany, City Manager
Terrence L. Belanger, Interim Director of Public Works
SUBJECT: BUILDING /FACILITY CONDITION ASSESSMENT: RFP
SUMMARY OF REQUEST:
The City Council is asked to authorize the solicitation of 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.
Should the City Council determine that there is a need for a more '
contemporaneous building /facility condition assessment study; 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 22, 2010
- Building /Facility Condition Assessment RFP Circulated March 25, 2010
- Pre - Proposal Meeting, with Prospective Consultants April 06, 2010
- Proposals Submittal May 04, 2010
- Interviews with Best Qualified Firms May 12, 2010
-Award Building /Facility Condition Assessment Contract June 14, 2010
Agenda Item L
Page 2
At the March 8, 2010 City Council meeting, the Council directed staff to: (a) add
the word "independent" before "assessment" in Section 2; (b) delete the newly
constructed fire station from the list of properties to be assessed; and (c) draft
language for the Council to consider including in the RFP regarding
"relationships" between the City Council, City Manager and City Department
heads, on the one hand, and the firm responding to the RFP on the other hand.
The first two changes have been incorporated into the revised RFP attached. As
to the third item, staff has drafted the following language as a possible addition to
the required submission by any firm submitting a proposal. The following
language is not recommended for inclusion in the RFP.
"9. A disclosure of all contacts, whether of a personal or professional nature,
with any Seal Beach Councilmember, the City Manager or any Director or
Department Head of the City, in the last year."
This disclosure requirement would be in addition to and totally independent of
any /all state and federal executive branch gift rules.
There are three (3) facilities that are not included in the list of buildings and
facilities that are to be inspected and assessed:
1) Fire Station No. 48 : The newly built facility will be on a future inspection and
assessment list;
2) McGaugh Swimming Pool In September 2008 at a cost of $5,000 a
comprehensive inspection and assessment report on the pool was completed
by Rowley International Inc., a multi - disciplined consulting engineering firm.
Last week, one of the firm's principals inspected and assessed the pool, with
City staff and Orange County Health department staff. For over thirty (30)
years Dr. Bill Rowley has been directly responsible for the design of over 600
major swimming pool complexes worldwide. Rowley International Inc. is a
recognized expert in municipal swimming pools. Updated data will be
presented by staff, March 22, 2010 (agenda item "R "); and
3) Municipal Pier Another inspection of the pier at this time would, arguably, be
redundant and costly. In November of 2008, at a cost to the city of $61,500,
Moffatt & Nichol prepared a comprehensive structural safety assessment
inspection report of the Seal Beach Municipal Pier. This inspection was also
done by Moffat and Nichol in January of 2003. Moffat and Nichol is a
recognized expert in piers.
The Moffat & Nichol website indicates: "Headquartered in Long Beach,
California and operating out of 26 offices throughout North America, Europe,
Latin America and the Pacific Rim, Moffatt & Nichol's practice has expanded
to support the larger demands of the goods movement industry globally.
Today, with a portfolio of more than 6,000 projects, the firm provides clients
Page 3
worldwide with customized service and a level of excellence that have
become an industry hallmark in six (6) key practice areas — ports and harbors;
coastal, environmental and water resources; urban waterfronts and marinas;
transportation and rail; inspection and rehabilitation; and energy. These
expertise are complemented by an in -house commercial consulting group
with maritime and logistics analysts specializing in the acquisition and merger
of marine infrastructure assets and intermodal transportation systems."
Both the McGaugh Swimming Pool inspection and assessment report and the
Seal Beach Municipal Pier inspection and assessment report will be engrafted
into the final building/facilities inspection and assessment report as appendices.
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:
errence L. Belanger Interim
Director of Public Works
NOTED AND APPROVED:
Cf
David Carmany City Manager
Attachment
A. Request for Proposal
REQUEST FOR PROPOSALS (RFP)
FOR
BUILDING /FACILITY CONDITION ASSESSMENT
RFP response deadline: 2:00 p.m. on Tuesday May 04 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 25, 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
SECTION IV ....................................... ............................... 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
SECTION I. PROJECT OVERVIEW
The City of Seal Beach is requesting proposals
independently evaluating the condition of building
including preparing accurate cost estimates fo r
recommendations, prioritization of repairs /upgrades
and developing a maintenance work program.
City of Seal Beach
from firms experienced in
facilities for public agencies
repair, documentation of
within the allocated funding
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
independent 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
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. May 04, 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
Footage
1
City Hall
13,112
2
Old City Hall
11,170
3
Police Headquarters
21,984
4
City Yard -Office
3.100
4A
City Yard-Vehicle/Equipment Storage
6,200
413
City Yard-Vehicle/Equipment Repair
4,900
4C
City Yard-Vehicle/Equipment Carport
4,800
4D
City Yard - Vehicle/Equipment Storage
5,250
5
Libra /Senior Center
12,286
6
Fire Station #44
3,500
7
McGau h Pool
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 Facili - Maintenance Building
3,150
13A
Beach Facilit - Restaurant Building
850
13B
Beach Facility-Storage Bldg.
350
13C
Beach Facilit - Restroom Building
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
Seal Beach Pier - Utilities
Seal Beach Pier - Restaurant Buildin
Seal Beach Pier -Old Bait Sho
Request for Proposal Building / Facility Condition Assessment