Proposals Due: August 23, 2021
SECTION I - INTRODUCTION
The La Jolla Band of Luiseno Indians is requesting competitive proposals from licensed architectural and construction firms for the development of design and construction documents, as well as the construction for the La Jolla Tribal Emergency Operations Center. Upon completion, the improvements will provide for a facility that meets the needs for housing Tribal Fire and Law Enforcement personnel, equipment, and supplies. Engineering will be required for the facility, parking improvements, road frontage, septic system installation, water storage and distribution. All elements of the design and construction process must meet Standard Terms and Conditions of the La Jolla Band of Luiseno Indians. Please email firstname.lastname@example.org with a Proposal. Please contact Gary Murrey at 602-206-8518 or email with any questions.
SECTION II - SCOPE OF WORK
The Design Professional Services and Contractor Team (together known as “Contractor”) in coordination with the Tribe, will guide the design and construction of the new La Jolla Tribal Emergency Operations Center. The project will include but is not limited to a single-story building between 7,000 and 9,000 square feet of building area, onsite parking, drainage, lighting, kitchen, landscaping, and street frontage improvements. The building will accommodate community rooms, 3 apparatus (emergency equipment and vehicles) bays, dormitory for up to 6 personnel, workout facilities, kitchen, police substation, and fire substation.
The Contractor will be required to integrate sustainable strategies and features into the design to minimize the energy consumption of the fire station. In addition, it is the Tribe'sintent to have a facilitydesign which conservesresources, minimizes adverseeffects to the environment, and improves occupant productivity, health, and comfort to reduce the total cost of ownership of the building over the life of the facility.
The selected Contractor will be required to coordinate with the Tribal Council, or their designees, on the project and frequent status meetings will be required throughout the project.
The Contractor will be required to develop conceptual designs for a facility that will accommodate Tribal Fire and Law Enforcement’s anticipated needs using industry standards, project experience, and input from Tribe and fire department staff. The Tribe is open to any type of building design.
In addition to preparation of construction documents, specifications, construction cost estimates, and timelines, the Contractor shall respond to all questions posed by prospective bidders during the construction bid process. The Contractor shall also prepare and distribute any necessary addenda, shall evaluate all bids and shall make a recommendation to the Tribal Council, or their designee, regarding who the architect believes has the best responsive and responsible bid, with supportive reasoning.
The Contractor will work with the Tribe to expedite building design and construction documents for permit approvals. The Contractor will also administer the construction contract and make periodic site visits during construction, as identified in the scope of work listed below An agreement between the Tribe and the selected Contractor will outline the full requirements and expectations of the project.
Detailed Scope of Work
The work to be performed by the Contractor will include all architectural, engineering and construction services required for the entire project. The scope of work will be in a cost reimbursement with an agreed maximum contract. The Contractor shall provide a detailed scope of work, budget, and implementation schedule in the proposal.
The Contractor will work with La Jolla staff (and other project partner representatives as needed) to develop a complete set of project design drawings and technical specifications.
The Contractor will work with La Jolla to ensure compliance with the federal requirements, including the suggested and required bid package documents and the development of the package for Tribal approval/processing prior to advertisement.
The Contractor shall provide administration of the contract for construction as set forth in AIA document A201-2017, General Conditions of the Contract for Construction, current as of the date of the Contractor agreement.
The Contractor shall ensure that the final design for the project complies with all HUD grant requirements. Pursuant to this RFP, the “Services” shall consist of, and the successful Contractor shall provide, architectural planning engineering design, and construction services for the Project, including, but not limited to, the following:
Concept Plans, Renderings, and Presentation Documents
1. Develop a concept and circulation plan for the multi‐functional spaces comprising the La Jolla Emergency Operations Center
2. Develop schematic drawings of proposed layouts accurately depicting entryways, parking areas, facilities (including structures, bike racks, etc.) and landscape buffers, and submit to La Jolla staff and interested stakeholders for review and comment.
5. Submit files and schematics in electronic format (pdf, jpg).
7. Assist in the selection of a primary design.
8. Refine project costs, including line‐by‐line breakout of all fees, architectural and engineering costs, construction costs, FF&E, technology, and contingencies.
9. Prepare engineering drawings for all site improvements and update schedule and costs for each.
10. Fast track the project design for a project completion date of Jan 15. 2022.
1. Obtain any permits required for the design of the project, without markups.
2. Prepare the final conceptual design, including a large format display board and electronic files.
3. Prepare the following documents:
a. Engineering Report, plans, schematics, sections and elevations, typical construction details, test‐fit plan, and specifications that identify major materials and systems.
4. Obtain plans of all adjacent utility facilities and identify and precisely locate all utilities.
5. Coordinate with La Jolla staff to determine locations and depths of facilities for design purposes.
6. Determine where interferences with existing facilities may occur as a result of the construction of this Project, and resolve any conflicts.
Plans, Specifications, and Estimates (PS&E)
1. Prepare Engineering Report (PER) consistent with applicable HUD guidelines.
2. Prepare construction drawings containing title sheet, general note sheet, plan sheets, typical cross section sheets, and detail sheets for the Project.
3. Plot typical cross sections to illustrate existing and proposed conditions.
4. Prepare complete project specifications, including special provisions and proposal forms.
5. Incorporate project specifications into construction contract documents provided by LA JOLLA, including a description for each bid item.
6. Submit 70% PS&E construction documents, including structural calculations, to La Jolla for review.
7. Address any comments generated from the 70% submittal.
8. Based on the input received from the previous submittal, complete the design and prepare final PS&E documents.
9. Submit 100% PS&E construction documents, including structural calculations, to La Jolla for review and to obtain preliminary approvals.
10. Submit final set of PS&E documents (printed and electronic formats) with the necessary details and instructions to carry out the work in accordance with the approved construction phasing.
Construction Documents and Plan Information
1. Ensure plans and specifications comply with all applicable governmental and professional standards.
2. Develop a schedule for construction of the Project.
3. Conduct all approved topographic and property surveys and combine with available topographic surveys to create base maps for the Project.
4. Conduct all approved geotechnical investigations necessary for the construction of the Project.
5. Attend the pre‐construction meeting and provide assistance during procurement and management of the construction phase of the Project.
Construction (in coordination with La Jolla’s owner’s rep)
1. Act as General Contractor and secure all equipment, sub-contractors and supplies needed to complete construction and completion of the project.
2. Provide traditional construction administration services, including monitoring subcontractor pay applications.
3. Provide weekly progress reports.
4. Coordinate with Tribal and all other contractors in conjunction with Owners Rep. and Staff.
5. Assist with preconstruction conferences.
6. Perform periodic site inspections.
7. Prepare change orders, as necessary.
8. Inspect construction materials.
9. Conduct construction tests and inspections.
10. Supervise all critical construction operations.
11. Coordinate with staff for La Jolla and interested stakeholders to provide full time inspections and reporting.
12. Participate in the final construction inspection.
Construction Administration & Inspection
1. The construction administration services provided by the Contractor will be to assist with certain construction oversight services, including periodic on‐site reviews.
3. The Contractor shall call and participate in construction meetings.
4. The Contractor/Owner shall work with an independent plan checking firm to ensure accuracy of the plans.
5. The Contractor shall provide coordination to governmental and funding agencies as required and serve as representative for the coordination and communication activities with the sub-contractors, city, utility companies, and other agencies.
6. The Contractor shall review Payment Request for accuracy.
7. The Contractor shall review and negotiate construction change order requests and claims.
Final As‐Built Drawings
The Contractor shall record and maintain a set of “As‐Built” drawings that will be finalized into a formal AutoCAD set and delivered electronically, plus an unbound Mylar hard copy to La Jolla upon completion of the project.
The Contractor shall use the Tribes Force Account Labor for all site work, Utility installation, concrete and asphalt work, as well as any other work where they can perform as required.
SECTION Ill - PROJECTED SCHEDULE
Issue RFP------------------------------------------------------------------------August 5, 2021
Deadline for Receipt of Proposals--------------------------------------- August 23, 2021 by 4:30 PM
Interview Top Firms------------------------------------------------------- August 24- August 30, 2021
Anticipated Project Award------------------------------------------------ August 31, 2021
Design period------------------------------------------------------------September1, - Sept. 21, 2021
Construction completion-----------------------------------------------January 15, 2021
SECTION IV - INSTRUCTIONS TO PROPOSERS
A. All Proposals shall be sent to: email@example.com
B. Any additional information or addenda to this RFP will be issued by Tribe prior to the submittal deadline.
C. Proposals should be prepared simply and economically, providing a straightforward, concise description of the Contractor capabilities to satisfy the requirements of the request. All proposals must include the following information:
1. A cover letter/statement of interest indicating the Contractor’s interest in the project and highlighting its qualifications to perform the work.
2. A brief overview of the company. The company must have provided design, bid, and construction services for at least five (5) other similar facilities (minimum of two (2) in the last five (5) years), be licensed in the State of California, and provide proof upon request.
3. A proposed approach to the project including key activities, milestones, and potential challenges or areas of concern.
4. Related experience with similar types of projects and specific qualifications.
5. Provide resumes of key team members and sub-Contractors including roles and qualifications. Identify the project lead, their availability to start work on the project, and their ability to complete the work without interruption from other projects or commitments. Describe coordination and relationships with sub-Contractors.
6. Examples of at least three (3) relevant Fire Station projects completed by the Contractor. Including:
□ Project Name, Location, and Photographs
□ Summary of Scope/Services Provided
□ Project Size and Construction Value
□ Duration of Project
□ Fire Chief or Primary Contact's name and contact information
7. At least five (5) references including entity name, contact person, and telephone number.
8. A statement verifying the Contractor's ability to execute contract upon award.
9. A statement verifying that your firm has not been suspended or disbarred from Federal work.
10. Refined project costs, including line‐by‐line breakout of all fees, architectural and engineering costs, construction costs, FF&E, technology, and contingencies.
11. Written proof of insurance requirements (Section VII).
SECTION V - SELECTION CRITERIA
The Contractor will be selected by the Tribal Council. The following may be used to evaluate the applicants:
The Contractor’s scope of work, methodology, work plan, and budget.
The Contractor’s experience, qualifications, and ability to timely execute project work as shown by years of work for previous, similar projects.
The Contractor’s professional credentials in architecture, civil engineering, and cost estimating, including the qualifications, expertise, and experience of individuals assigned to the project.
The Contractor’s understanding of and experience with Native American theming and/or inclusive design.
The Contractor’s references.
The Contractor’s bonding/insurance capacity/history.
The Contractor’s direct experience with U.S. Department of Housing & Urban Development (HUD) funded projects.
SECTION VI -TERMS AND CONDITIONS
A. The Tribe reserves the right to reject any and all Proposals.
B. The Tribe reserves the right to request clarification of information submitted and to request additional information from any firm.
C. The Tribe reserves the right to award any contract to the next most qualified Contractor if the successful Contractor does not execute a contract within two (2) weeks of being awarded the contract.
D. The contractresulting from acceptance of a Proposalby the Tribe shallbe in a form suppliedor approved by the Tribe and shall reflectthe specifications in this RFP. The Tribereserves the right to reject any proposed agreement or contract that does not conform to the specifications contained in this RFP, and whichis not approved by the Tribe's Attorney.
E. The Tribe shall not be responsible for any costs incurred by the Contractor in preparing, submitting, or presenting its response to thisdocument.
SECTION VII - INSURANCE REQUIREMENTS
A. Proposers will be required to meet the following insurance requirements to be considered for selection. The Contractor must place insurance with carriers who have a current A.M. Best rating of not less than A: VII or other industry rating which is satisfactory to the Tribe:
1. Workers' compensation and employer's liability insurance in amounts sufficient pursuant to the laws of the State of California;
2. Commercial general liability insurance shall cover liability arising from premises, operations, independent contractors, personal injury, and advertising injury. The Tribe shall be named as an additional insured under the Contractor Commercial General Liability insurance policy with respect to the work performed for the Tribe. Commercial General Liability insurance shall be written with limits no less than $2,000,000 each occurrence and $4,000,000 generalaggregate.
3. Automobile liability insurance covering all owned, non-owned, hired, and leased vehicles. Coverage shall be written to provide equivalent liability coverage. If necessary,the policy shall be endorsedto provide contractual liabilitycoverage, with a minimum combined single limit for bodily injury and property damage of
$1,000,000 per accident.
4. Professional liability insurance appropriate to the Contractor profession with limits of no less than $2,000,000 per claim and $2,000,000 policy aggregate limit.
B. The insurance policies for Commercial General Liability and Automobile Liability shall contain the following endorsements or provisions:
1. The Contractor insurance coverage shall be primary insurance in respect to the Tribe.
2. The Contractor insurance shall not be cancelled by either party, except after thirty (30) days prior to written notice by certified mail, return receipt requested and has been given to the Tribe.The Contractor shall furnish the Tribe with original certificates and a copy of the amendatory endorsements, including without limitation, the additional insured endorsement evidencing the insurance requirement of the Design Professional Services Team before commencement of the services. The Contractor failure to maintain such insurancepolicies shall be grounds for the Tribe to immediatelyterminate the Professional ServicesAgreement. All finalConstruction Contracts will be subject to the Tribe's approval.
SECTION VIII - DISPUTE RESOLUTION REQUIREMENTS
Proposers will be required to agree to resolve disputes through AAA Commercial Arbitration and
Mediation Procedures with enforcement by a court of competent jurisdiction pursuant to the Federal Arbitration Act.
SECTION VIII – Project location
SECTION VIII – Project sample layout.