Request for Proposals for Architectural and Engineering Services for
La Jolla Emergency Operations Center
U.S. Department of Housing & Urban Development
Award # 20IV0618640
La Jolla Band of Luiseno Indians
Pauma Valley, CA 92061
November 2, 2020
Proposals Due: November 20, 2020
SECTION I - INTRODUCTION
The La Jolla Band of Luiseno Indians is requesting competitive proposals from licensed architectural and engineering firms for the development of design and construction documents, and construction management 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 police and their apparatus. Engineering will be required for the facility and 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 Mark Webb at 951-501-9198 or email email@example.com with any questions.
SECTION II - SCOPE OF WORK
The Design Professional Services Team in coordination with the Tribe, will guide the design and construction of the new La Jolla Tribal Emergency Center. The project will include, but is not limited to between 6,600 and 14,400 square feet of building area, onsite parking, drainage, lighting, large kitchen, landscaping; and street frontage improvements.
The Design Professional Services Team 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's intent to have a facility design which conserves resources, minimizes adverse effects 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 Design Professional Services Team 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 Design Professional Services Team 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.
In addition to preparation of construction documents, specifications, construction cost estimates, and timelines, the Design Professional Services Team shall respond to all questions posed by prospective bidders during the construction bid process. The Design Professional Services Team 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 Design Professional Services Team will work with the Tribe to expedite building design and construction documents for permit approvals. The Design Professional Services Team will also administer the construction contract and make periodic site visits during construction, as identified in the scope of work. An agreement between the Tribe and the selected Design Professional Services Team will outline the full requirements and expectations of the project.
Detailed Scope of Work
The work to be performed by the Design Professional Services Team will include all architectural and engineering services required for all of the infrastructure improvements. The scope of work will be in a cost reimbursement with an agreed maximum contract. AIA contract AIA B-101-2017 will be used. The Design Professional Services Team shall identify a detailed scope in the proposal as part of their understanding and approach to the project.
The Design Professional Services Team 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 Design Professional Services Team 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 Design Professional Services Team 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 Design Professional Services Team/Owner agreement.
The Design Professional Services Team shall ensure that the final design for the Adventure Park infrastructure project complies with all HUD grant requirements. Pursuant to this RFP, the “Services” shall consist of, and the successful Design Professional Services Team shall provide, architectural planning and engineering design services for the Project, including, but not limited to, the following:
Concept Plans, Renderings, and Presentation Documents
1. Conduct one or more workshops/charrettes with La Jolla staff and regional partners to obtain input from stakeholders.
2. Prepare concept plans for the site to determine the most feasible site location and designs to support exterior and interior spaces that meet the needs of tenants and stakeholders.
3. Develop a concept and circulation plan for the multi‐functional spaces comprising the La Jolla Emergency Operations Center
4. Develop preliminary (30%) color renderings of proposed layouts (minimum three) 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 with final color renderings and schematics in electronic format (pdf, jpg).
6. Present renderings (MS PowerPoint, charts, display boards, and color renderings) at meetings, including, but not limited to, a La Jolla Tribal Council meeting.
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.
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‐bid meeting, attend the pre‐construction meeting, and provide assistance during procurement and management of the construction phase of the Project.
Construction Management (in coordination with La Jolla’s owner’s rep)
1. Provide traditional construction administration services, including monitoring general contractor and subcontractor pay applications.
2. Coordinate with future construction contractors on behalf of La Jolla.
3. Assist with preconstruction conferences.
4. Perform periodic site inspections.
5. Prepare change orders, as necessary.
6. Inspect construction materials.
7. Review drawings submitted by construction contractor.
8. Conduct construction tests and inspections.
9. Supervise any and all critical construction operations.
10. Coordinate with staff for La Jolla and interested stakeholders to provide full time inspections and reporting.
11. Participate in the final construction inspection.
Assistance during the Bidding Process
1. The Design Professional Services Team shall assist La Jolla during the bidding process. The Design Professional Services Team shall respond to questions from the prospective bidders, conduct pre‐bid meetings as needed, and shall prepare written addenda as necessary.
2. The Design Professional Services Team shall review all bids submitted and make appropriate recommendations on contractors’ abilities to complete the work. The Design Professional Services Team’s review shall include the preparation of bid abstracts and a bid comparison document. The Design Professional Services Team will be present at the bid opening.
Construction Administration & Inspection
1. The construction administration services provided by the Design Professional Services Team will be to assist with certain construction oversight services, including periodic on‐site reviews.
2. The Design Professional Services Team shall review and make determinations regarding contractors’ Shop Drawings, Submittals, Requests for Information (RFIs), product substitutions, change orders and other related documents.
3. The Design Professional Services Team shall call and participate in construction meetings.
4. The Design Professional Services Team/Owner shall work with an independent plan checking firm to ensure accuracy of the plans.
5. The Design Professional Services Team shall provide coordination to governmental and funding agencies as required, and serve as representative for the coordination and communication activities with the general contractor, city, utility companies, and other agencies.
6. The Design Professional Services Team shall review Contractor’s Payment Request for accuracy.
7. The Design Professional Services Team shall review and negotiate construction change order requests and claims.
Final As‐Built Drawings
The Design Professional Services Team shall assist the general construction contractor in recording and maintaining 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.
SECTION Ill - PROJECTED SELECTION SCHEDULE
Issue RFP------------------------------------------------------------------------November 5, 2020
Deadline for Receipt of Proposals----------------------------------------------------------------------------------- November 20, 2020 by 4:30 PM
Interview Top Firms------------------------------------------------------- December 1- December 4, 2020
Anticipated Project Award------------------------------------------------ December 14, 2020
SECTION IV - INSTRUCTIONS TO PROPOSERS
A. All Proposals shall be sent to: Fred.firstname.lastname@example.org
B. Any additional information or addenda to this RFP will be issued by Tribe prior to the submittal deadline. The Tribe e-mail such information directly to known interested parties.
C. Proposals should be prepared simply and economically, providing a straightforward, concise description of the Design Professional Services Team capabilities to satisfy the requirements of the request. All proposals must include the following information:
1. A cover letter/statement of interest indicating the Design Professional Services Team’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-Design Professional Services Teams 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-Design Professional Services Teams.
6. Examples of at least three (3) relevant Fire Station projects completed by the Design Professional Services Team. 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 Design Professional Services Team's ability to execute contract upon award.
9. A statement verifying that your firm has not been suspended or disbarred from Federal work.
10. Refine 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 Design Professional Services Team will be selected by the Tribal Council. The following may be used to evaluate the applicants:
The Design Professional Services Team’s scope of work, methodology, work plan, and budget.
The Design Professional Services Team’s experience, qualifications, and ability to timely execute project work as shown by years of work ifor previous, similar projects.
The Design Professional Services Team’s professional credentials in architecture, civil engineering, and cost estimating, including the qualifications, expertise, and experience of individuals assigned to the project.
The Design Professional Services Team’s understanding of and experience with Native American theming and/or inclusive design.
The Design Professional Services Team’s references.
The Design Professional Services Team’s bonding/insurance capacity/history.
The Design Professional Services Team’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 Design Professional Services Team if the successful Design Professional Services Team does not execute a contract within two (2) weeks of being awarded the contract.
D. The contract resulting from acceptance of a Proposal by the Tribe shall be in a form supplied or approved by the Tribe and shall reflect the specifications in this RFP. The Tribe reserves the right to reject any proposed agreement or contract that does not conform to the specifications contained in this RFP, and which is not approved by the Tribe's Attorney.
E. The Tribe shall not be responsible for any costs incurred by the Design Professional Services Team in preparing, submitting, or presenting its response to this document.
SECTION VII - INSURANCE REQUIREMENTS
A. Proposers will be required to meet the following insurance requirements to be considered for selection. The Design Professional Services Team 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 Design Professional Services Team 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 general aggregate.
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 endorsed to provide contractual liability coverage, 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 Design Professional Services Team 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 Design Professional Services Team insurance coverage shall be primary insurance in respect to the Tribe.
2. The Design Professional Services Team 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 Design Professional Services Team 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 Design Professional Services Team failure to maintain such insurance policies shall be grounds for the Tribe to immediately terminate the Professional Services Agreement. All final Construction 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.