HomeMy WebLinkAboutStaff Report 164-05Summary of Solicitation Process
Proposal DescriptionlNumber Engineering! Architectural Design Services for Mitchell
Park Library and Community Center Project, Request for
Proposals (RFP) No. 106835
Proposed Length of Project 12 months
Number of Requests for Proposals 47
Mailed
Total Days to Respond to Proposal 28
Pre-proposal Meeting Date ""n .. ,,;lay, A'lgl,,,t-3 ')f\f\A .J.. U\.IOU , U u~" ,~VV"T
Number of Company Attendees at 22
Pre-proposal Meeting
Number of Proposals Received 15
Company Name Location (City, State) Selected for
interview?
1. Group 4 San Francisco, CA 94080 Yes, but withdrew
2. Ripley Scoggin LLP San Francisco, CA 94111 Yes
3. Mark Cavagnero San Francisco, CA 94111 No
4. BSA Architects San Francisco, CA 94111 Yes, but withdrew
5. KPAGroup Oakland, CA 94103 Yes
6. Mock Wallace Architects San Francisco, CA 94612 Yes
7. BFGC Architecture San Jose, CA 95133 No
8. Architectural Resources Group San Francisco, CA 94111 No
9. KP a+d San Francisco, CA 94133 No
10. Stoecker & Northway Architects Palo Alto, CA 94301 No
11. ATI Danville, CA 94506 No
12. CJW Architecture Portola Valley, CA 94028 No
13. Sally Swanson San Francisco, CA 94102 No
14. Oshima & Yee Architects Sacramento, CA 95814 No
15. Salas O'Brien San Jose, CA 95112 No
Range of Proposal Amounts $180,000 to $400,000
Submitted
The RFP process allows the City to negotiate the price of the work upon selection of the
successful firm.
An RFP was posted at City Hall and mailed to 47 firrns on July 20,2004. Responses
were received from 15 firms.
An evaluation committee consisting of from Public Works Engineering, of Public Works
Facilities, the Library, and Community Services Recreation Division reviewed the
proposals. Five firms were invited to participate in oral interviews on September 21 and
22, 2004. The scope of the proposals was subsequently reduced to delete the library
space programming study and 2 of those firms chose to withdraw from consideration. .
CMR:164:05 Page 2 of4
oral
. '
This project was defined before the new Library Director was hired. Library staff had
asked that it include a library space programming study. The study would have examined
the existing space and made recommendations for how the space could be better utilized.
The Library Director recommended the study be deferred. It was agreed that rearranging
the existing space would not solve the problem of severe overcrowding. Space planning
for Mitchell Park is better done once a long-range master plan for the entire library
system is established.
The committee carefully reviewed each firm's qualifications and submittal in response to
the criteria identified in the RFP.
The proposals were judged by the following criteria:
• Qualifications and experience of the project manager and key staff
• Similar experience and demonstrated expertise
• Approach, methodology, and completeness of the proposal
The KP A Group was selected because it was the most qualified proposer. It showed that
it was willing to take a comprehensive look at the buildings, the building systems, and the
needs of the users. It would do an integrated approach to the project since it has
architects and structural engineers in the same office and working together.
RESOURCE IMPACT
Funding for the KP A Group contract is available in Capital Improvement Project PE-
04012.
POLICY IMPLICATIONS
This recommendation is consistent with existing City policies regarding infrastructure
maintenance and improvement.
PROJECT REVIEW
This project will be reviewed by:
• Library Advisory Commission
• Architectural Review Board
Additional review may be required by:
• Planning and Transportation Commission
• Parks and Recreation Commission
• Public Arts Commission
ENVIRONMENTAL REVIEW
This project is categorically exempt from CEQA because it is in a non-environmentally
sensitive area, and involves the maintenance, repair, or minor alterations of existing
public structures, facilities, mechanical equipment with the same substantial purpose and
capacity. (CEQA Guidelines Section 15301)
CMR:164:05 Page 3 of4
verified by CONSULTANT without performing demolition.
obligation shall survive termination of the Agreement.
This
SECTION 9. COST ESTIMATES. CONSULTANT shall submi t
estimates of probable construction costs at each phase of design
submittal. If the total estimated construction cost at any
submittal exceeds ten percent (10%) of the CITY's stated
construction budget, CONSULTANT shall make recommendations to the
CITY for aligning the PROJECT design with the budget, incorporate
CITY approved recommendations, and revise the design to meet the
Project budget, at no additional cost to CITY.
SECTION 10. INDEPENDENT CONTRACTOR. It is understood and
agreed that in performing the Services under this Agreement
CONSULTANT, and any person employed by or contracted with
CONSULTANT to furnish labor and/or materials under this Agreement,
shall act as and be an independent contractor and not an agent or
employee of the CITY. The mann"er and means of . conducting the
Services are the responsibility of and under the control of
CONSULTANT, except to the extent they are limited by applicable law
and the express terms of this Agreement. .
CONSULTANT will be responsible for employing or engaging
all persons necessary to perform the Services. All contractors and
employees of CONSULTANT are deemed to be under CONSULTANT'S
exclusive direction and control. CONSULTANT shall be responsible
for their performance.
SECTION 11. ASSIGNMENT. The parties agree that the
expertise and experience of CONSULT~~T are material considerations
for this Agreement. CONSULTANT shall not assign or transfer any
interest in this Agreement nor the performance of any of
CONSULTANT's obligations hereunder without the pr'ior written
consent of the city manager. Consent to one assignment will not be
deemed to be consent to any subsequent assignment. Any assignment
made without the approval of the city manager will be void.·
SECTION 12. SUBCONTRACTING. Notwithstanding Section 11
above, City agrees that subconsultants may be used to complete the
Services. The subconsultants authorized by City to perform work on
this Project are:
1. Gloria Novak Library Building Consultant, Space
Planning, & Graphics.
2. Glumac International Mechanical & Electrical
050228 nra 0100337
Engineering, Fire Protection, Plumbing, Life Cycle Cost
Analysis.
4
discovered by CONSULTANT or any other person engaged directly or
indirectly by CONSULTANT to perform the services required hereunder
shall be and remain the property of CITY without restriction or
limitation upon their use. Neither CONSULTANT nor its contractors,
if any, shall make any of such materials available to any
individual or organization without the prior written approval of
the city manager or designee.
15.2. In addition to the provisions of Subsection 15.1.,
above, the following shall apply to all plans, drawings,
specifications, and related reports and documents, and electronic
equivalents ( collectively II Plans ") developed pursuant to this
Agreement:
15.2.1. CITY shall have the right to reproduce and
use the Plans for purposes of the proj ect that is the subj ect -of
this Agreement, including, but not limited to, any use associated
with construction, reconstruction, modification, management,
maintenance, and renovation of the project.
15.2.2. CITY shall have the right to reproduce,
use and modify the PLANS, or portions thereof, in the design and
construction of any other future CITY project. CITY acknowledges
that CONSULTANT does not warrant the suitability of the PLANS for
reuse other than as needed for the Project that is the subject of
this AGREEMENT.
15.2.3. The right of the CITY to modify and reuse
the PLANS pursuant to this Subsection 15.2. is subj ect to the
provisions of California Business and Professions Code Sections
5536.25, 6735, 6735.3 or 6735.4, whichever is applicable.
SECTION 16. AUDITS. CONSULTANT will permit CITY to
audit, at any reasonable time during the term of this Agreement and
for three (3) years thereafter, CONSULTANT's records pertaining to
matters covered by this Agreement. CONSULTANT further agrees to
maintain and retain such records for at least three (3) years after
the expiration or earlier termination of this Agreement.
SECTION ,17. INDEMNITY. To the fullest extent permitted
by law, CONSULTANT shall protect, indemnify, defend and hold
harmless CITY, its Council members, officers, employees and agents
(each an \\Indemnified Party") from and against any and all demands,
claims, or liability of any nature, including death or injury to
any person, property damage or any other loss, including all costs
and expenses of whatever 'nature including attorneys fees, experts
fees, court costs and disbursements ( \\C1aims") resulting from,
arising out of or in any manner related to performance or
nonperformance by CONSULTANT, its officers, employees, agents or
6
050228 nra 0100337
this Agreement.
19.4. The procuring of such required policy or
policies of insurance will not be construed to limit CONSULTANT's
liability hereunder nor to fulfill the indemnification provisions
of this Agreement. Notwithstanding the policy or policies of
insurance, CONSULTANT will be obligated for the full and total
amount of any damage, injury, or loss caused by or directly arising
as a result of the Services performed under this Agreement,
including such damage, injury, or loss arising after the Agreement
is terminated or the term has expired.
SECTION 20 • WORKERS I COMPENSATION. CONSULTANT, by
executing this Agreement, certifies that it is aware of the
provisions of the Labor Code of the State of California which
require every employer to be insured against liability for workers'
compensation or to undertake self~insurance in accordance with the
provisions of that Code, and certifies that it will comply with
such provisions, as applicable, before commencing and during the
performance of the Services.
SECTION 21. TERMINATION OR SUSPENSION OF AGREEMENT OR
SERVICES.
21.1. The city manager may suspend the performance of
the Services, in whole or in part, or terminate this Agreement,
with or without cause, by giving ten (10) days' prior written
notice thereof to CONSULTANT. Upon receipt of such notice,
CONSULTANT will immediately discontinue its performance of the
Services.
21.2. CONSULTANT may terminate this Agreement or
suspend its performance of the Services by giving ten (10) days
prior written notice thereof to CITY, but only in the event of a
substantial failure of performance by CITY.
21.3. Upon such suspension or termination, CONSULTANT
shall deliver to the City Manager immediately any and all copies of
studies, sketches, drawings, computations, and other data, whether
or not completed, prepared by CONSULTANT or its contractors, if
any, or given to CONSULTANT or its contractors, if any, in
connection with this Agreement. Such materials will become the
property of CITY. If there is no activity on the project for a
period of 120 or mere days, then the project will be considered
terminated.
21.4. Upon such suspension or termination by CITY,
CONSULTANT will be paid for the Services rendered or materials
delivered to City in accordance with the scope of services on or
8
050228 nra 0100337
· .
REIMBURSABLE EXPENSES
CITY shall reimburse CONSULTANT for reimbursable expenses including,
postage, mileage and other miscellaneous costs, at cost plus 10%. All
requests for payment of expenses shall be accompanied by appropriate
backup information. Any expense anticipated to be more than $500.00 shall
be approved in advance by the City's project manager.
ADDITIONAL SERVICES
The CONSULTANT shall provide additional services only by advanced,
written authorization from the CITY. The CONSULTANT, at the CITY's
project manager's request, shall submit a detailed written proposal including a
description of the scope of services, schedule, level of effort, and
CONSULTANT's proposed maximum compensation, including reimbursable
expense, for such services based on the rates set forth in Exhibit C-1. The
additional services scope, schedul~ and maximum compensation shall be
negotiated and agreed to in writing by the City's Project Manager and
CONSULTANT prior to commencement of the services. . Payment for
additional services is subject to all requirements and restrictions in this
Agreement
-
Work required because the following conditions are exceeded shall be
considered as -additional services:
• 5 copies of conceptual design report
• 5 copies of completed design development plans
• 10 copies of final report
Ii 12 meetings as outlined in Task 6
Ii 16 meetings as indicated under Construction Adminitration
2
050228 nra 0100337
> •