Request for Proposals Youth Center Improvement Project C9831 - BidNet

Request for Proposals

For

Youth Center Improvement Project C9831

City of San Carlos Department of Public Works

600 Elm Street San Carlos, CA 94070

Point of Contact: Kaveh Forouhi Associate Engineer (650) 802-4202 kforouhi@

PROPOSALS DUE: Wednesday, August 31, 2016 BY 2:00 PM

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REQUEST FOR PROPOSALS (RFP) YOUTH CENTER IMPROVEMENT PROJECT

The City of San Carlos is requesting proposals for professional engineering Consultant services to scope, design, create construction documents, and provide construction support for the Youth Center Improvement Project.

INTRODUCTION & BACKGROUND

The City of San Carlos is located halfway between San Francisco and San Jose in the San Francisco Bay Area. The City of San Carlos built the Youth Center in 1999. The Youth Center is home to over a hundred middle-schoolers after school each day and houses a large variety of youth-oriented programs including music programs, gymnastics, summer camp, special events and activities, birthday and facility rentals.

This Request for Proposals aims to retain professional engineering consulting services to scope and design the Youth Center to accommodate greater functionality and encompass the vision of all involved stakeholders. City staff currently envisions the future design to include: possible structural and ADA upgrades, installation of a new roof, sand and refinish gymnasium flooring and replace bleachers, replacement and reconfiguration of the lobby front counter, remove and replace carpeted walls, replacement of lobby flooring, complete repainting of exterior and interior, remodeling of the kitchen as a teaching kitchen, and upgrade restrooms.

Prior to start of the design, the structural engineer shall provide a report to the City and evaluate the structural condition of the youth center gym. It was reported that the gymnasium's trusses are sagging. Consultant shall provide a preliminary estimate of the project and help the City to prioritize its "wish list" of the improvements to stay within the construction budget of $500,000.

SCOPE OF SERVICES

The professional engineering services required will include the tasks listed below. This list is not all-inclusive and the proposer shall incorporate additional tasks that may enhance the quality of the project within the proposal.

Task 1 ? Ongoing Management and Administration of Contract a. Initiate Kick-off Meeting with City staff and other relevant parties to refine and finalize the scope and initiate work. b. Manage the effort of this contract and meet with the project team when appropriate to facilitate successful delivery of the project. Management includes progress reporting with invoicing, budget monitoring, and overall administration for contract.

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c. Develop and maintain a schedule of delivering the project. d. Coordinate and manage periodic project team progress meetings.

Deliverables Kick-off Meeting Monthly Invoices with Progress Report Project Budget and Tracking Project Schedule Project Team Meeting Agenda and Minutes

Task 2 ? Stakeholder Engagement and Scoping The Consultant shall engage stakeholders by obtaining input to identify the needs and usages of the Youth Center that would facilitate a better, more efficient and functional facility. The stakeholders include the Department Heads, Parks and Recreation and Public Works Department employees.

a. Work with City Staff to develop list of stakeholders in the project and plan a multi-phase process to engage them in the various steps of the design process.

b. Establish a Purpose and Need Statement by working with stakeholders and reviewing existing documentation on the project. This statement will be used to help define and rank the project elements and the range of criteria against which to evaluate any alternatives.

c. Develop a Performance Framework that is based on the Purpose and Need Statement and with input from stakeholders. The framework will respond to the needs of the stakeholders of the facility and will guide the team through the alternatives evaluation process.

d. Facilitate focus meetings or charrettes with City Staff and stakeholders to develop the scope of the remodel.

i. In focus meetings or charrettes, provide stakeholders with examples of comparable Centers built or remodeled in recent years, detailing criteria such as best practices, use of space, amenities, and other features that will help facilitate more productive and efficient use of the building.

ii. Develop scope as a result of the focus meetings or charrettes. Scope project to identify and ensure the specific needs of stakeholders for the Youth Center remodel, such as structural upgrade at Youth Center Gym, space usage and existing constraints of the facility. The scope may include, but is not limited to, the following elements within the facility:

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1. Address the possible structural issues with Youth Center gymnasium;

2. Address any ADA issues/upgrades; 3. Install a new roof; repair ancillary roof issues (flashing,

gutters, etc.); 4. Sand and refinish gymnasium flooring and replace bleachers, 5. Remodel kitchen into a teaching kitchen; 6. Replace and reconfigure the lobby front counter; 7. Replace lobby flooring; 8. Replace carpet wall throughout the Center; 9. Repair leaking windows; 10. Upgrade of restrooms.

Deliverables Purpose and Need Statement Performance Framework Remodel Scope of Work Memo Stakeholder Meeting Agenda, Minutes, and Presentation Materials Public Presentation and Presentation Materials on Design Options

Task 3 ? Conceptual Design a. Utilizing the information obtained and generated from Task 2, develop a conceptual design. b. Generate cost estimates for the conceptual design.

Deliverables Conceptual Design Estimate for Conceptual Design

Task 4 ? Plans, Specifications, Estimates & Bid Packages a. Provide a final and facilitate a Building Permit application approval. This set will include a set of 100% complete construction drawings that can be utilized for the bid package. City Building Permit fees will be waived. b. Based on the preferred alternative, develop design packages and specifications. Provide City review of progress at 65%, 95%, and 100% design. c. Provide a detailed engineers estimate for the design at each progress phase, including adequate contingencies and other construction related costs (testing, inspection, etc).

Deliverables Building Permit Application and Approval Design Packages at 65%, 95%, and 100% design. Construction Estimates at 65%, 95%, and 100% design.

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Task 5 ? Construction Support a. During construction, provide support for the following: i. Respond to Requests for Information ii. Review Submittals iii. Attend Pre-construction Meeting iv. Attend all relevant weekly Construction Progress Meetings v. Site Observation Visits vi. Project phone calls or emails vii. Review change orders for scope confirmation viii. Construction Punch List ix. Conduct and document one punch list site walk x. Conduct on back check after all punch list items have been addressed by the Contractor xi. Review Closeout Documentation against the specifications xii. As-Builts Plans and Specifications for the City's records in a format specified by the City.

ESTIMATED SCHEDULE OF EVENTS

The City's target dates for desired project delivery are as follows:

Release of RFP Last Day for Submission of Questions Proposal due Possible interview with top firms City Council Approval Notice to Proceed

July 26, 2016 August 22, 2016 @ 5:00pm August 31, 2016 September 2016 October 2016 November 2016

PROPOSAL FORMAT AND CONTENT

Envelope "A"- Checklist

Item Description

Proposer Shall initial here

1 Proposal (one (1) original and four (3) copies)

2 Cover Letter

3 Staffing, Team Experience and Understanding

4 Work Plan Approach and Schedule

5 Resumes

6 Other Relevant Information

7 References

The proposal shall be brief, precise, and shall not include unnecessary promotional material. The proposal shall not exceed 20 pages, excluding

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